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Centre for Complexity Science

Committee Meeting Agendas & Minutes

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 Martine is in charge of agendas & minutes.

Agenda for next meeting (TBA)

19th August 2011

  • Four representatives of the YRM2012 committee travelled to Unoversity of Warwick from Bristol University
  • Bank account had David, Steven and Martine removed as signatories and Bristol's Tom Bloom, Jo Dwyer, Tim Jones and Andy Poulton added as signatories.
  • The above seven plus Paul, Barinder, Jamie met to discuss practicalities of YRM conference organisation, and the pitfalls to be avoided.
  • Bristol reported successful negotiations with the LMS which resulted in the LMS agreeing to continue to fund YRM2012 despite its being held at Easter, in exchange for some of the funds being used to support students wishing to attend both YRM and BMC. Congratulations.
  • Heilbron's special relationship with Bristol has yielded the promise of £10,000 sponsorship, and Winton Capital has agreed to maintain its funding at £6,000. There is also a £1,800 surplus handed over from YRM 2011.
  • Accommodation is not available on campus at Bristol, and the hope is that this generous funding will allow the subsidy of hotel accommodation (twin rooms at £80 per room per night) down to Warwick 2011 prices, £55pn single room with breakfast.

20th April 2011

Agenda

  • Things that went well
  • Things that could have gone better and what we could have done differently
  • Feedback forms, quotes for website / reports.
  • Feedback from track chairs : was the training useful, did they enjoy the experience, and tips about the programme, etc.
  • Any further advice for 2012 committee?
  • Expenses to Steven for final accounts to be finalised. (how much of the LMS money have we managed to spend?)
  • Report back on meeting with Fiona Nixon fo LMS
  • Reports to whom, by when, what should they contain? (LMS, IMA, Roberts, also EPSRC, Eduroam report to Miles)
  • What have we learned (brainstorm for Roberts report)
  • Certificates / thankyou for victims of Certificate in Transferrable Skills
  • Thankyou Chocolates distribution
  • Emails to Keynotes, etc.
  • Fund visit by Bristol committee, hand over bank account.
  • Complain about quality of pens
  • Martine to keep any physical documentation (e.g. feedback forms) as she will be here next year.
  • DONM

Minutes

  • Things that went well good stuff(PDF Document)
  • What could be better improvements (PDF Document)
  • Feedback forms showed it was an overwhelmingly positive experience for delegates and keynotes Feedback Summary(Excel Spreadsheet)
  • DH to email track chairs for feedback including on attendance.
  • Either make to conference longer or don't try to pack in so much. Have 'accessible' talks as in 2009.
  • Meeting with Fiona Nixon of LMS. Minutes here
  • Report: Martine and David would prepare sponsors' reports as required for LMS, IMA. Report also to EPSRC to encourage future funding. Martine to prepare Student skills report . Paul to prepare report on success of wireless access for delegates, Eduroam / other.
  • Sara to forward what she has written for her transferable skills
  • Steven will make suitable certificates / letters of thanks for those obliged to do the Transferable skills certificate.
  • Tins of Quality Street were distributed to Monica, Pete the maths porter, The ladies in the MRC, Samir, and Greg who had all been particularly generous withn their time and support.
  • David has emailed many of the keynotes. He will email Caroline Series and Martine will email Peter Cameron and Sara will email Mary Rees
  • The remaining funds will be used to fund a visit to Warwick from the Bristol YRM2012 committee at a time of their choosing.
  • Martine will ask Monica to forward a complaint about the pens.
  • Martine will keep physical documents as she will be here next year.
  • Next meeting: with Bristol at a time of their choosing.

13th April 2011

Agenda

  • Matters arising
  • photos?
  • hand out committee contact details
  • tin of chocs for hazel graley?
  • Evening meal Thursday: suggest Sebastian goes straight to Rootes to direct delegates (and answer any queries from restaurant staff) and the rest of us hang around the street to guide the delegates. It is MSOR right before, so they will either be in MS02 or at their accommodation, I guess.
  • Handwritten thank you letters for keynotes, plenary and...? cards for choccy recipients.
  • Where do we want to go to celebrate next Wednesday? (We may well be too exhausted to care if we leave it to Monday to organise....
  • Wednesday 13th April 1.30pm Track Chair training and conference pack production. Thursday, Friday, Saturday 8.30am

Minutes

  • Martine has made badges
  • David has copied the Heilbronn insert for the conference packs
  • We will meet at 8.20am tomorrow and have a meeting with the porter (Pete) at 8.30am
  • Martine will copy the timetable onto A3
  • Delegate from Moscow cannot get a visa; delegate from Bristol is ill. Refunds will be made if we can reduce the food order appropriately, and it does not cost the whole refund to send.
  • Formal picture on Friday if possible
  • Prioritise the Chocolate as listed below - many people have done a lot for us.
  • Sebastian will go first to Rootes at dinner time.
  • handwritten thank you letters for keynotes is not part of the culture.
  • Celebration venue to be decided; Cosmo suggested by Sara
  • Track chair meeting moved to MS.05 as complexity in use.
  • Conference bags were made up after the track chair training.

