[epsi-coord] ePSI Conference: follow up towards moderators + other actions

Mon Jan 14 10:00:18 GMT 2013

Excellent. Will do.
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Interdependent Thoughts
Ton Zijlstra

ton at tonzijlstra.eu
+31-6-34489360

http://zylstra.org/blog

*Share your real life open data experiences,*
*observations and anecdotes:*
http://epsiplatform.eu/content/share-your-story
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On Mon, Jan 14, 2013 at 10:56 AM, Marc de Vries <info at devriesmarc.nl> wrote:

> Dear all,****
>
> ** **
>
> As the confirmations have been coming in, the next step is to brief the
> moderators of your sessions. ****
>
> ** **
>
> Some time ago I sent you a template you could use for this. I updated it
> slightly, so please rely on this one (see below), rather than the one I
> sent you 3 December. It consists of 2 parts: the first one to be sent to
> your moderator and an attachment which your moderator needs to send on to
> his speakers. Be aware that you must fill out some details, marked in
> yellow and pink. ****
>
> ** **
>
> Steps to be taken: ****
>
> **1.       **This week: send it out + last version of the program
> (attached)****
>
> **2.       **This week + 1: follow up by phone towards your moderators to
> check whether they are up to speed and ok with the substance (in conformity
> with the outline of the session in the program (last page)!) and the
> approach + agree on planning and communication lines with your moderator**
> **
>
> **3.       **This week + 2 and 3: check progress ****
>
> ** **
>
> A few days before the conference, I will send out a message to all
> speakers and moderators that will attend the day before dinner (providing
> them details on the restaurant and the briefing on the day of the
> conference at 8.45), as well as to those that do not (only notifying them
> on the briefing on the day of the conference at 8.45). In that context,
> please check the planning spread sheet (version 1.4) in the drop box to:**
> **
>
> **1.       **Check whether all logistical details are in (email, presence
> at dinner, claiming travel costs?)****
>
> **2.       **If not in, please notify me by email, so I can include them.*
> ***
>
> ** **
>
> Of course, if you have still confirmations pending, please chase them.****
>
> ** **
>
> Thanks, Marc****
>
> ** **
>
> ++++++++++++++++++++++++++++++++++****
>
> ** **
>
> *Follow up message for moderators towards speakers to be sent out by ePSI
> contact to moderators*
>
> ** **
>
> Reference: ePSI Conference ****
>
> ** **
>
> Dear [   ],****
>
> ** **
>
> The ePSI Warsaw 2013 Conference ‘*Gotcha! – getting everyone on board*’
> has yielded great interest: over 100 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 [   ].****
>
> ** **
>
> 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 2 plenary sessions and 3 parallel sessions,
> each subdivided in 3 Tracks (so 9 in total). You ‘own’ one of these Tracks.
> In the Program attached, you will see how these are planned over time. It
> also outlines the substance of the various Tracks (see last page),
> including yours. 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 to each other). 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:****
>
> ** **
>
> *person*
>
> *organisation*
>
> *Email*
>
> *Phone*
>
> [   ]****
>
> [   ]****
>
> [   ]****
>
> [   ]****
>
> [   ]****
>
> [   ]****
>
> [   ]****
>
> [   ]****
>
> [   ]****
>
> [   ]****
>
> [   ]****
>
> [   ]****
>
> [   ]****
>
> [   ]****
>
> [   ]****
>
> [   ]****
>
> ** **
>
> 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 15 February*, so two 7 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,****
>
> [fill in your contact details] ****
>
> ** **
>
> ** **
>
> *++++++++++++++++ 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 2 plenary sessions and 3 parallel sessions,
> each subdivided in 3 Tracks, so 9 in total (one of them being ‘ours’). In
> the Program attached, you will see how these are planned over time. It also
> outlines the substance of the various Tracks (see last page), including
> ours. We can expect an average crowd of around 50 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 to each other and to the plenary room).
> 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 15 February*, so two 7
> 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 (moderator)****
>
> And contact details]****
>
> ** **
>
> ** **
>
> ** **
>
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