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Pre Meeting Checks

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  • see notes above

Confirm Date

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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)

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<pre>this

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this link needs updating and moving to the website / wiki
</pre>

 

Confirm the budget and cost allocation

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Please read the guide linked on where and how budget can be allocated.

Payment arrangements

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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

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eduroam or other connectivity requirements.

Remote Participation?

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Is Video Conferencing, MCU required?

Event registration created?

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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?

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 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

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This may take multiple iterations

Event catering - tea/coffee/lunch

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Who's paying + how?

Event dinner?

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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?

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Retain for your expenses!

Accommodation booked?

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Promote event via Mailing lists + News and plan for news after the event

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Talk to Comms/PR for more information.

Talk to Comms/PR regarding materials to take / send

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 Comms will want to include this in their forward planning, especially if updates are required to e.g. infosheets

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