11th April 2011

Agenda

  • Walk-through of the conference day, including visit to all locations
  • Matters arising
  • Large copies of the days' programme with changes marked.
  • Directions arrows to rooms - put up Wednesday?
  • Daily meetings during conference - if programme starts at 9 am we need to be at the desk by 8.45am, so perhaps meet briefly 8am?

Minutes

  • ~95 requiring accommodation
  • Food requirements updated as requirements change
  • Coffee on first day - SH see if we can have 1 urn at 9am and two more at 10am, so it is fresh whenever people arrive.
  • Poster board and 2 chairs have been hired for the street.
  • B1.01 and B3.01 talks now transferred to A1.01 because of equipment. Signs to be put up directing from the B rooms to A1.01
  • MJB will put up signage directing delegates to rooms within the building.
  • BB will put up signs to the building on the bridge.
  • Friday lunchtime Fiona from the LMS will be coming to speak to David.
  • Meetings at 8.30am Thursday, Friday & Saturday will be ok for sorting out last-minute issues.
  • eduroam: print out a few of each instructions MJB
  • 5 tins of Quality Street for: Pete the new Maths porter, Hazel Higgins, Monica de Lucena, Samir Siksek, and possibly Greg.
  • Track chairs to be responsible for checking the equipment in the room, making sure there is enough chalk, board rubbers, etc. Go to the general office if need more.
  • Food to be served in both the street and in the UG workroom if possible, to split the queue
  • Registration desk will have badges on, delgate list to tick off, and conference bags. There will be a seperate table for collecting receipts, manned by SMH and for Eduroam and other enquiries. DH to hire more tables.
  • delegates being taken to Rootes, etc. will be taken along the road past the sports centre, as it is less confusing that going through central campus.
  • Terrace bar (Thursday evening) has 2 table football tables, 50 per game, and 10 pool tables, £1 per game plus a couple of video games. They may have board games, too. SH will ask.
  • Copper rooms (Friday evening) is a large music venue with a bar, and an ante room. SH will ask if we can have music from 60s onwards.
  • Bar Fusion (Friday evening has dining style tables as well as bar tables.
  • Rootes Restaurant is a self-service cafeteria -style venue, with extensive seating. SH will ask if we can have a seating area to ourselves if there are other conferences in that day.
  • Tomorrow's meeting not needed; meet 1pm Wednesday just before the track chair training.

6th April 2011

Agenda

Teeshirt/bags/lanyards/programme etc: update

  • budget update
  • Food & Social: update (dietary requirements), final numbers
  • delegate numbers/accommodation numbers
  • track chairs update
  • Maths Porter
  • Prizes from J Johnson???
  • laser Pointers?
  • Samir's email inviting all and sundry; clarifying email near the time.
  • email on the tuesday/wednesday to "MA-students" about last-minute registrations?
  • receipts + blanks?
  • name badges + blanks
  • wireless accounts
  • manning the registration desk - can it be left unattended?
  • Can we book D1.07 for training on Wednesday afternoon, 1.30-2.30
  • mobile numbers for track chairs to let them know when keynotes arrive
  • Do Martine and David need to know more details about the co-op account for when Steven isn't here?
  • LMS £3,000 pilot grant to the YRM network

  • fill in `rooming list template'; DH knows what this is..

  • Make list of housekeeping items for welcome speech (e.g. in case of fire, illness) & decide who will do this.

