Difference between revisions of "Second planning meeting 2012"

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| date = 2012-03-22
 
| date = 2012-03-22
 
| time = 17:30
 
| time = 17:30
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| place = CTH Johanneberg
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| place = CTH Johanneberg — Group room 3
 
}}
 
}}
  
  
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==Time==
+
== Agenda ==
−
Thursday March 22, 2012, at 17.30
+
 
 +
* New FFKP board: presentation and explaination (Jonas, Henrik, Rikard and Grégoire)
 +
* 2012 organisation
 +
** Lexicon proposal
 +
*** '''Organizers''': us, participate in org meetings and work during the year to organize the conference.
 +
*** '''Staff''': people who work during the conference. Organizers are also staff during the conference. The staff is divided in teams and roles. Those will be defined later.
 +
*** '''<del>team</del> aspect''': set of related tasks pertaining to the organization of the conference. This allows us to keep the term “team” for the staff teams (café, info-desk, hardware...)
 +
*** '''<del>team leader</del> coordinator''': person or people in charge of one aspect of the conference. The role of a coordinator is both to coordinate the work of everyone interested in the aspect and to coordinate with coordinator from other aspects related to the tasks at hand.
 +
 
 +
** Thinks to keep from last year
 +
*** Conference manager and runners
 +
*** accessibility work
 +
*** the two <del>volunteer</del> staff walk-through sessions
  
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==Place==
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** Things to change
−
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".
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*** <del>teems</del> aspect division (see below)
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== Agenda ==
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*** Two <del>team leaders</del> coordinators for each <del>team</del> aspect
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Add your input here!
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*** Staff management (previously in execution)
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* Proposals for structure of 2012:
+
**** can be done by each subteam
−
** Overall considerations
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**** or by a staff coordinator?
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*** 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)
 
*** 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.
 
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.
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* Information desk
 
* Information desk
 
* Wardrobe
 
* Wardrobe
 +
|-
 +
| Registration
 +
| ???
 +
|
 +
* Registration procedure
 +
* regisration form (with the web team)
 
* Attendee badges
 
* Attendee badges
 
  |-
 
  |-
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* Sponsorship levels
 
* Sponsorship levels
 
* Communication with the FFKP board regarding the budget
 
* Communication with the FFKP board regarding the budget
 +
|-
 +
| Accessibility?
 +
| Rikard?
 +
|
 +
* coordinate with other area to improve the overall accessibility of the conference.
 +
(ex: web, registration, cfp, hardware...)
 +
|-
 +
| Staff?
 +
|
 +
|
 +
* Recruit, contact and keep track of the staff
 +
* create a staffing schedule for the overall conference
 
|}
 
|}
  

Revision as of 12:18, 22 March 2012

Meeting
Org Meeting
Date:2012-03-22
Time:17:30
Place:CTH Johanneberg — Group room 3



Agenda

  • New FFKP board: presentation and explaination (Jonas, Henrik, Rikard and Grégoire)
  • 2012 organisation
    • Lexicon proposal
      • Organizers: us, participate in org meetings and work during the year to organize the conference.
      • Staff: people who work during the conference. Organizers are also staff during the conference. The staff is divided in teams and roles. Those will be defined later.
      • team aspect: set of related tasks pertaining to the organization of the conference. This allows us to keep the term “team” for the staff teams (café, info-desk, hardware...)
      • team leader coordinator: person or people in charge of one aspect of the conference. The role of a coordinator is both to coordinate the work of everyone interested in the aspect and to coordinate with coordinator from other aspects related to the tasks at hand.
    • Thinks to keep from last year
      • Conference manager and runners
      • accessibility work
      • the two volunteer staff walk-through sessions
    • Things to change
      • teems aspect division (see below)
      • Two team leaders coordinators for each team aspect
      • Staff management (previously in execution)
        • can be done by each subteam
        • or by a staff coordinator?
      • We can replace "Execution" with "Infodesk", as that's the primary function remaining after separating café (Rikard/Jonas)

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
Registration ???
  • Registration procedure
  • regisration form (with the web team)
  • Attendee badges
Budget Leif-Jöran & Jonas
  • Coordinate requests for budget
  • Attendance fees & targets
  • Sponsorship levels
  • Communication with the FFKP board regarding the budget
Accessibility? Rikard?
  • coordinate with other area to improve the overall accessibility of the conference.

(ex: web, registration, cfp, hardware...)

Staff?
  • Recruit, contact and keep track of the staff
  • create a staffing schedule for the overall conference

Summary

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