Difference between revisions of "Meeting agenda"
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==PROPOSED AGENDA== | ==PROPOSED AGENDA== | ||
| − | This is info about the proposed agenda for the planning meeting on | + | This is info about the proposed agenda for the planning meeting on (DATE). It is divided up into 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 (Meeting Coordinator) know. |
| − | If you have any suggestions for things to add/change in the agenda, please e-mail the list at | + | If you have any suggestions for things to add/change in the agenda, please e-mail the list at (list e-mail address) |
Handouts to be distributed at the meeting (and possibly provided in the Files section of Yahoo)- | Handouts to be distributed at the meeting (and possibly provided in the Files section of Yahoo)- | ||
| Line 16: | Line 16: | ||
*Proposal for how roles will be delegated/regulated by collective | *Proposal for how roles will be delegated/regulated by collective | ||
*route proposals | *route proposals | ||
| − | |||
PROPOSED AGENDA - 6 April 2006 | PROPOSED AGENDA - 6 April 2006 | ||
| Line 23: | Line 22: | ||
* Introductions | * Introductions | ||
* Overview of the anticipated ride planning process. Non-heirarchical/self organising. | * Overview of the anticipated ride planning process. Non-heirarchical/self organising. | ||
| − | * How we function as a collective. 2006 roles as proposed by | + | * How we function as a collective. 2006 roles as proposed by (Coordinator) |
| − | * How roles are delegated and regulated by the collective (see | + | * How roles are delegated and regulated by the collective (see Coordinator's proposal) |
* How the collective organises the ride in an open and fair manner. | * How the collective organises the ride in an open and fair manner. | ||
| − | * In 2007, who will plan to act as rides coordinator for | + | * In 2007, who will plan to act as rides coordinator for (Name of City)? |
===Route and time of the ride (painting, assembly, start, finish)=== | ===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? | + | * Should we stick with the 2005 route this year? If so, do we modify it at all? |
* Can/should we choose a route with more symbolic importance? | * Can/should we choose a route with more symbolic importance? | ||
* Update from police liaison and any relevant legal issues. | * Update from police liaison and any relevant legal issues. | ||
| − | * | + | * Zone permissions |
===Creating a positive and friendly atmosphere for all riders=== | ===Creating a positive and friendly atmosphere for all riders=== | ||
| Line 46: | Line 45: | ||
* Who needs leaflets, and where should they be collected from? | * Who needs leaflets, and where should they be collected from? | ||
* Get leaflet cafes, healthfood stores, and all local BIKE SHOPS! | * Get leaflet cafes, healthfood stores, and all local BIKE SHOPS! | ||
| − | * Leafleters at Critical Mass and | + | * Leafleters at Critical Mass and (other events) |
| − | * Plan leafleting of rail commuter cyclists ( | + | * Plan leafleting of rail commuter cyclists (List locations here, etc) |
| − | * | + | * Festivals (leafleters needed) |
| − | * Presence at big events ( | + | * Presence at big events (List of events, other ideas?) |
* Who will deal with our events stall? What should it include? | * Who will deal with our events stall? What should it include? | ||
| − | * Leaflets to give out in May with all | + | * Leaflets to give out in May with all (regional) rides details (content?, who will design?) |
* Updated web/wiki sites. Any suggestions for changes or additional content? | * Updated web/wiki sites. Any suggestions for changes or additional content? | ||
| − | * Can someone suitable look after a Myspace for the | + | * Can someone suitable look after a Myspace for the (city) rides? |
* Should we send leaflets by post to any relevant groups? | * Should we send leaflets by post to any relevant groups? | ||
* Internet promotion (via e-mails, forums, website listings, etc) | * Internet promotion (via e-mails, forums, website listings, etc) | ||
| − | * Outreach to communities (especially environmental, cycling, nudist) | + | * Outreach to communities (especially environmental, cycling, artist, naturist/nudist) |
| − | * Upcomming events to cover ( | + | * Upcomming events to cover (List of events) |
===Documentary update=== | ===Documentary update=== | ||
| − | * Documentary by Johnny Zapatos is nearly complete (free preview 13th April) | + | * UK Documentary by Johnny Zapatos is nearly complete (free preview 13th April) |
* Release forms needed from interviewees | * Release forms needed from interviewees | ||
* DVD is being completed | * DVD is being completed | ||
* Premiere screening is being planned for May or early June (at Barbican?) | * Premiere screening is being planned for May or early June (at Barbican?) | ||
| − | * Who to invite to premiere? | + | * Who to invite to premiere? (suggestions) |
===Budget and Merchandise=== | ===Budget and Merchandise=== | ||
| − | * Last year we kept the ride expenses below | + | * Last year we kept the ride expenses below $??? (& this year below $???). |
* Pros/cons of keeping the costs low (current practice) as opposed to sponsorship | * 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 | * Actual costs = business cards, leaflets, body-paint, plus some misc small expenses | ||
| − | * | + | * $??? has been donated anonymously to cover this cost |
| − | * Additional expenses this year = | + | * Additional expenses this year = tabling expenses? |
| − | * approximately | + | * approximately $??? |
* Additional expenses this year = flags for bikes? | * Additional expenses this year = flags for bikes? | ||
* No calendar this year, and so far no T-shirt designed. Where do we get revenue? | * 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? | * What about reflective iron-on patches with logo/message? | ||
* Or how about stickers? | * Or how about stickers? | ||