  • AOB

  • DONM

Minutes

  • Teeshirt/bags/lanyards/have arrived, Booklet proof has been reviewed and is with Warwick print, edd Monday 11th
  • Budget ~£2000 surplus; DH to acquire firm figures from Warwick Food & Drink and Accommodation and give to SMH to verify.
  • Food & Social: 50% vegetarian has been ordered for the lunches.
  • accommodation : still no pressure to sign for more than the initial 95 rooms, and as payments confirmation is received, DH is passing on additional requirements to Warwick Conferences. There is no deadline for adding more delegates. David has filled in the room list template spreadsheet.
  • Track chairs all recruited; training Wednesday 13th 1.30-2.30. Agreed this should include 'what makes a good chair' discussion, importance of keeping to time, issue of teeshirts and '4min 1min STOP' cards produced by Sara, introduce speakers by name, title & univerisity, how to use the data projector, looking after the keynote, collecting track chair mobiles to notify of keynote arrival, production of 2-minute biography to intorduce keynote with, use of Complexity facilities as a quiet area for keynotes, NOT using Maths common room. Complexity seminar, D1.07 is booked, so another venue needs to be sought.
  • Maths Porter is ill, and the general (undergraduate) office is the place to make enquiries instead
  • Prizes from J Johnson; we can't think of a suitable way to use these that can be organised at such short notice.
  • Presenters (laser Pointers with facility to move slides on remotely) can be borrowed from Complexity. Possibly from Stats.
  • It is usual practice to invite the department to Keynote addresses being held in the department. Samir's email inviting all and sundry caused concern that Warwick people would expect to turn up and be fed as well; clarifying email Monday.
  • email on Monday to "MA-students" maths students distributuion list about last-minute registrations. Food and drink can take reasonably short notice increases in quantity for lunches. Evening meals may be more difficult. Complexity, too?
  • Prompted a nice compliment from Professor Robert S. MacKay FRSFInstPFIMA of Complexity & Maths "Dear Martine, Looks great. I hope it goes really well! Best wishes Robert"
  • Individual receipts and a few blanks for any late registrations can be printed in colour on the Complexity printer. Monica will supply special paper if we wish.
  • Monica will show Martine how to use mailmerge to produce name badges and a few blanks for any late registrations. Badges should contain YRM logo, name, institution.
  • Wireless accounts have been acquired. It was agreed these would be issued only if Eduroam failed, or no-one would try to use Eduroam.
  • Manning the registration desk: Two people minimum for most of Thursday, and during coffee and lunch breaks thereafter. As many of committee as possible in vicinity as well. Conference packs, wireless accounts, etc. not to be left unattended. Can be locked in A1.01 when desk unmanned. DH has arranged to have keys for A1.01 from Wed 13th -Mon 18th
  • David has accessed the Co-op account for matters arising during Steven's absence.
  • LMS £3,000 pilot grant to the YRM network is for the satellite meetings. Marj will explain during her workshop.

  • List of housekeeping items for welcome speech :In case of fire, see instuctions in rooms; vending machines & toilets; Food in UG workroom and Street (Committee to look out for anyone from the other conference who is lost and direct them to the Maths Common room); in case of illness, health centre, pharmacy on campus, first aid kit in Complexity kitchen (presumably general office, too), costcutter & tesco; Red, Green, Black tee-shirts; Plug MSOR and Marj's workshops and careers event. Point out Peter & Marj.; evening meal arrangements, refer to map; Check into accommodation at afternoon coffee break; one of committee will walk there.
    Note: we cannot give people paracetamol, but if some is lying on the desk and they decide to help themselves..... as suggested by trainer on 'How to organise an academic conference' course

    Martine to deliver. 10 mins max, followed by Colin Sparrow, 10 mins.

  • Conference pack to contain booklet, pen, paper, leaflets from CERC, MSOR, Heilbron. Car park code is in booklet and on advance information.

  • Martine to look after Lorcan from KTN, Barinder to look after GCHQ representative, Track chairs to look after non-Warwick keynotes.

  • Sara and Sebastian asked to issue committee members with their mobile. All committee to have mobiles switched on throughout the conference.

  • The Comms website has become out of date in a couple of places - best to update whilst we are in 'conference mode' as we may forget afterwards.

  • Meetings Monday 11am, Tuesday 10am, Wednesday 10am and 1.30pm

30th March 2011

Agenda

  • Luggage storage in A101?
  • someone to welcome arrivals on 13th?
  • Dan P late fee (and Paul's)
  • Teeshirt & bags: update
  • budget - surplus
  • Food & Social: update (dietary requirements), drinks
  • Final delegate numbers/accommodation numbers/talk numbers
  • track chairs update
  • details of careers event
  • name badges/lanyards
  • pens/pads
  • Maths Porter
  • Prizes from J Johnson???
  • First Aid
  • AOB
  • DONM (increase frequency?)

Minutes

  • Steven brought doughnuts. two kinds.
  • Barinder pointed out that eduroam doesn't work. Thereafter ensured a discussion about getting IT services to dish out codes etc, if eduroam fails.
  • Luggage storage in A1.01. David will try to get A1.01
  • Two people at desk, one to escort participants up to A1.01.
  • Someone to welcome people on Wednesday - Martine.
  • Paul : go to ITS and get a list of 200 user codes as back-up if they can't use their lap-tops
  • T-shirt and bag update: have been ordered.
  • Budget: over £2000 surplus. Ideas to spend money?
  • Food and Social update: Sebastian has ordered the stuff from Costcutter.
  • Halal, and nut allergies
  • Juice at 90p per litre. we will get 20 2 litre bottles. 50p for a 2 litre bottle.
  • 1500 plastic cups.
  • Numbers: Roughly 185.
  • Track chairs update: You don't chair your own talk. Training session for track chairs, main thing is how the data projector works.
  • Email to be sent to those giving a talk about having their presentation as pdf on a usb stick, if possible.
  • Jamie to put timetables and keynote abstracts on the website.
  • Details of careers event: we need two questions for the panel.
  • Name badges and lanyards. Steven to order more lanyards.
  • Pens and notepads. Do we get pads of paper for the delegates? Yes, A4 splash-out
  • Jeff Johnson; €500 for the best thing, do we take it up?
  • Send email to new guys. chase after a week.

