Towards Car-Free Cities III - Coordinators

- Prague 2003 - Programme - Programme Details - Proceedings - Transcripts 

LIST OF TASKS FOR CONFERENCE COORDINATORS:

Outreach:
[coordinator: Randy (to be done before other coordinators arrive)]

- send general conference announcements to publications, Internet lists, etc.
- send special announcements to attendees of past TCFC conferences

Listserve:
[coordinator: Randy, at least for now]

- facilitate and stimulate discussion on conference listserve
- post comments and updates to conference listserve
- post periodic updates on carfree_cities and WorldCarFreeDays listserves (and perhaps on other appropriate listserves as well)

Finances/Fundraising:
[coordinator: Randy, with Ivana]

- write grant applications to EYF (done), YFE (done), and Nadace Partnerstvi's T21 fund (done)
- coordinate (or delegate) effort to find additional fundraising, such as through local business sponsors
- write up budgets according to projected income and priorities; allocate funds
- handle registration table (establish limited open hours for this, such as during meals); accept registration fees, give out travel reimbursement, collect travel tickets (and return them after photocopying), pay presenters their fees, etc.
- get participants to fill out whatever forms and provide whatever signatures we need to fulfill funders' requirements; provide/get receipts for all money in/out
- participate (with the other coordinators) in the facilitation of the daily morning meeting, the post-conference evaluation, and other meetings as needed

Participants:
[coordinator: ____]

- communicate with applicants and potential applicants as needed
- select participants from among applicants
- help obtain entry visas for those who need them
- encourage the (early) formation of 'task groups' to reduce the coordinators' workload
- answer questions as needed
- upload all useful information to website
- find accommodation as needed for those not staying at Toulcuv Dvur (including home stays with Prague residents, hotels for some presenters, etc.)
- produce a conference leaflet (containing the programme, description of facilities, directions to them, other logistical info, etc.); send leaflet to participants or give it out upon their arrival at welcome table
- handle welcome table (on Sunday mainly, plus during Monday lunch, and not for finances), to be set up alongside the separate registration table (handled by Finances Coordinator)
- ensure (with the help of Programme Coordinator) that activities start on time, that participants go where they need to go at the appropriate times
- participate (with the other coordinators) in the facilitation of the daily morning meeting, the post-conference evaluation, and other meetings as needed

Programme:
[coordinator: Randy and Jason]

- make final decisions regarding programme content and scheduling, in consultation with others (listserve, other coordinators, etc.)
- find presenters, communicate all necessary info to them; ask them for abstracts of their presentations and put these together on a CD-ROM to made available to participants
- organise the public day
- provide input to Critical Mass route and destination
- organise some of the evening programme and work with the evening programme task group on the rest of it
- organise the closing party
- organise the public day (with Daniel Mourek and others)
- participate (with the other coordinators) in the facilitation of the daily morning meeting, where the daily programme (including any changes) is explained, announcements are made, questions are raised, etc.
- ensure (with the help of Participants Coordinator) that activities start on time, that participants go where they need to go at the appropriate times
- work closely with the facilitation and note-taking task groups to ensure the programme runs smoothly and that its content is well-documented for presentation in plenary sessions
- communicate with workshop 'leaders' to ensure that they do not run over the allotted time

Facilities, Supplies and Logistics:
[coordinators: Marie and Jana]

- pass on basic logistical information (directions to Toulcuv Dvur and other locations, local transport info, information about conference facilities, etc.) to Participants Coordinator for inclusion in conference leaflet and website
- work with Programme Coordinator to decide which rooms/areas at Toulcuv Dvur will be used for what activities at what times
- communicate with kitchen, re: our dietary needs, time schedules, number of people eating each day, etc.
- find out where things are kept; obtain keys to all buildings and rooms we'll be using
- find out the rules regarding the facilities and communicate them to participants
- make a large wall map of Toulcuv Dvur, explaining which rooms/areas will be used for what activities at what times (refer to the map during Monday morning's welcome meeting)
- make signs stating the most important rules; make signs giving a name to each room, etc.
- set aside a corner with table(s) for free literature; find time and place for handling materials that are for sale, such as books offered by Car Busters
- establish a lost & found, and perhaps a locked place for storage of valuables
- buying, renting or finding all necessary equipment and supplies
- ensure all needed supplies are available; create area for pens, tape, scissors, paper and other supplies that will be needed during workshops; devise method for not losing everything while giving participants easy access to these things
- store and give access to technical equipment as needed
- coordinate (or delegate) effort to find lots of bicycles for Critical Mass ride
- participate (with the other coordinators) in the facilitation of the daily morning meeting, the post-conference evaluation, and other meetings as needed
- ensure (by motivating participants) that meals and other activities are prepared for and cleaned up properly, and that facilities are kept reasonably tidy