[Mark Parsons]

Forwarding to the mailing list just for the record…
Begin forwarded message:
From: “Graves, Sara”
Subject: RE: International Data Week Management Team Call, 13.00 UTC, Thu 30 April
Date: April 30, 2015 at 7:24:51 AM MDT
To: ‘CODATA ED’ , Mark Parsons
, “Fontaine, Kathy” , Hilary Hanahoe , Jean-Bernard Minster , Mustapha Mokrane
Cc: “Graves, Sara”
Just FYI if of any use
Dates
Preferred Dates (if alternate dates are available please list in order of preference):
Arrival Date: Saturday or Sunday, September 2016
Departure Date: Saturday or Sunday, September 2016
Meeting Start Date: 9/12 or 9/18 or 9/26
Meeting End Date: 9/17, 9/24, or 10/1
Required Room Block (Rooms per day):
Day
Saturday
Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Date
See above
# of Rooms
100
250
300
300
300
300
100
50
Room Type: Standard, mainly single but some double
Anticipated Attendance: 600
Required Meeting Space: See attached meeting schedule (tailor to your needs)
Target Room Rates: >$200
Desired Location (DC, MD, VA or All 3): All three
Other Requirements: Easy access to airports and to downtown; we may need a few hotel choices at different rates in the area since people are coming from both developed and developing countries and from academia and industry and government.
History: Three organizations coming together for an all week back to back meeting with some overlap. Organizations meet around the world. Target for fall 2016 is eastern US and preferably DC area.
Decision Timeline: ASAP but expect May 2015
Food & Beverage Events: Sunday opening reception for 300; Receptions probably two other nights for 300-400. Continental breakfasts, buffet lunches for M-W and possibly other days. Other possibilities TBD depending on packages.
(example)
Meeting Agenda & Space Requirements
Much of this to be worked out.
Date
Meeting/Event
Time
Requirements and Capacity
Sunday
Plenary: Sunday evening reception and opening ceremony
6pm-10pm
600 people; theater
Monday
Plenary
8-10
500 people; theater plus break area
Monday
Breakout
10-5:30
5 rooms; 40-80 people; theater; one room for 100
Tuesday
Plenary
8-10
500 people; theater plus break area
Tuesday
Breakout
10-5:30
5 rooms; 40-80 people; theater; one room for 100
Wednesday
Plenary
8-12
600 people; theater plus break area
Wednesday
Breakout
12-5:30
5 rooms; 40-80 people; theater; one room for 200
Thursday
Plenary
8-11
600 people; theater plus break area
Thursday
Breakout
11-5:30
3 rooms for 15-25 people;
5 rooms; 40-80 people;
2 rooms for governance meetings, one for 25 and one for 60
Friday
Plenary
8-11
600 people; theater plus break area
Friday
Breakout
11-5:30
3 rooms for 15-25 people;
5 rooms; 40-80 people;
2 rooms for governance meetings, one for 25 and one for 60
Saturday (optional)
Breakout
Half day
TBD
Saturday (optional)
Plenary
Half day
TBD
– Show quoted text -From: CODATA ED [mailto:***@***.***]
Sent: Wednesday, April 29, 2015 11:30 AM
To: Mark Parsons; Fontaine, Kathy; Hilary Hanahoe; Graves, Sara; Jean-Bernard Minster; Mustapha Mokrane
Subject: Re: International Data Week Management Team Call, 13.00 UTC, Thu 30 April
Importance: High
Dear all,
Further to this, some items for deliberation:
Geoffrey has fieldwork obligations in Sept/Oct 2016. Therefore, to ensure his availability we would request either first or last week of September. The first would be W/C 5 September which is Labor Day. Does that pose a problem? If so, the last week would be W/C 26 Sept.
Discussions in the CODATA EC and CODATA US suggest that we would prefer the SciDataCon element to be in the second half of the week so that we can have the CODATA GA directly after. We would like to discuss and request that change.
From the CODATA US group, as Sara will attest, there is huge enthusiasm to be very actively involved and to contribute:
Bob Chen would also like to be on the organising committee also.
Bonnie happy to be on the organising committee. Bonnie suggested moreover, the benefit of liaising closely between the committees and would be keen to interface with the IDW PC.
Paul keen to be involved on organising committee and/or IDW PC.
Just for info and discussion.
With very best wishes,
Simon.
___________________________
CODATA: International Collaboration for Open Scientific Data, an information leaflet http://bit.ly/codata_info_14-11
___________________________
Dr Simon Hodson | Executive Director CODATA | http://www.codata.org
E-Mail: ***@***.*** | Twitter: @simonhodson99 | Skype: simonhodson99
Blog: http://www.codata.org/blog
Diary: http://bit.ly/simonhodson99-calendar
Tel (Office): +33 1 45 25 04 96 | Tel (Cell): +33 6 86 30 42 59
CODATA (ICSU Committee on Data for Science and Technology), 5 rue Auguste Vacquerie, 75016 Paris, FRANCE
On 29 Apr 2015, at 16:13, CODATA ED wrote:
Dear all,
I don’t believe call details have been sent around, so I went ahead and did so.
I guess the primary agenda item is the RFP and venue search, as well as suggestions for committees.
Here are the minutes for our last call: https://www.rd-alliance.org/group/international-data-week-including-p8/w… – Sara can’t access this, and I assume nor Bernard. Please could someone provide access to Sara and Bernard?
A calendar file is attached.
Best wishes,
Simon.
International Data Week Management Team Call, Thu, Apr 30, 2015 13:00 UTC / 9am Eastern
Please join my meeting from your computer, tablet or smartphone: https://global.gotomeeting.com/join/989330677
You can also dial in using your phone.
Access Code: 989-330-677
More phone numbers
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United Kingdom : +44 (0) 330 221 0088

___________________________
CODATA: International Collaboration for Open Scientific Data, an information leaflet http://bit.ly/codata_info_14-11
___________________________
Dr Simon Hodson | Executive Director CODATA | http://www.codata.org
E-Mail: ***@***.*** | Twitter: @simonhodson99 | Skype: simonhodson99
Blog: http://www.codata.org/blog
Diary: http://bit.ly/simonhodson99-calendar
Tel (Office): +33 1 45 25 04 96 | Tel (Cell): +33 6 86 30 42 59
CODATA (ICSU Committee on Data for Science and Technology), 5 rue Auguste Vacquerie, 75016 Paris, FRANCE

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