 

23rd March 2011

Agenda

  • adverts etc.
  • YRM2012 @ Bristol
  • Teeshirt & bags: update
  • budget
  • Food & Social: update
  • Delegate numbers/payments/funding requests/refunds update
  • accommodation numbers/talk numbers update
  • track chairs update
  • video of plenary?
  • details of careers event
  • name badges/lanyards
  • pens/pads
  • Conf book - contents
  • Maths Porter
  • AOB
  • DONM (increase frequency?)
  • Timetabling: details to finalise

Minutes

  • Adverts received from OUP and Winton
  • Bristol is ready to go.
  • Teeshirts have been ordered by MJB, in SM's absence, from The Signworks, Leamington Spa; bags from Templecoombe, who have received 50% payment by bank transfer.
  • Budget is healthy, SMH handed out copies of the latest. A refund has been made to Malaysia, costing the delegate £28 in bank fees.
  • Agreed on food to be served in the bar in Rootes in preference to 2 rooms, because social interaction is the key element. £22.25ph. Agreed to order juice and bottles of water from Costcutter for delivery Wednesday 13th. BB volunteered his office as storage since it will be empty. Cups to be purchased, also.
  • 206 delegates of which 30 not paid yet & likely to cancel. SMH will provide final numbers Friday. DH will add speakers, so final numbers for catering and accommodation can be given.
  • 92 paid for accommodation + eqiv. 2.5 plenary speakers. DH to cancel surplus rooms, and supply names. 88 PhD speakers.
  • Decided not to video plenary talk - we will all fit in one room.
  • Still need to find a few more track chairs; JL and Quentin Caudron will share Math Bio. Suggested James Porter for Financial Maths , or Patrick Callaghan. Perhaps PC could do Math Phys. Better not to have committee members doing it as we are likely to be very very busy. MJB to confirm Daniel Peavoy happy to chair Stat & Prob.
  • Some lanyards left from previous conference. SMH to find out where they were from and order more. James Porter had offered to do the badges.
  • MJB to email agreed wording to Joanne Evans at Communications Office asking for branded pens and paper.
  • Conference booklet contents were discussed and agreed to be finalised and sent to Warwick Print on Friday 25th March. Talks will have both start and finish times listed to facilitate clean change-over.
  • BB formulated a description of the career event for the conference booklet. MJB to contact Peter Rowlett / invent same for MSOR workshop.
  • 2 outstanding invited speaker abstracts: Jeff Johnson Complexity keynote. MJB to chase via his PhD student. Robin Ball , plenary, JL to chase.
  • List of names for acknowledgement should include Monica, Samir, Nav.... other names to JL, please.
  • Maths Porter will cost £84.15 - budgeted £100
  • No need to increase frequency of meetings at the moment.
  • Will have a 'walk through' in the week of the conference to see all the rooms, including social spaces, location of registrations desks, etc.
  • We will meet daily at 10am during that week
  • We will send an email next week to those giving talks pointing to the schedule which will be on line by then.
  • MJB to see if Lorcan MacManus will join the careers panel and for Conference Dinner. BB to invite GCHQ representative.
  • SMH has produced a better Google map, covering over the erroneously labelled location of the Mathematics Institute, for the booklet and the public website.

16th March 2011

Agenda

  • Sponsorship: update
  • email to all delegates with info
  • bank charges
  • adverts etc.
  • YRM2012 @ Bristol
  • Teeshirt & bags: update
  • Food & Social: update
  • Timetabling: update
  • Accommodation request: update
  • Delegate numbers update
  • video of plenary?
  • details of careers event
  • AOB
  • DONM

Minutes

  • Sponsorship: CERC will send more leaflets - randomise between packs please. DH will remind LMS to send theirs.
  • email to all delegates with info: wording was agreed. Will send Monday. SMH will produce map of campus indicating accommodation, Rootes, Zeeman, Tesco, Costcutter & banks, etc. Website will be updated with arrival information. Sortable list of delegates, institutuions and possibly tracks to be added soon as poss. 3-4 days after permissions request has gone out.
  • The delegate requesting refund of bank charges will bring receipt to the conference and be refunded in cash sterling. A delegate from overseas has requested a refund after cancelling registration; this will attract a bank charge.
  • OUP's advert has been sent from PC to MJB to Greg for the crop marks and colour pallettes to be removed. Winton's advert is in production following a telephone conversation with MJB.
  • YRM2012 @ Bristol: Winton have been informed YRM 2012 will be at Bristol and we will introduce them if they wish. SMH has added a page to the YRM2011comms website for advice to be offered to the 2012 committee (such as things we now wish we'd done differently)

  • Teeshirt & bags The Signworks in Leamington has not come back with a quote, so the current cheapest are Logos 4 Polos for the teeshirts, and Templecoombe Ltd for the bags. MJB has now taken this on as SM is away. Greg Barons has vectorised all the sponsor logos so they can be made black and white, and added them to the bag design. His colour versions will be in the conference booklet. Maths and Complexity should be added and the major sponsors made more prominent. Heilbronn has their name attached to the logo on their website and would like this added as the logo alone is somewhat cryptic.

