Difference between revisions of "Second planning meeting 2012"

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==Place==
 
==Place==
Chalmers - TBA - look here for more information soon. Grégoire will book a room somewhere at Chalmers Campus Johanneberg.
+
Chalmers - TBA - look here for more information soon. Grégoire will book a room somewhere at Chalmers Campus Johanneberg. One of the three group rooms in the Student Union Building, second floor. The Student Building is the big building you see from the tram stop "Chalmers".
 
== Agenda ==
 
== Agenda ==
 
Add your input here!
 
Add your input here!
 
* Proposals for structure of 2012:
 
* Proposals for structure of 2012:
** There should be two persons leading each team (Stian/Jonas)
+
** Overall considerations
** Jonas & Rikard share PC lead (Jonas)
+
*** We should keep the concept of Conference Manager & Runner (Jonas)
** Grégoire & Nahid should lead web team :) (Jonas)
+
*** Venue (layout and moving of furniture) needs better documentation and planning (Rikard)
** Jonas & Henrik should focus on 2013- (Jonas)
+
*** We should keep up the work with accessibility (Rikard)
** We should keep the concept of Conference Manager & Runner (Jonas)
+
*** We should keep the two volunteer walk-through sessions with the volunteers (Rikard)
** Venue (layout and moving of furniture) needs better documentation and planning (Rikard)
+
*** We should view food and cafeteria as a separate unit from the execution (Rikard)
** We should keep up the work with accessibility (Rikard)
+
*** We can replace "Execution" with "Infodesk", as that's the primary function remaining after separating café (Rikard/Jonas)
** We should keep the two volunteer walk-through sessions with the volunteers (Rikard)
+
*** There should be two persons leading each team (Stian/Jonas)
** Should we view food and cafeteria as a separate unit from the execution? (Rikard)
+
*** Volunteer coordination (previously in execution) can be done by each subteam
** Is "execution" even a good word for a group/aspect?
+
 
 +
Proposal for subteams. The responsibilities of each subteam means that this is the responsibility of the team, but that the team still needs to communicate and seek approval for major decisions from the other leads. Leads should participate in the FSCONS meetings and report on progress or concerns.
 +
 
 +
{| border=1
 +
! Team
 +
! Lead
 +
! Responsibilities
 +
|-
 +
| Programme
 +
| Jonas & Rikard
 +
|
 +
* Themes
 +
* Tracks
 +
* Keynotes
 +
* Invitation of other orgs to organise tracks
 +
* Scheduling
 +
* Preparation and evaluation of CFP
 +
* Conference booklet
 +
|-
 +
| Venue
 +
|
 +
|
 +
* Planning of furnishing
 +
* Furnishing during the conference
 +
* Cleanup
 +
|-
 +
| Web
 +
| Grégoire & Nahid
 +
|
 +
* Overall web site
 +
* Program and schedule
 +
* Registration system
 +
* Blogs, press releases, regular updates, etc.
 +
|-
 +
| Hardware
 +
| Patrik & Jonas
 +
|
 +
* Recording of talks
 +
* Laptops and other hw
 +
* Electricity
 +
* Wireless accounts
 +
* Wired connections
 +
|-
 +
| Sponsors
 +
| Oliver & ??
 +
|
 +
* Contacting sponsors
 +
* Follow-up with thank-yous
 +
|-
 +
| Survey
 +
| Nahid & ??
 +
|
 +
* Planning and performing the post-conf survey
 +
|-
 +
| Café
 +
| Anton & My
 +
|
 +
* Purchases for the café
 +
* Staffing of the café
 +
* Sales planning
 +
* Furnishing of café area
 +
|-
 +
| Information
 +
| Jonas & ???
 +
|
 +
* Information desk
 +
* Wardrobe
 +
* Attendee badges
 +
|-
 +
| Budget
 +
| Leif-Jöran & Jonas
 +
|
 +
* Coordinate requests for budget
 +
* Attendance fees & targets
 +
* Sponsorship levels
 +
* Communication with the FFKP board regarding the budget
 +
|}
  
 
==Summary==
 
==Summary==

Revision as of 15:27, 21 March 2012

Time

Thursday March 22, 2012, at 17.30

Place

Chalmers - TBA - look here for more information soon. Grégoire will book a room somewhere at Chalmers Campus Johanneberg. One of the three group rooms in the Student Union Building, second floor. The Student Building is the big building you see from the tram stop "Chalmers".

Agenda

Add your input here!

  • Proposals for structure of 2012:
    • Overall considerations
      • We should keep the concept of Conference Manager & Runner (Jonas)
      • Venue (layout and moving of furniture) needs better documentation and planning (Rikard)
      • We should keep up the work with accessibility (Rikard)
      • We should keep the two volunteer walk-through sessions with the volunteers (Rikard)
      • We should view food and cafeteria as a separate unit from the execution (Rikard)
      • We can replace "Execution" with "Infodesk", as that's the primary function remaining after separating café (Rikard/Jonas)
      • There should be two persons leading each team (Stian/Jonas)
      • Volunteer coordination (previously in execution) can be done by each subteam

Proposal for subteams. The responsibilities of each subteam means that this is the responsibility of the team, but that the team still needs to communicate and seek approval for major decisions from the other leads. Leads should participate in the FSCONS meetings and report on progress or concerns.

Team Lead Responsibilities
Programme Jonas & Rikard
  • Themes
  • Tracks
  • Keynotes
  • Invitation of other orgs to organise tracks
  • Scheduling
  • Preparation and evaluation of CFP
  • Conference booklet
Venue
  • Planning of furnishing
  • Furnishing during the conference
  • Cleanup
Web Grégoire & Nahid
  • Overall web site
  • Program and schedule
  • Registration system
  • Blogs, press releases, regular updates, etc.
Hardware Patrik & Jonas
  • Recording of talks
  • Laptops and other hw
  • Electricity
  • Wireless accounts
  • Wired connections
Sponsors Oliver & ??
  • Contacting sponsors
  • Follow-up with thank-yous
Survey Nahid & ??
  • Planning and performing the post-conf survey
Café Anton & My
  • Purchases for the café
  • Staffing of the café
  • Sales planning
  • Furnishing of café area
Information Jonas & ???
  • Information desk
  • Wardrobe
  • Attendee badges
Budget Leif-Jöran & Jonas
  • Coordinate requests for budget
  • Attendance fees & targets
  • Sponsorship levels
  • Communication with the FFKP board regarding the budget

Summary

Meeting
Org Meeting
Date:2012-03-22
Time:17:30
Place:CTH Johanneberg