Logistics Team Page
From SI Exco News
Logistical Plan (draft, in progress)
Honora is steering a Secretariat, which would prepare a package of translated and English agenda items, name tags, and so on. This package would be printed in Turkey (cheap printing there) and brought to Latina. Honora has been in communication with Marissa and with Laura.
Actions: Gary
- to request address from Omer -- where to send printing?
- to check with Honora and Claudio on use of Secure Printing Site -- we need to continue to build an "index" or list of materials, with titles and page numbers.
- check so on
Additional Actions
Check
- ensure a team is available (Anna?) for compilation
- Binders -- Gary to clarify with Honora: who is supplying these?
- Discussion papers: how many of these? What is the index of these, and their titles and page numbers?
Anna
- supply local map of Latina
- supply local "map" of hotel
- name tags
Supply of Stenographers
We need two stenographers. Exco will pay, but we need a budget estimate of their charges. They are not asked to take verbatim notes, but rather, to catch the motions, votes, decisions at least, and perhaps a "gist" of the context, so people can understand the notes. Their work will be typed each day, and distributed the next morning, to all delegates. (who to do this typing and copying?) At the end of the week all 5 1/2 days notes will be compiled into one document and it will be given to everyone as a record of the meeting. A final decsion by the GA, on this format will be made at the beginning of the meeting.
- Action: Anna -- where are stenographers, and how much money is needed.
Form of Votes
Claudio informed EXCO of the concept of the ballot-papers. There was a brief, inconclusive discussion. Honora has the paddles, and she probably could bring them to Latina, to hand to next General Secretary and also keep in reserve there.
- Action
Anna: to arrange for a design of the voting ballots, for consideration and approval of EXCO in advance. They would then be sent for printing.
Laura is a great volunteer; Honora is still short of translators for the written Agenda and other documents, in French. Italian not required.
Gary to check with Honora:
- confirm what she is doing to follow-up with Penny for French translators.
- possibly extend search to UK?
Welcome activities
- Anna to investigate a motivational, distinguished speaker for evening of Day Zero. Of course, Mario and Geoff would welcome at certain times to be determined.
- Anna to consider an Italian Night, a brief presentation of Italy in slides (songs? Music? Learn some italian? coordinate supper of italian pasta with hotel? -- we did not discuss; this is only comment)
oral interpretation in French and Spanish
Should we ask the cost of professional interpretation?
- Costs of professionals would require 2-3 translators, for five days, for each of two languages; the interpretation should be simultaneous.
The room is not designed for this. But both Germany and France have proposed that there be 3 languages, with translation for each Fr., Sp and Eng
Gary as above: Honora
- Perhaps Amir can help us conceive a technical solution?
Supply of neutral facilitators
Dag Eirik Eikeland was going to make some enquiries; Penny Pattison has a couple of ideas, too, but no one has actually said, "here they are!"
- Action:
- Anna will investigate locally.
- Gary will check with Penny, Dag Eirik.
Preparation for eGA
All preparatory work to be completed at the Park Hotel by afternoon of Saturday, April 1 – Secretariat, Elections Group and provision for vote counting (vote counters), Agenda Working Group, Logistics, Special Advisory Group, on issues extending from Audit and Financial Report, Social Sessions Group and Workshop leaders. Several of these people must arrive before Saturday, to achieve this goal.
technician
Action: Ewe Fedder is going to be approached.
- Anna: Plenary Meeting Room is big enough for all delegates plus volunteers directly supporting the eGA.
- Several Workshops must meet concurrently: therefore at least 5 meeting rooms or quiet meeting areas are required. Other smaller meetings could I suppose occur in common areas or in double hotel rooms?
*So that two "popular" items can be considered at the same time as some more specialized items (and, if, say, 70 attend the eGA), then perhaps there should be 2 meeting rooms with capacity for 25 or more each, and three meeting rooms or meeting areas with capacity for 12 or more each.
Equipment
- Working groups and formal sessions must be supported with a fast photo-copier (rented?), lcd projector-beamer, laptops and printers with ample supplies of cartridges, paper and so on. It would be good to check with Spain on this; I suspect that the eGA there printed or copied about 10,000 pages. I know that during one coffee break period it copied an amended agenda of about 4 pages for everyone at the GA. ref: Ewe Fedder?
Arrival time:
Geoff is writing to all people who have already registered, and asking them to confirm to the Park Hotel that they will come by Saturday. He will tell them to write to the hotel again, and tell the hotel they will pay for Saturday. See below, early arrival for volunteers.
Pre-conference trips and post-conference trips
does the hotel work with tour guides? Park Hotel's tourist company can suggest tour possibilities, (This would be in addition to Servas welcomes.) Organizing of trips, and give information -- and identify tour guides.
Action: Anna
Breakout afternoon tour
An organized trip for 50+ people as you say, to a city near Latina. 3-4 hours that day. This would be in addition to the invitation you would give, to meet with Servas Italy. Action: Anna
Early arrival for Working Group and EXCO
EXCO will arrive 29 March. Some other people will take pre-trips, to see some of the magnificent sites of Italy.
Sat preparation of all eGA Working Groups – finish getting ready
Sunday
:Education and Training (zero day) this is a core part of the Conference, and every delegate is expected to attend.
Monday:
Complete items on Education and Training -- there may be a signing ceremony, to comit to the lessons we have learned.
- Can Italy consider someone to invite, to deliver a Welcoming address – a Speaker who can excite participants, encourage them toward peaceful lives and mutual respect, constructive work together at the eGA and in life. someone "important:" as you say. e.g. North American sessions invited a chief of the aboriginal American Indian peoples, the Mayor or city councillor, and a major peace activist, to give language and inspiration. The welcome was done at supper, at the commencement, and it resulted in strong, positive feelings.
Afterward:
A few people will stay on Sunday, including perhaps some of the old EXCO, to clean up accounts, etc.
post-conference trips.
As above: A travel agent could "sell" these trips in advance. The travel agent's offer could be included in the Conference materials. People could deal directly with the travel agent.