  • Food & Social: Discussed having 3 'working lunches' from delivered food instead of 2 plus one nicer menu in order to release funds for providing juices at coffee time. Final decision next week when we know final numbers. Warwick Food and drink now say that we can have Chancellors only if there are fewer than 175 of us, otherwise we will be in Bar Fusion. This is more like an airport bar, not a sit-down meal, so negotiate, either for a better room or lower price. Splitting between 2 rooms is not acceptable. Swapping the days of the 'conference dinner' and this meal is acceptable. Dietary requirements will need to be raise with WFD - it may affect price. SH will be away for 3 weeks for medical treatment, so someone else will need to sign. SH will try to do as much as possible during the rest of this week; he will be out of email contact for a week.

  • Timetabling: will be updated next week when the Monday deadline has passed. The speaker who requested to speak in two tracks will be allowed to do so if there is a slot. Outline timetable on website asap thereafter.
  • Delegates: 223 have registered and not cancelled, 173 have paid, 50 have not paid. Next payment reminder is due Monday. SMH will draft emails to Warwick and non-Warwick delegates. (Warwick delegates can pay Steven direct, and pay cash if they wish).
  • Video of plenary? No discussion
  • Details of careers event to be discussed next week. KTN may be asked to join the panel as well as give a short introduction to their placements scheme.
  • The grouping of the conversation in the gmail account has caused some emails to go unanswered for over a week. The grouping has now been disabled.
  • Bottled water will be provided for the Keynote & plenary speakers & the panel for the careers event.
  • Greg can put his logo on the booklet and teeshirt design, and include leaflets and business cards in the packs if he wishes as thanks for many hours of graphic design work.

 

9th March 2011

Agenda

  • Sponsorship: update
  • EPSRC funding
  • email to all delegates with info
  • bank charges
  • adverts etc. (CERC leaflets have been posted to us)
  • YRM2012 @ Bristol?
  • Colin Sparrow - welcome
  • Teeshirt & bags: update
  • Food & Social: update
  • Timetabling: update
  • Accommodation request: update
  • Delegate numbers update
  • Committee post-event evaluation and meal afterwards - date
  • AOB
  • DONM

Minutes

  • EOn have declined to provide sponsorship; LMS have not sent leaflets yet, but have been asked. We will not chase them.
  • EPSRC funding will not be sought as we are amply funded; we will prompt them about funding next year.
  • email to all delegates will go out 3-4 weeks before the event, and will contain all the relevant information in one communication. DH to draft. Will not personalise; times of talks on website soon afterwards. Luggage can be stored at Rootes during the first day before check-in.
  • bank charges have not been charged uniformly for overseas transactions. We will refund the charges of those that ask, in cash during the conference.
  • adverts etc. CERC leaflets have arrived; there are a variety of leaflets in small numbers. MJB has asked if they want us to randomise which one goes in which pack, or set them out on a table so delegates can pick. Reluctant to do the latter without express permission because we have been paid to put the leaflets in packs. Heilbron have some leaflets we need to print - can take up maths admin offer of free printing within reason. Winton and OUP will have A5 advertisments in the booklet: OUP have sent theirs, but it needs crop marks and palette removing - Greg Barons will do this. MJB to contact Winton. There should be a recycling bin nearby for unwanted papers.
  • YRM2012 @ Bristol: confirmed. Access to the committee page will be given by SMH. MJB already sent the roadmap.
  • Colin Sparrow - has enthusiastically agreed to do the welcome. He should concentrate on being funny - we will do the boring bits about the shape of the day and who is the first aider, etc.
  • Teeshirt & bags: Sara has managed to confirm prices with Logos 4 Polos (£150 for 20, 1 side 1 colour), which was the cheapest pre VAT rise. Still waiting for a quote from The Signworks in Leamington (near enough to collect). 250 bags £549 is the best quote for 2 side 2 colour. Greg's designs were adopted with enthusiasm, logos to be added; these are one colour, so Sara will ask for a re-quote for the bag. We will decide at the next meeting which suppliers, and MJB will take on the administration of the order so Greg can deal direct with printers in the case of technical queries. Logos in vector format to be sent to Greg. Colin Sparrow will be given a red teeshirt; sizes were given for committee (red teeshirts) and a mixture of mediium and large ordered for the track chairs (green).
  • Food & Social: Warwick Eat can provide 3 lunch plus 2 dinner for £14,869; 5 coffee and 3 lunch from delivered food, Thursday self service dinner at Rootes @ £17pp, Friday private dinner at Chancellors @ £22.50pp neither including alcoholic drinks. Menus were discussed. This falls within the budget per person, so was agreed. If there is money left over, drinks will be provided for the party via a voucher system. LMS 'speaker-only' money can be used to provide wine for speakers, with different meals also an option.
  • Timetabling: confirmed topology does not clash with Algebra. Kevin Buzzard, the number theory speaker, is disappointed that we have algebraic geom and number theory keynotes clashing on Saturday; agreed that Saturday will start t 8.45am, coffee will be extended from 10.45 to 11.30, and Kevin's talk will be 10.15 to 11.15 to avoid the clash with other keynotes. His clash with PhD talks is not ideal either, but it is the best we can do assuming all the PhDs who registered still want to talk. A final chasing email will be sent to anyone who registered but has not yet sent a title and abstract on the web form. Anyone not submitting by 18th March will not be given a slot to speak.
  • Accommodation request: All accommodtion booked by us is booked by delegates. Some still need to be chased for payment. We do not have to pay until after the conference.
  • Delegate numbers: 225
  • Committee post-event evaluation and meal afterwards - 20th April. Decided against having 2 meetings close together, and as Friday will be Good Friday, agreed a single meeting on Wednesday 20th followed by a meal out. venue tba

