Plenary 2 Logistics & Procedures

  1. Conference Schedule - see https://docs.google.com/spreadsheet/ccc?key=0AoFH_XcYeeJGdGRwV25HTU9ISUs...
  2. Posters - (Demos) - posters will be displayed during reception. Need to put out a call when locale is finalized.  (will there be a place for the WGs/IGs to display posters on their group & achievements to date? If so can the conference budget cover the costs of printing the poster (it would avoid messy arrangements & delivery issues if so)
  3. Awards - will there be some small awards at the event - Social award: to stimulate blogging, tweeting, posting - Best poster award - Award for the best testimonial on RDA (to be submitted during the conference and judged by Council or NGS on day3 and awarded at closing plenary)
  4. Speakers - when contacting speakers for the plenary sessions we have them connect with Hilary to provide a recent photo and a short bio - this will be used on the web site, in the plenary documentation, and notes for the chair.
  5. Venue & Accommodation Information - https://www.rd-alliance.org/venue-logistics.html
  6. Visa Information / Letters: if people need a letter or justification for a visa, Parsons will supply them upon request.
  7. Registration Form & On-line payment: as noted previously we will ask participants to register to the web site as a member and then complete the details required for the event - which are the sessions that they plan on attending (this give a an idea of the interest and numbers if there are different size rooms then those with greater interest can be allocated rooms or a larger capacity), social event choices, days they will attend and any dietary requirements they have. So to complete the registration form in this form we need a list of the sessions .. if this is not possible now we can decide to leave it out)
  8. Sponsors - who is sponsoring, what web (& other) visibility have they been promised. do we have a logo & overview text that can be used on-line? 
  9. Media Partners - have any media partnerships been secured? If so what visibility are they being offered? Do we need to generate a media package? 
  10. Social Networks - we need to set up a hashtag for the event - #RDAPlenary  Update with the plenary 2 information.
  11. ... Other?