Meeting agenda

Home > Organizing a ride > Meeting Agenda

THIS PAGE IS UNDER CONSTRUCTION, PLEASE IGNORE UNTIL A REQUEST IS MADE FOR MODIFICATIONS OR IT IS ANNOUNCED.

Note: This explanation of roles was initially created by Jesse Schust who organized the London and United Kingdom rides in 2005. Since then this outline has been edited by others. Please feel free to cut and paste this page into your own cities roles page. This page should general be written in a non-city specific manner and it will generally have more roles than many cities will need to accomodate the large number of possible roles. If you do find that you create a new role or make an improvement to a role or roles within your local ride, consider revising this page as well.

PROPOSED AGENDA

This is info about the proposed agenda for the planning meeting on Thursday 6 April 2006. It is divided up into 17 sections with some suggestions for things that could/should be noted/discussed under each section. This agenda will probably be slightly modified and reused for future meetings, so if you notice anything missing (especially an entire topic area), let Jesse know.

If you have any suggestions for things to add/change in the agenda, please e-mail the list at wnbr-uk@yahoogroups.com

Handouts to be distributed at the meeting (and possibly provided in the Files section of Yahoo)- a. photo policy b. 2006 roles proposed c. Proposal for how roles will be delegated/regulated by collective d. route proposals

PROPOSED AGENDA - 6 April 2006

About the planning collective

  - Introductions
  - Overview of the anticipated ride planning

process. Non-heirarchical/self organising.

  - How we function as a collective.  2006 roles as

proposed by Jesse.

  - How roles are delegated and regulated by the

collective (see Jesse's proposal)

  - How the collective organises the ride in an open

and fair manner.

  - In 2007, who will plan to act as rides

coordinator for UK? and for London?

Route and time of the ride (painting, assembly, start, finish)

  - Should we stick with the 2005 this year?  If so,

do we modify it at all?

  - Can/should we choose a route with more symbolic

importance?

  - Update from police liaison and any relevant legal

issues.

  - SOCPA zone permission

Creating a positive and friendly atmosphere for all riders

  - Considerations specific to new riders?
  - Considerations specific to female riders?
  - Other considerations to keep in mind?
  - Do we need to modify the current photo policy at

all?

  - What will we do if it rains or is very

windy/cold?

Publicising the ride

  - Available in colour = Sunny business card (plus

postcard & magnet - each 40p)

  - Downloadable/photocopiable = wallet size leaflets

(16 per A4) and A4/5 posters.

  - Who needs leaflets, and where should they be

collected from?

  - Get leaflet cafes, healthfood stores, and all

local BIKE SHOPS!

  - Leafleters at Critical Mass and Friday Night

Skate

  - Plan leafleting of rail commuter cyclists

(Cambridge, Reading, Luton, etc)

  - Cambridge free festival (leafleters needed)
  - Presence at big events (Kingston Greenfair,

Camden Green Fair, other ideas?)

  - Who will deal with our events stall?  What should

it include?

  - Leaflets to give out in May with all UK rides

details (content?, who will design?)

  - Updated web/wiki sites.  Any suggestions for

changes or additional content?

  - Can someone suitable look after a Myspace for the

UK rides?

  - Should we send leaflets by post to any relevant

groups?

  - Internet promotion (via e-mails, forums, website

listings, etc)

  - Outreach to communities (especially

environmental, cycling, nudist)

  - Upcomming events to cover (State Of London event

on 13 May)

Documentary update

  - Documentary by Johnny Zapatos is nearly complete

(free preview 13th April)

  - Release forms needed from interviewees
  - DVD is being completed
  - Premiere screening is being planned for May or

early June (at Barbican?)

  - Who to invite to premiere?  Mayor of London? 

Green GLA and MEP people?

Budget and Merchandise

  - Last year we kept the ride expenses below £100 (&

this year below £200).

  - Pros/cons of keeping the costs low (current

practice) as opposed to sponsorship

  - Actual costs = business cards, leaflets,

body-paint, plus some misc small expenses

  - £100 has been donated anonymously to cover this

cost

  - Additional expenses this year = Greenfair stalls

- approximately £50

  - Additional expenses this year = flags for bikes?
  - No calendar this year, and so far no T-shirt

designed. Where do we get revenue?