 

2nd March

Agenda

  • Sponsors - follow-up.
  • CERC leaflets have been posted to us.
  • YRM2012 @ Bristol?
  • Academic for panel = David Mond
  • Colin Sparrow - welcome
  • Timetabling: update
  • Accommodation request: update
  • Delegate numbers update
  • AOB
  • DONM

Minutes

  • All sponsors who have been approached and not yet responded have been contacted again. Metaswitch and Numerical Algorithms group cannot help this year but are keen to be contacted for next years' event.
  • CERC emailed to say their leaflets have been shipped to us.
  • LMS are not responding to email at the moment
  • 2012: David has identified a keen group of first-year PhD students at Bristol University, who are discussing the feasibility with their department.
  • David Mond has agreed to represent academia at the careers event. Andrew Stuart has also been contacted but not yet reponded.
  • Colin Sparrow has been invited to make the welcome, but not yet responded.
  • Accommodation: 102 requests for accommodation for the two main nights (Thur & Fri) with 22 staying the night before as well, and 7 staying the night after. Keynote speakers are extra.
  • The timetable was discussed and minor amendments made wrt clashes of similar tracks. This is a working programme that incorporates all the keynote speakers' preferences and constraints, and avoids using the very tiny room.
  • AOB: We are waiting for PhD speakers to update their talk title / abstract to know how many of the 108 will actually speak. A new reminder will be sent. There are currently 47 abstracts. It was agreed that 11th March will be the hard deadline for inclusion in the booklet / giving a talk.1* Keynotes have been advised 15th March deadline for their talk titles and abstracts.
  • Warwick Print has quoted £567 for 250 conference booklets; VAT is not payable if we use the cost code to pay. This compares favourably with other quotes and so it was agreed we use WP. 10 working days are required for production.1*
  • BCC should be used for mass emailing.
  • AOB: Left luggage may be able to be left at Rootes. David will check, and if so we will direct those staying on campus there. Check-in to the accommodation is 3 pm and space is being made in the timetable for this.
  • AOB: The next stakeholders' update was approved
  • AOB: The next fortnightly payment reminder is due to go out Monday (March 7th). There are 74 outstanding payments, and 23 who booked accommodation and have not yet confirmed their requirements, after being informed that subsidy was not available. A reminder will go out to these, too.
  • AOB: Sara will be going away soon and wants to action the teeshirts and bags before she goes. Sara will update the quotes and Martine will ask Greg for one-colour designs for the teeshirts and a one-colour and 2-colour design for the bags, one for each side. Logos also need to be included. Perhaps James or Paul could turn this into a pdf for printing? Agreed we should order 20 teeshirts, 8 of one colour for the committee, and 12 of another for the track chairs. Both colours to be bright, e.g. red and green. Since we don't know who all the track chairs will be yet, these will be ordered in a mixture of medium and large (6 of each?). £10 is the max cost we wish to pay per teeshirt; bags £2 each (250 required)
  • AOB: track chairs will be responsible for looking after the keynote speaker for their track. When they have all been identified, we will have a group session where we discuss what makes a good chairman of talks, etc.
  • AOB: There has been another request for a letter of invitation, this time from Russia, so David will make the usual checks, and issue if genuine.
  • AOB: DH will close the talk submissions on the website.
  • AOB: Food and social. Sebastian reported that half the terrace bar and half the pool tables have been reserved for our use on the Thursday evening until midnight at no cost to us. The manager advised that the remaining space is unlikely to be busy as it is in the holidays. SMH will send SH the updated budget for food and rink, and SH will report next week. Ideally we want 3 lunches and 2 dinners, 2nd choice is 2 lunches and 2 dinners, and last choice is 2 lunches, 1 dinner + pizza on the other evening. Keynote speakers may be taken out to Xananas or somewhere on campus - in order to spend the £3000 from LMS which can only be spent on speakers. Coffee and biscuits is £1.30 pp.
  • DH will email the delegate who enquired about facilities for having a dressing changed after a minor operation. Conferences advised the walk-in centre at Walsgrave hospital is the best option; there is nothing on campus.

