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Task | Completed | Comments | |||
|---|---|---|---|---|---|
Pre Meeting Checks |
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Confirm Date |
| Add any event which may be of interest to the community to eventr.geant.org | |||
Find a local organiser (this info needs moving from terena website) |
| Send them the local host arrangement details
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| Please read the guide linked on where and how budget can be allocated. | ||||
Payment arrangements |
| Check where / how / who for invoices and payments. Typically we CANNOT pay for dinners, lunches and room costs but if it is difficult, ask Nicole. | |||
Internet Infrastructure |
| eduroam or other connectivity requirements. | |||
Remote Participation? |
| Is Video Conferencing, MCU required? | |||
| Do you have maximum attendees or a registration deadline? Request dietary requirements. Add relevant tags to eventr. Each event should have `TF-SIG` and TF-XXXX` or `SIG-XXXX added`. This is important for making reports. | ||||
TF-*/event wiki page updated? |
| if you are unsure about how to structure a wiki page for a meeting just copy one of the existing TFs or SIGS. We all mostly have the same layout now. | |||
Contact Chair/PC regarding the Agenda/Programme |
| This may take multiple iterations | |||
Event catering - tea/coffee/lunch |
| Who's paying + how? | |||
Event dinner? |
| Who's paying + how? Vegetarian or other dietary requirements. No host dinners are the norm. | |||
| Logistics info | Ask the hosts for a pdf / webpage of info about hot to get to the venue from the airport / city centre and add it to your meeting info on wiki and Eventr. | ||||
Travel booked? |
| Retain for your expenses! | |||
Accommodation booked? |
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Promote event via Mailing lists + News and plan for news after the event |
| Talk to Comms/PR for more information. | |||
Talk to Comms/PR regarding materials to take / send |
| Comms will want to include this in their forward planning, especially if updates are required to e.g. infosheets |
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