| − | * We have about | + | * We have about $??? to use to create a source of revenue for next year. |
* Raising money from photos sold to press and donations | * Raising money from photos sold to press and donations | ||
* We could put a column into website with links that earn money for WNBR | * We could put a column into website with links that earn money for WNBR | ||
| − | * Paypal donations button on site? | + | * Paypal/Amazon Honor System donations button on site? |
===Schedule for the day=== | ===Schedule for the day=== | ||
| − | + | (consider staggering local event if there is another WNBR event going on close by | |
| − | * | + | * ??? am/pm - setup with Info stall, setup bodypainting structure, and photo-free zone |
| − | * | + | * ??? am/pm - Info stall active, bodypainting sessions start |
| − | * | + | * ??? am/pm - Ride assembly at (location) |
| − | * | + | * ??? am/pm - Ride goes (to secondary location?) and ready for start |
| − | * | + | * ??? am/pm - Ride sets off |
| − | * | + | * ??? am/pm - Breakdown art installations/bodypainting area/tabling |
| − | * | + | * ??? am/pm - Rolling start location? (people have option of disrobing away from cameras) |
| − | * | + | * ??? am/pm - Bathroom break opportunity #1 |
| + | * ??? am/pm - Scheduled stop #1 | ||
| + | * ??? am/pm - Bathroom break opportunity #2 | ||
| + | * ??? am/pm - Scheduled stop #2 | ||
| + | * ??? am/pm - Scheduled stop #3 | ||
| + | * ??? am/pm - Scheduled stop #4 | ||
| + | * ??? am/pm - Ride expected to return | ||
| + | * ??? am/pm - Check start site again for cleanliness, personal belongings | ||
| + | * ??? am/pm - Chillout/warmup with snacks/films at location | ||
| + | * ??? am/pm - Ride afterparty at location (bands, food, etc) | ||
===General Ride Preparations=== | ===General Ride Preparations=== | ||
* Update on ride day/week/month discounts for riders | * Update on ride day/week/month discounts for riders | ||
* Donations needed? Bodypaint, food? Doorprizes for afterparty. | * Donations needed? Bodypaint, food? Doorprizes for afterparty. | ||
| − | * Solving logistical problems for people going to both | + | * Solving logistical problems for people going to both (local ride #1) and (local ride #2) |
* Bike rental options | * Bike rental options | ||
* Pre-ride bodypainting practice session? | * Pre-ride bodypainting practice session? | ||
* Ride safety (considering the route, recruiting street medics?) | * Ride safety (considering the route, recruiting street medics?) | ||
* Afterparty for ride (eg - stalls, bodypainting, samba band, etc) | * Afterparty for ride (eg - stalls, bodypainting, samba band, etc) | ||
| − | * Special guests for the ride? | + | * Special guests for the ride? Live music, DJ, soundsystem, etc? |
| − | ===Suggestions from | + | ===Suggestions from Local Event volunteers=== |
| − | * | + | * Others could hand out leaflets as people came through. |
| − | * | + | * Others could have route map and estimated timing of route for supporter/riders. |
| − | * | + | * Others could notify media of highlights and expected timing along the route |
* An identifying a front and back marker would be good. | * An identifying a front and back marker would be good. | ||
* A pennant or something to mark out first aiders would be excellent. | * A pennant or something to mark out first aiders would be excellent. | ||
| − | * | + | * Others 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 | + | * A text or call to (event name) 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. |
| − | allow us to pass the message on to supporters and media waiting at the Arch. | ||
| − | ===Safety Volunteer Team | + | ===Safety Volunteer Team=== |
* Who will coordinate this? | * Who will coordinate this? | ||
* What should they wear? | * What should they wear? | ||
| + | * Corkers to hold traffic while ride passes through? | ||
* How many people will be needed? | * How many people will be needed? | ||
* How can they communicate with eachother (any spare walkie talkies?) | * How can they communicate with eachother (any spare walkie talkies?) | ||
* What will be their strategy? What are the hotspots? | * What will be their strategy? What are the hotspots? | ||
* Skate marshalls? | * Skate marshalls? | ||
| + | * Will there be a follow vehicle? | ||
===Assembly Point Preparations=== | ===Assembly Point Preparations=== | ||
| Line 128: | Line 137: | ||
* Creating a safe zone for photo-free bodypainting and spending time | * Creating a safe zone for photo-free bodypainting and spending time | ||
* Can we provide a tent for rucksacks etc at people's own risk | * Can we provide a tent for rucksacks etc at people's own risk | ||
| − | * The idea of a ribbon start at | + | * The idea of a ribbon start at ?pm |
| − | * Guests for the Ride Assembly. | + | * Guests for the Ride Assembly. Suggestions? |
* Who can be at the assembly point from start till finish of ride? | * Who can be at the assembly point from start till finish of ride? | ||
| − | * How best to use assistance from | + | * How best to use assistance from local environmental groups/events? |
===Leaflet during ride=== | ===Leaflet during ride=== | ||
| Line 160: | Line 169: | ||
* Dealing with photo-sharing | * Dealing with photo-sharing | ||
* When to meet for an evaluation of the 2006 ride process (November?) | * When to meet for an evaluation of the 2006 ride process (November?) | ||
| − | * | + | * iPhoto book idea |
| − | * possible 2007 ride date - 23 June 2006 (warmer and closer to the solstice) | + | * possible 2007 ride date - 23, 30 June 2006 or July (warmer and closer to the solstice) |
* Big Green Gathering Campaigns Tent | * Big Green Gathering Campaigns Tent | ||
===Update on other UK rides=== | ===Update on other UK rides=== | ||
| − | * | + | * (Other regional ride #1) |
| − | * | + | * (Other regional ride #2) |
===Any outstanding business=== | ===Any outstanding business=== | ||
Revision as of 00:57, 17 April 2006
Home > Organizing a ride > Meeting Agenda
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.
