In order to plan an event , you need to deal with the usual issues:
we chose Agora, because. they support groups and events that are trying to develop new solutions to old and new problems (they are close to our heart/ and read-me) Agora has 3 floors:
- Ground floor: Café 125 m2, seating 50 people, beamer+sound system, toilet
- first floor: large co-working space with desks, one small separate office space, toilet
- top floor: 125 m2, open plan, beamer+soundsystem, toilet
- Garden: tables+chairs, no toilet
For more details about the premises ask @Lars2i .
@Alice_audrey will check if we can have a luggage space avaiblable for participants?
Speaker’s backspace for the organisers (safe) in the small room on 1st floor.
@transitionmaike will talk to EcoToi/ Marchella fo Agora tocheck if we can have a dry toilet for the garden.
Toying area (on ground floor?): modular toys (lego, stabilo, fisher technik+ universal connectors for them freshly printed on premises
Creative area outdoors:
@transitionmaike and @Timm will contact MaterialMafia and KunstStoffe, consult with Prinzessinnengarten (Robert Shaw) and Agora.
Timm has access to lots of bicycle parts, Maike has access to tools.
Upcycling-challenge: create useful and artistic items out of used parts (bike-trailer, furniture, sculpture…)
Call for materials: screws, nails, wood, cloth
doors will open at 9am, close 7pm, evening programme takes place elsewhere.
Agora will take care of opening/ closing
Task: Adopt a floor 1-2 people are responsible to check on each floor/ garden (make sure people have everything/ collect things that have been left behind in the evenings).
Let’s have someone in charge for different tasks during the event (while we all feel responsible, only someone to keep an eye on/ an overview over a specific, well-defined area of responsibility, e.g. participant information, nice atmosphere, technical support, press…)
Desposit a list of people resposible @ help-desk by the entrance (inclunding phone-no)
We need a solid calculation:
- how much do we have to spend (minimum)?
The main expenditure are the costs for renting the space. Agora is offering us a very reasonable, heavily discounted price which just covers their costs, as we are a project which is aligned with the Agora Collective’s values. This covers the costs of having an Agora staff member on hand, having the bar open, room rental, insurance and liability costs, etc. Costs for technical equipment are mostly included into rent for the place.
There may be some minor costs for transport, office material. Let’s not underestimate those, they add up. ?Maybe costs for renting a toilet from EcoToi??
As we don’t have a lgeal entity for it, all money (from the sponsors) is processed by Agora, we pay 5% of the sponsoring sum for that.
Sponsors so far: Veolia, Berlin Partner (+ 2?)
For the future events, tools for collaborative finance planning should be included into the platform software. Until then we use libre office.
----old questions& answers on finances----
How much would we like to be able to spend (ideal).
The budget outlay which we have been sharing with sponsors can be seen in our Berlin sponsorship brochures.
How do we share this?
We can share our budgets and core costs with a .ods file stored in the OSCEdays Berlin Cloud folder. This file is editable with the free and open word processor LibreOffice, and is synched by the ownCloud desktop client. Relevant Tutorial (part II) is here, Tutorial Part I is almost finished. Message @cameralibre on the forum for a login.
We need transparent fund-raising
But we also need some space for internal discussion of fundraising, negotiation and approaching different potential sponsors, clients etc. We may want to test the waters with different sponsorship packages and companies to see what fits best, who might be interested etc, before making final decisions.
@Alice_audrey , @Lars2i, & @cameralibre have approached a few companies for sponsorship (based on the sponsorship brochures) and so far have two deals which should allow us to cover the costs for the venue. Contracts have not yet been signed so I’m leaving names and figures out for now. In our negotiations we are guided by the values set out in our README and Mission Statement (eg knowledge generated during the event cannot be locked up by a sponsor, it must be released as open content). Preliminary details of progress and deals are visible to the OSCEdays Berlin team in a post in the private Berlin-Internal category. If you’re co-organising the Berlin event and you can’t access this subcategory, just let @cameralibre know!
Frans has also begun applying for funds from foundations, we will see if any of them are able to help us out before the June event (Foundations don’t tend to move that quickly!)
- What do we need to bring to the event (food, office stuff, equipment…)
- How do we do that and when?
- Who will do it?
So far 7 challenges are confirmed, none of them has special requirements in materials
What about insurance? Which ones do we (still) need? Which ones do we have?
With our Agora-contract we’re covered by their event insurance. @Alice_audrey will check what exactly is insured.
How about safety (Fluchtwege)? What is the max legal number of people on each level/ in each room?
What about accidents during workshops? Do we need some first aid personnel?
responsibility is with the challengers to remind their participants of careful conduct (normally nothing more is needed, we’re all adults) @Timm and @Alice_audrey will do a security breefing with the cahllengers if necessary.
what about documents that are not (yet) open source: textile challenge has a paper to distribute for the participants in advance: clearly state that it doesn’t yet have a cc-lincence, make available in owncloud.
- The contract with agora includes longer opening times of the bar/ in house catering: people buy their food at the bar themselves (own supplies are allowed on the premises)
(other options are not suitable this time: foodsharing, potluck, self-catering, sponsores snacks…)
There will be a leaflet/ Flyer to distribute (? from tomorrow?)
A programme is under way, compiled by @Lars2i
We will need this programme online and in print @ help-desk
Do we need anything more in terms of information on display for participants? Signs, logos, floorplan, or little displays with challenge names for the tables etc?
Do we still need to buy whiteboards or some reusable whiteboard plastic? where do we get it from? Modulor?
Who will be at the front desk during the event? I kind of assumed that we would just take turns and then find someone else to take over when we want to leave, but has anybody discussed this or decided anything already?