Conference planning page

From Open Government Pioneer Project
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 Introduction

This is the planning page for the UK conference for the Open Government Pioneers UK initiative.

 Suggestions and ideas

Issues
August delivery group meeting notes on conference Logistics
  • Looking at venues – agreed it would be best for this to be in a central Belfast location.
  • Preliminary dates for imagine festival – 12-18 March. Would 15th March work?
  • What budget is available for travel costs – £4k overall in bursaries for equalities
  • What role will DemSoc play? Who will facilitate the full event?
  • Need to get together face to face rather than initiate planning online, so we can plan out the conference in a way that everyone is happy with.
  • Paul to set up Doodle poll for face to face meeting. Could possibly meet in September in Manchester at ICIC conference. 6/7 Dec suggested dates in Cardiff

Content 

  • Best approach seems to be to focus on developing future actions plans
  • Two parts to conference – public facing and feeding off the imagine festival (democracy day style)
  • Should have an introductory type focus for anyone who wants to come with an interest.
  • Focused session that has groups from different nations.
  • Themes and ideas taken into the second part of the day, which is much more strategic
  • Need for first session to have catching themes to draw people in, for example dark money and impact on Brexit
  • How do we ensure SDGs are threaded throughout event? Does this depend on where the UK is in terms of implementing the SDGs? Some nations further ahead than others – an opportunity to promote good practise?
  • Language we use will be important – not open government and SDGs and more like ‘having control over life’
  • If by this stage each nation has a set of ideas and commitments, would be good to bring together and share commitments with partner nations together and to challenge each other.
Virtual conference development Logistics
  • Purpose: to enhance equality of access to the conference discussions, in lieu of bursaries for attendance
  • How do we make the conference more accessible? Virtual breakout rooms,
  • How do we ensure a strong equalities element to this?
  • How do we ensure virtual interaction offers a meaningful experience?
  • How do we organise facilitation? Suggestion: Dedicated facilitator(s) for virtual conference
  • How do we budget for this? Conference equalities budget.

 Event overview

Project details

Project Name UK Conference
Event Lead(s) Jonathan Bell & David McBurney (Northern Ireland)
Reporting to Ruchir Shah - Project Director
Start Date 1st August 2017
Completion Date 30th March 2018
Other team members involved Paul Bradley - Scotland
Jetske Germing - Wales
Tim Hughes - England

Logistics

Conference Name Opening up the UK to Global Goals, TBC
Conference Venue Belfast, TBC
Conference Times March 15th 2018, TBC
Virtual conference March 12th to March 16th 2018
OTHER TBC
OTHER TBC

Key themes

  • transparency of government policy-making
  • participatory approaches to public budget-setting
  • INSERT MORE or REFINE

Key formats

  • Lightning talks
  • workshops
  • key note speeches
  • question time
  • panel discussion
  • Virtual discussion rooms
  • Livestreams
  • Open space discussion
  • INSERT MORE or REFINE

Key messages

Positive messages about the need for more open and responsive government to achieve a better society delivered through the SDGs, harnessing the voice of citizens.

Messages
Message One TBC
Message Two TBC
Message Three TBC
Message Four TBC

Key content (other)

  • Two parts to conference – public facing and feeding off the imagine festival (democracy day style)
  • Should have an introductory type focus for anyone who wants to come with an interest.
  • Focused session that has groups from different nations.
  • Themes and ideas taken into the second part of the day, which is much more strategic
  • Need for first session to have catching themes to draw people in, for example dark money and impact on Brexit
  • How do we ensure SDGs are threaded throughout event? Does this depend on where the UK is in terms of implementing the SDGs? Some nations further ahead than others – an opportunity to promote good practise?
  • Language we use will be important – not open government and SDGs and more like ‘having control over life’
  • If by this stage each nation has a set of ideas and commitments, would be good to bring together and share commitments with partner nations together and to challenge each other.
  • INSERT MORE or REFINE

 Delivery stakeholders

How should reps from each UK home nation lead on the event and what other stakeholders in our organisations must be utilised?

Stakeholder Role Contribution
Ruchir Shah Direct oversight for budget and organisation

Virtual conference development

Jonathan Bell Lead for getting the event organised + NI contribution
David McBurney Lead for getting the event organised + NI contribution 
Paul Bradley Scotland contribution
Allan Young Meetup.com engagement (across UK)
Jetske Germing Wales contribution
Tim Hughes England contribution
SCVO Comms Team
NI Link Comms Team
WCVA Comms Team
Involve Comms Team

Deliverables

What are the key deliverables throughout the planning of the event?

Key activity Delivered by Completion date Completed
Project plan template on wiki Paul w/c 29 Aug 2017
Initial plans on wiki - completed template All w/c 4 Sept 2017
Date of event agreed and approved by Project Board w/c 4 Sept 2017
Project team meeting set up Paul w/c 4 Sept 2017
Speakers for the event to be agreed
Agree budget for event for catering / promotional materials / venue / travel
Invitation list for event created and agreed
Draft structure of event to be agreed
Draft proposals ready from each nation lead on national contribution
CONTINUE TO FILL OUT

 Conference Sessions Planning

Home nation sessions

Should each UK home nation lead on a session at the conference and how might this look?

UK home nation Topic Format Speakers Facilitation requirements Virtual conference plan Summary of content Desired outputs
England / UK
Northern Ireland
Wales
Scotland
Other?

Core Sessions

UK home nation Topic Format Speakers Facilitation requirements Virtual conference plan Summary of content Desired outputs
Session A
Session B
Session C
Session D
INSERT MORE

Virtual conference development

Development area Resources to review Proposed actions Review of actions
Pre-planning Cisco advice

Inc.com tips

Zoom.us platform

Procure webinar functionality for virtual platform (Zoom)

Pre-recorded content in the form of well-edited and interesting video clips

Stress testing equipment and platforms

Connectivity review At conference, we need:
  • Dedicated network wifi, venue technicians on standby
  • Dedicated livestream facilitators with their own equipment (buy-in)
  • Twitter wall, and laptop with twitter filtering software, plus twitter operator/facilitator
  • Secondary livestream roving ipads/iphones configured as cameras with soun
Check venue fast wifi and redundancy, and technician arrangements

Procure local livestream media production company

Purchase / rent twitter wall application for media laptop e.g. https://everwall.com/tour

Get apps onto ios devices for secondary livestreaming

NIEL meeting with venues
Format review Virtual breakout rooms

Webinar remote speakers

Moderated twitter walls

Set up and test these for functionality and ease of use on Zoom

Review and plan where to activate twitter wall on agenda.

Facilitation review Dedicated twitter wall operator

Virtual conference facilitator

Breakout rooms facilitators x 3

Technical facilitator

Approach candidates for virtual conference facilitation

Appoint twitter wall operator

Appoint virtual breakout room facilitators x 3

Appoint technical facilitator

Communications plan

Type Channel Objectives Details Northern Ireland Scotland England Wales
Digital Twitter
Facebook
Global Goals Sites
Open Gov Forums
Open Gov Website
Other blogs/online platforms
Partner sites
Press National Press
Local Press
Sector Press
Marketing Fliers
Pop-up stands
Attendee papers
Reports
Other
Other events Equality events
Webinars
Network events
Meet-ups
Other
Public Affairs engagement
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