23rd February 2011

Agenda

  • Sponsors - follow-up.
  • LMS money
  • YRM2012
  • Roger Tribe - panel
  • Colin Sparrow - welcome
  • Timetabling: update
  • Room capacities
  • YRM Conf Website - Speakers page to be updated.
  • Visa requests: update
  • Accommodation request: update
  • Cancellations/requests for financial aid: update
  • Medical advice for delegates.
  • Press.
  • AOB
  • DONM

Minutes

  • Paul and Martine have agreed a form of words for following up potential sponsors who have not responded. This has been posted on the committee pages, and will be used to follow up.
  • The Heilbron Institute (GCHQ) has come forward as a sponsor, offering £3,250 to fund the refreshment breaks plus the first (standard) conference evening meal. Their logo has been added to the public website. It was agreed the logos should be ordered so that major sponsors appear at the top.
  • There is a possibility of money allocated for satellite meetings coming YRM's way - £2,000 ish
  • LMS money is to be credited as 'funding won' for the maths department. This will still be available for us to spend, but is being subjected to internal 'laundering'.
  • David has received a list from previous YRM organisers about possible individuals who may take YRM on for the future, and is following these up. No-one else has made any contacts.
  • Roger Tribe has declined to be the academia representative on the careers panel. David Mond will do it if pressed, but would rather not. Andrew Stuart and a couple of others have been suggested by DM.
  • Colin Sparrow will be asked to give a 10-minute welcome address on 14th April at 11am.
  • Timetabling is going well. JL will access room capacities from central timetabling. B3.01 is small, ~30 people. The satellite and first MSOR workshop (45 mins each) will be on Thursday early evening and the careers (1hr) and second MSOR on Friday evening, all in MS02. David Hand's talk needs to be on the same day as the careers event. The plenary (RB) will be the last event, finishing 1pm Saturday. The swap of MS01 has been confirmed.
  • The speakers' page on the public website will be updated to include Robin Ball and check other details are accurate. Action DH.
  • Visa request applicants all checked out as legitimate, and have has their letters of invitation produced, emailed and sent in hard copy. Nigeria does not have academic institution email addresses. These delegates are coming to YRM as part of an award (prize).
  • SMH has sent DH the accommodation update: there are 100-120 rooms allocated for the main conference nights (14th & 15th), so the rooms we committed to will be filled.
  • There have been more cancellations, but no recurring reason, so no cause for concern. Registrations number 225.
  • With more cancellations by those who had been allocated subsidised rooms, plus the Heilbron (GCHQ) funding, it was agreed that those waiting to hear if they could have subsidised accommodation would be offered it, and BB was given free rein to offer others as they email, provided the numbers remain low.
  • Warwick Conferences will be asked about the position for conference attendees with regard to access to medical care during their stay. If appropriate, this will be added to the FAQ on the public website.
  • Ther was no obvious downside to issuing a press release about the conference, nor much in the way of upsides. If anyone wants to do this they can.
  • BB will be away for the next 3 weeks, so Sebastian will have sole responsibility for the YRM 'public face' i.e. answering emails, etc.
  • It was agreed that payment reminders would be sent every 2 weeks until all payments are made.
  • JL to be given permissions on the public website so he can access abstracts form the web form. The deadline is 1st March.
  • Quentin was suggested as a possible candidate to be Conference photographer: conference photograph, track photographs, and informal photographs.

 

16th February 2011

Agenda

  • Sponsors - follow-up.
  • LMS money
  • YRM2012
  • Booklet and teeshirt design preliminary ideas
  • Visa requests
  • Maths porter
  • Accommodation request update
  • Update on cancellations/requests for financial aid
  • Payment Reminders/payment bank charges
  • AOB
  • DONM

