[epsi-coord] draft message for the moderators (and their speakers) and preparation for our CC

Sun Feb 26 12:01:05 GMT 2012

Dear all,

Tomorrow, during our CC, I would like to divide the Tracks between ourselves
basically creating a liaison between you and the moderator allowing you to
make sure that a Track runs as it should. 

To minimize further work of the moderator (and us) and to ensure a
harmonized approach, I have drafted a standard message for you to use
towards the moderator (which you can modify of course), and a message that
your moderator can send on to its introductory speakers. Parts in yellow are
to be inserted by you and parts in pink by the moderator.

As the messages also hold important (implicit) decisions on the organisation
and flow of the conference, I would appreciate if you could walk and in
particular think through these messages, allowing us to discuss and finalize
the content in our CC tomorrow and to allocate responsibilities.

Also, I notice that I have hardly received any emails on confirmations of
speakers and moderators. I would like to have this updated as much as
possible - we have hardly time left - before the CC tomorrow  and therefore
I would appreciate if each of you (with the responsibility of contacting
speakers (so I think that excludes Hans and Antti)) would give me a skype
call tomorrow, provided of course there is news from your side. 

Finally, I have booked at the Atlanta Hotel 15-16 and 16-17/3, so it would
be good if you could do so as well, in case you have not done so.

Talk to you tomorrow.

Reg. M.

+++++++++++++++++++++++ message for you towards your
moderator(s)++++++++++++++++

Reference: ePSI Conference - 

Dear [   ],

The ePSI Rotterdam 2012 Conference 'Taking re-use to the next level' has
yielded great interest: over 300 people have registered and every day now
ones are coming in. Where this is now turning into one of the biggest Open
data events ever organized, we are very pleased that we can rely on you as
the moderator for one of the 12 parallel Tracks, more precisely  Track
[insert letter and name track].

This message aims to inform you on the latest state of play (program,
logistics etc), and also provides you so instructions and tools to help you
organize and plan your Track in the best possible way. I will be your
contact within the ePSI team, so in case of any questions, please do not
hesitate to contact me, any time.

The structure and set up

The Conference consists of 3 plenary sessions and 3 parallel sessions, each
subdivided in 4 Tracks. You 'own' one of these Tracks. In the Program
attached, you will see how these are planned over time. Each Track focuses
on a theme relevant to Open Data re-use and is managed by a moderator and
further substantiated and fired up by a set of introductory speakers. We
expect an average crowd of 75 people per Track. 

Logistics

The room your Track will be in, will be communicated in the morning of the
Conference (all rooms are close and connected by the foyer, where all breaks
take place). There will be a PC, beamer and screen, and 2 microphones (one
for you and the speakers and one to be used by the crowd for discussions -
we will have a student designated to your Track, who will be walking around
with the microphone). Also, if needed, there is technical support around the
corner.

Role of the moderator and speakers

The basic concept is that the moderator chairs the Track, by introducing the
theme and the speakers, guards the speaking time of the introductory
speakers and sparks and stimulates the debate where needed. Also, the
moderator will wrap up the main findings and will feed them to the ePSI
team, in view of the closing plenary session. You will do this by simply
providing a handwritten note, holding the 3-5 main conclusions, and we will
presenting (a selection of them) during the closing plenary (where we may
walk up to you with the microphone for a short elaboration).   

Getting things organised

In your Track, the following introductory speakers have committed
themselves:

[insert names, organisations, contact details]

Name

organisation

Email

(Preferably mobile) phone number

I would appreciate if you could contact your speakers this week allowing you
to touch base with them on the presentations they will give, and allowing
you exchange views on things like their main message, the form of the
presentation, the length, any hand outs etc. This will also minimize the
risks of overlaps with other speakers in your session. As we would like to
publish all presentations - including yours if you use any - we would very
much appreciate if you could collect all presentations ultimately by the
13th of March, so two days before the conference starts. However, please
make sure, they have a available copy themselves (e.g. on a stick or
on-line), just to be on the safe side.

