Second planning meeting 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