Meeting agenda

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THIS PAGE IS UNDER CONSTRUCTION, PLEASE IGNORE UNTIL A REQUEST IS MADE FOR MODIFICATIONS OR IT IS ANNOUNCED. Overt problems can be corrected, otherwise please discuss changes on talk page. Thanks D 20:09, 12 Apr 2006 (PDT)

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 [email protected]

Handouts to be distributed at the meeting (and possibly provided in the Files section of Yahoo)-

• photo policy
• 2006 roles proposed
• Proposal for how roles will be delegated/regulated by collective
• 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