Shaking hands

Where  most of the speakers will arrive the day before, we are inviting all
speakers and moderators to an evening before dinner (where, obviously, the
ePSI team will be picking up the bill). Details hereon will communicated
later this week. Obviously, this will provide an excellent opportunity to
shake hands and get to know each other before the conference. In case (one
of) your speakers (or you) can not make it the evening before dinner, we
will also have a speakers room available at the conference premises,
allowing you to sit down before the conference starts (the registration
starts at 9.00 and the first plenary at 9.30), but we will be there as of
8.30, so this would give you an hour to meet up.

Next step

I will be giving you a call within the next two days (but feel free to drop
me a line right away), to see whether there are any issues you may want to
discuss. This also allows you to send out the message below to your
speakers, basically instructing them in accordance with the text above and
to set up a conference call (you may want to try to bring in all at the same
time).

I am very much looking forward to talk to you.

Kind regards,

[insert your name]

++++++++++++++++ message for your speakers ++++++++++++++++++

Dear [insert names],

In my capacity of moderator of Track [insert letter and name track], I would
be very pleased to have a chat allowing us to plan and organize things. In
preparation thereof, please allow me to provide you with some more details
on the program, the structure and our roles within our Track.

The structure and set up

The Conference consists of 3 plenary sessions and 3 parallel sessions, each
subdivided in 4 Tracks (one of them being 'ours'). In the Program attached,
you will see how these are planned over time. We can expect an average crowd
of around 75 people for our Track. The room our Track will be in, will be
communicated in the morning of the Conference (all rooms are close and
connected by the foyer, where all breaks take place) by the ePSI team.

Who is in our Track?

In our Track the following persons will contribute (I also put in your and
my contact details, so we can al: 

[insert names, organisations, contact details]

Name

organisation

Email

(Preferably mobile) phone number

Moderator

Introductory speaker 1

Introductory speaker 2

Etc

Role of the moderator and speakers

My idea is that I will introduce our Track, by introducing the theme and the
speakers. Since the conference aims to have a highly interactive character,
it would be good if you could keep your presentation relatively short
(around 10 minutes, but we can fine tune this on the basis of your needs)
leaving room and time for debates with the crowd. At the end of the Track, I
will try to wrap up the 3-5 main conclusions and I will feed them to the
ePSI team, in view of the closing plenary session, where they will be
presenting them (including those of the other 11 Tracks, so it may be a
selection) during the closing plenary. 

Logistics

The room our Track will be in, will be communicated in the morning of the
Conference (all rooms are close and connected by the foyer, where all breaks
take place). There will be a PC, beamer and screen, and 2 microphones (one
for us and one to be used by the crowd for discussions - we will have a
student designated to our Track, who will be walking around with the
microphone). Also, if needed, there is technical support around the corner.
As the ePSI team would like to publish all presentations I would be grateful
if you could email me your presentation ultimately by the 13th of March, so
two days before the conference starts. To be on the safe side, please make
sure, You also have a copy available (e.g. on a stick or on-line).

Shaking hands

Where  most of the speakers and moderators will arrive the day before, the
ePSI team is inviting us for an evening before dinner (where, obviously, the
ePSI team will be picking up the bill). Details hereon will communicated
later this week. Obviously, this will provide an excellent opportunity to
shake hands and get to know each other before the conference. In case we do
not manage to meet then, there is also a speakers room available at the
conference premises, allowing us to sit down before the conference starts
(the registration starts at 9.00 and the first plenary at 9.30), and the
doors are open as of 8.30, so this would give us an hour to meet up.

Getting things organized

I would very much appreciate to have a chat and to exchange views on how we
would like to further fine tune our Track, also minimizing the risk of
overlaps with other speakers. Could you please let me know what day and time
would suit you? 

I am very much looking forward to talk to you.

Kind regards,

[insert your name]

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