• AgendaOpenSpaceDraft

TODO

ToDo

* Deb and Anne will visit during the week before to see what is needed and plan in detail (on the 15th ou 16th?)

=> Should be Wed 16

• Esther et Deborah pourraient se rencontrer avant la rencontre pour pratiquer l'ouverture de l'openspace.
• Anne will check if we can use an office to store some stuff/ Laisser les équipements pour vendredi ?

  • => I asked Melanie / Jerome

• can someone from the building be present on Friday AM (in case we need tables, etc.) Anne

  • => Melanie / Jerome

• Can we start setting up the evening before? Or very early in the morning? Anne will investigate / Contacter SAT pour savoir si la salle est disponible le 17. et quand?

  • => 16 Mai 11:00 PM: meeting with Melanie + Deborah + jerome + Anne pour set up salle

  • => 17 Mai 10:00-12:30 PM : start set up

• can we get a lapel mic for the facilitator and a regular mic for the crowd? anne

  • => yes

• can we stick on the wall? with what? Anne With blue tape 3M

  • => I asked Hugues : it seems to

• anne will ask the sound artist for help with acoustics/trouver des façons de couper le son entre les lieux de sessions. sleeping bags ?

  • => no help, ask people speak low

• we need a report template for the wiki DEB

Technical + material needs

* Suggestion : une personne qui s'occupe de la bouffe et seulement de la bouffe

• Cables candington pour serrer ordis
• Micro sans fil + micro à main + speakers dans la salle ...
• 10 flips charts (chevalets) à louer papier/tableau blanc?
• Papers

Questions

• Other important aspects to discuss: I know that the committee have been busy making plans, so I would like to catch up on which of these things are planned andwhich need adjusting or need to be started. These are in priority order, if we don't get through all of them, not the end of the world

• how many people do we expect? Or, when will we have a good idea?

  • About 150, lets say that one week before, we make an evaluation, and add 15 person who wont be inscribed --AnneGoldenberg

• a floorplan will help us discuss (better to have this before the phone meeting, if possible, please) http://www.sat.qc.ca/page.php?year=2007&month=04&day=29&id=23&lang=fr Take the "ensemble du batiment" plan (the english version is not on line, but I think this one is sufficient. --AnneGoldenberg Legend:

  • you can distinguish two large spaces for meeting. In fact, we'll have the whole space ie the division ( / / / \ \ \ ) won't be used.

  • you can also see toilets on the right side. There are downstairs.
  • The "bar" surrunding the toilets actually a bar, on the main floor.
  • scale : 15x50 meters roughly (?)
  • windows on the right side of "ensemble du batiment"
• where will the opening circle be? How many chairs fit in a single circle? Do we need a double circle?
  • opening circle would be in one of the two spaces of the sat.
  • 195 chairs are there already.

• where is the (dark) session space be for people wanting to use a projector?

  • are we providing a projector?
    • there will be 3 projectors, 2 in the first room, 1 in the back on.
    • It remind me that we may want two of them to be in the back to keep the first part more open (with access to natural light)

• where/how shall we physically create the Agenda Wall? Using what tools?

  • in front of the bar, on the left side.
• refreshments
  • SAT will provide water and juice.
    • We'll provide coffee and tea
  • where will they be located?
    • on the Bar

  • all day?

    • ???
  • what snacks will we have available during the day?
    • bagels, cream cheese, fruits, biscuits
  • what drinks will we have available during the day?
    • coffee, tea, juice, water.

• where can we post flipchart result pages for everyone to browse?

  • on the wiki?

  • what's the surface? what kind of adhesives are we allowed? do we need to be creative?

    • A yes, we'll have to.
• will we capture results on the wiki in real time?
  • yes... with synchro edit + gobby.
  • . do we want to offer a wiki results template? What's a good way to disseminate it?

    • that's a good idea... we could easily create a template in the wiki for that. It should be simple. If so, I would call the page SessionTemplate

    • we need to assign this

• will we make computers available for people without wifi? where?

  • Antoine will see monday with Communautique if he could borrow them a kit of laptop.

  • Where will they go? How will we make them safe from theft?

• will we ask people to print out wiki pages and post them so everyone can browse the results, if they don't keep flipchart notes?
  • do we have a printer?

    • euh...no... hm, this might usefull...I'll ask MarcLaporte for that

• we'll need to get flipcharts or provide other ways to record results

  • how many? where do we get them?

• posters: is there budget or a facility to make some large ones for the usual Open Space reminder posters? (Law, Rules, Butterflies, etc)

  • yes : LeBudget

  • do we have permission to post these on the walls?

    • we have no interdiction

  • do we need a poster for wiki url or other urls?
    • hm, gobby session should be posted...wiki urls too

• just an idea: can we have a wall area for freeform information? ( a "wiki wall" ) Perhaps a wall of blank paper and some markers as an invitation to share information, collaborate, draw, give feedback, whatever. If it turns into a drawing, we could photograph it and turn into one of Antoine's WikiGraphes !

  • ... nice idea.
• Can we have a "lounge" area where people can just hang out, near the refreshments? Can we get some relaxed furniture for that area? Sofas? (for the butterflies etc.)

Needs :

• Make a list of thing to buy OpenSpaceMaterial

• Don't hesitate to look at LeBudget to adjust the requirment amount.

• It would be relevent to meet the day before (you and me and maybe Esther) should meet there to see the place one day before. You could then perhaps go for shopping to get every required material (we have a budget for that).

  --AnneGoldenberg

Space/location Map