Contents
- 1 PROPOSED AGENDA
- 1.1 About the planning collective
- 1.2 Route and time of the ride (painting, assembly, start, finish)
- 1.3 Creating a positive and friendly atmosphere for all riders
- 1.4 Publicising the ride
- 1.5 Documentary update
- 1.6 Budget and Merchandise
- 1.7 Schedule for the day
- 1.8 General Ride Preparations
- 1.9 Suggestions from Local Event volunteers
- 1.10 Safety Volunteer Team
- 1.11 Assembly Point Preparations
- 1.12 Leaflet during ride
- 1.13 Messages during the ride (clear and creative!)
- 1.14 Press work
- 1.15 After the ride
- 1.16 Update on other UK rides
- 1.17 Any outstanding business
PROPOSED AGENDA
This is info about the proposed agenda for the planning meeting on (DATE). It is divided up into 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 (Meeting Coordinator) know.
If you have any suggestions for things to add/change in the agenda, please e-mail the list at (list e-mail address)
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 (Coordinator)
- How roles are delegated and regulated by the collective (see Coordinator'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 (Name of City)?
Route and time of the ride (painting, assembly, start, finish)
- Should we stick with the 2005 route 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.
- Zone permissions
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 (other events)
- Plan leafleting of rail commuter cyclists (List locations here, etc)
- Festivals (leafleters needed)
- Presence at big events (List of events, other ideas?)
- Who will deal with our events stall? What should it include?
- Leaflets to give out in May with all (regional) 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 (city) 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, artist, naturist/nudist)
- Upcomming events to cover (List of events)
Documentary update
- UK 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? (suggestions)
Budget and Merchandise
- Last year we kept the ride expenses below $??? (& this year below $???).
- 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
- $??? has been donated anonymously to cover this cost
- Additional expenses this year = tabling expenses?
- approximately $???
- 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 $??? 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/Amazon Honor System donations button on site?
Schedule for the day
(consider staggering local event if there is another WNBR event going on close by
- ??? am/pm - setup with Info stall, setup bodypainting structure, and photo-free zone
- ??? am/pm - Info stall active, bodypainting sessions start
- ??? am/pm - Ride assembly at (location)
- ??? am/pm - Ride goes (to secondary location?) and ready for start
- ??? am/pm - Ride sets off
- ??? am/pm - Breakdown art installations/bodypainting area/tabling
- ??? am/pm - Rolling start location? (people have option of disrobing away from cameras)
- ??? am/pm - Bathroom break opportunity #1
- ??? am/pm - Scheduled stop #1
- ??? am/pm - Bathroom break opportunity #2
- ??? am/pm - Scheduled stop #2
- ??? am/pm - Scheduled stop #3
- ??? am/pm - Scheduled stop #4
- ??? am/pm - Ride expected to return
- ??? am/pm - Check start site again for cleanliness, personal belongings
- ??? am/pm - Chillout/warmup with snacks/films at location
- ??? am/pm - Ride afterparty at location (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 (local ride #1) and (local ride #2)
- 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? Live music, DJ, soundsystem, etc?
Suggestions from Local Event volunteers
- Others could hand out leaflets as people came through.
- Others could have route map and estimated timing of route for supporter/riders.
- Others 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.
- Others 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 (event name) 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
- Who will coordinate this?
- What should they wear?
- Corkers to hold traffic while ride passes through?
- 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?
- Will there be a follow vehicle?
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 ?pm
- Guests for the Ride Assembly. Suggestions?
- Who can be at the assembly point from start till finish of ride?
- How best to use assistance from local environmental groups/events?
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?)
- iPhoto book idea
- possible 2007 ride date - 23, 30 June 2006 or July (warmer and closer to the solstice)
- Big Green Gathering Campaigns Tent
Update on other UK rides
- (Other regional ride #1)
- (Other regional ride #2)