  - What about reflective iron-on patches with

logo/message?

  - Or how about stickers?
  - We have about £195 to use to create a source of

revenue for next year.

  - Raising money from photos sold to press and

donations

  - We could put a column into website with links

that earn money for WNBR

  - Paypal donations button on site?

Schedule for the day

      (10am Brighton ride starts, 12pm Brighton ride

expected to finish)

   1.15pm - Wellingon Arch setup with Info stall, and

photo-free zone

   1.30pm - Info stall active, bodypainting sessions

start

   3pm - Ride assembly at Wellington Arch
   3.25pm - Ride goes behind the Wellington Arch and

ready for start

   3.30pm - Ride sets off
   5pm - Ride expected to return
   6pm - Chillout/warmup with snacks/films at Russell

Square's Horse Hospital

   8pm - Ride afterparty at Art Not Oil opening night

(bands, food, etc)

General Ride Preparations

  - Update on ride day/week/month discounts for

riders

  - Donations needed?  Bodypaint, food?  Doorprizes

for afterparty.

  - Solving logistical problems for people going to

both Brighton and London

  - Bike rental options
  - Pre-ride bodypainting practice session?
  - Ride safety (considering the route, recruiting

street medics?)

  - Afterparty for ride (eg - stalls, bodypainting,

samba band, etc)

  - Special guests for the ride?  Samba band,

soundsystem, etc?

Suggestions from London Sustainability Weeks volunteers

  - LSW could hand out leaflets as people came

through.

  - LSW could have route map and estimated timing of

route for supporter/riders.

  - LSW could notify media of highlights and expected

timing along the route

  - An identifying a front and back marker would be

good.

  - A pennant or something to mark out first aiders

would be excellent.

  - LSW could mark the start of the race by holding

up a banner,

        or something symbolic, in front of the riders

so that you

        can all take off together.
  - A text or call to LSW or assembly point info

giving 10 mins

        notice that group is arriving back would

allow us to pass

        the message on to supporters and media

waiting at the Arch.

Safety Volunteer Team to hold traffic while ride passes through

  - Who will coordinate this?
  - What should they wear?
  - How many people will be needed?
  - How can they communicate with eachother (any

spare walkie talkies?)

  - What will be their strategy?  What are the

hotspots?

  - Skate marshalls?

Assembly Point Preparations

  - Planning the assembly location stalls and

"sponsors"

  - Do we invite the Hari Krishna food-stall bike to

the ride start?

  - Providing an assembly point info stall (what

should it have?)

  - Providing for the Bodypainting station (with

painters and selfpaint avail.)

  - Creating a safe zone for photo-free bodypainting

and spending time

  - Can we provide a tent for rucksacks etc at

people's own risk

  - The idea of a ribbon start at 3.30pm
  - Guests for the Ride Assembly.  Greens from GLA or

MEP? Helen Mirren?

  - Who can be at the assembly point from start till

finish of ride?

  - How best to use assistance from London

Sustainability Weeks 2006?

Leaflet during ride

  - Possible size/text/design?
  - Proposed content - explain ride, show route,

basic photo policy, website.

Messages during the ride (clear and creative!)

  - What messages do riders need/want the ride to

express?

  - Creating flags for the ride. Who can do this? 

Costs?

  - Bodypaint ideas?  Stencil designs for

bodypainting?

  - Slogan suggestions?
  - Ideas for eyecatching messages of the ride.
  - Keeping the ride beautiful/lively.
  - How to get signs/banners to attach to bikes

Press work

  - Strategy and message
  - No spokespeople, only riders speaking for

themselves

  - Who are the people that will handle various

Presswork roles?

  - Providing images/video/writing for press
  - Press Releases (info to include)
  - Locating interviewable riders
  - Key messages/issues to raise in interviews
  - Volunteers needed for TV/radio interviews
  - We need phone, name, age, and description for any

interview volunteers.

After the ride

  - Dealing with photo-sharing
  - When to meet for an evaluation of the 2006 ride

process (November?)

  - Photo book idea
  - possible 2007 ride date - 23 June 2006
    (warmer and closer to the solstice)
  - Big Green Gathering Campaigns Tent

Update on other UK rides

  - Manchester
  - Brighton