Minutes

  • Follow-up of sponsors approached but not yet responding is underway, and the emails should be sent out in the next week or two.
  • GCHQ have responded that the are happy with our sponsorship options and have passed the matter to their budget team for consideration. We should hear soon.
  • OUP money has been received; as far as we know LMS money hasn't. Need to check this with Hazel Grayley, as it will appear on the cost code, not in the bank.
  • 2012: some vague expressions of interest have been received, but nothing firm. David will email Rosie at Cambridge to see if they have any ideas / contacts. The committee was encouraged to ask any first or second year students of their acquaintance.
  • Booklet and teeshirt design ideas by Greg Barons were recieved positively.
  • Visa requests: there have been two delegates request letters to support their visa applications. Both requests came form non-university email addresses. Their fees have been paid into the yrm bank account in cash by a third party located in the UK. The University of Nigeria website does not have a departmental contact listed so that we can enquire about them. Advice has been sought from the MRC administrators, and the delegates have been asked to provide further information.
  • Porter: BJ has a vital role; David has approached him to arrange for a porter for the Saturday(£100) and it was agreed that we should keep him informed, but starting nearer the time. SMH added this to the roadmap.
  • Accommodation: Barinder will supply David with an updated list of how many delegated require accommodation and on which days.
  • Financial aid: one person is on the waiting list for accommodation subsidy and another has emailed saying their institution is no longer willing to pay; they will be offered the same. With positive vibes from GCHQ, and the fact that a couple of people have cancelled who were to receive subsidy, we hope to be able to accommodate these.
  • International payments are (sometimes) costing us £6 per time. Steven has amended his email givng details of how to make an international payment to ask the delegates to make sure any cost was borne by them. One delegate did so, but has been charged for sending as well as our receiveng the payment, and has requested that we refund him our charge. With ~30 overseas delegates, it is unclear how to respond to this without making a precedent that will cost us a lot of money. Agreed that a 'holding' email will be sent along the lines of 'we will get back to you about this'. For next year: Paypal might be a better way to deal with overseas payments, as their charge is lower.
  • Payment reminders will be sent Monday, following Friday's deadline.
  • AOB:
  • Abstract & title request has gone out to speakers
  • A reminder email needs to be sent to those who haven't responded to the request to update their accommodation requirements. BB to action.
  • YRM: we are not the only organisation using this abbreviation; it is believed that abbreviations cannot be copyrighted, so this is okay
  • Conference booklet - JL has obtained a quote £567+VAT for 250 booklets from Warwick Print. He has obtained an electronic copy of last years' booklet and timetabling for this year has begun with allocating the plenary and keynote speakers to slots that fit their constraints. Since some of the rooms require card access at the weekend, Saturday timetabling will be kept to the MS rooms in the first instance. MJB to update the rooms page on the Comms website to reflect latest bookings. The bookings are nominally 9am to 6pm, but it is understood that this means all day and that they will not be booked by anyone else in the evening. If timetabling requires rooms to be in use beyond 6pm we will check this.
  • Mario cannot take part on the panel discussion. Roger Tribe will be asked; Martine Hairer is another possibility (Whitehead Prize).
  • Colin Sparrow will be asked to give the welcome speech on Thursday morning.
  • Quotes for t-shirts and conference bags have been placed on the Comms website - note these were obtained before Christmas and so before the VAT rise.
  • Those not requesting accommodation have not had any contact from us since the automated email confirming their booking, and giving payment details. When they pay, they receive an email confirming receipt ASAP, and within 2 weeks. It was agreed an information email would go out to all a month before; added to Roadmap for 14th March.
  • There are 237 delegates expected, to date. It was noted that there should be enough conference packs for the keynote and plenary speakers to be offered them, too.
  • It was agreed that campus facilities such as Costcutter, the Post Office, the Cashpoint machines, and Canon Park Shopping centre will be added to the campus map. SMH to action.

9th February 2011

Agenda

  • Sponsors - follow-up.
  • LMS money
  • YRM2012
  • Peter Topping's replacement
  • AOB
  • DONM

 

Minutes

  • Potential sponsors have not yet been followed up; MJB and PC will action in the next week
  • Metaswitch say they are still interested, and will advise soon of their involvement
  • GCHQ have indicated interest in providing sponsorship to this YRM and its successors. Agreed will give a range of options to them: £4,000 for a good conference dinner (~£20 per head), £1,600 for a nice buffet, £1,250 for the coffee and tea breaks and £500 for the hire of the Students union for the conference dinner / social.
  • LMS money has been requested.
  • YRM 2012: another 2 people form Warwick have expressed interest - possibly it will be here again next year. We do not want someone to volunteer in the heat of the moment at the conference and be unable to follow through.
  • Mario Micallef will replace Peter Topping representing academia in the career event, subject to negotiations about timing.
  • Monday emails will go out about submission of abstracts and titles for the conference, with a deadline of 1st March. The web form has already been created.
  • Receipts will be issued to all at the conference.
  • Conference bags will be generic. Delegates will register, pick up a bag, then go to another service point for receipts, etc. if they need them (most will) but this can be done not on the first morning if needed.
  • Some delegates have asked for specific times for their talks. They have been told we will accommodate their requests if possible.
  • Talks will be a minimum of 30 minutes. 40 + 5 for questions + 5 for movement is preferred. But we have ~100 talks offered.
  • Bags for ECCS were about £1.90 apiece, and around £450 for the YRM conference booklets last year.
  • A couple of people who had been given subsidised accommodation no longer need it. The money will be recycled into the main budget, which is currently showing shortfall. Anyone requesting subsidy will be put on a list to be given it if funds become available.
  • OUP and CERC have been invoiced but not paid yet.

 

 

3rd February 2011

Agenda

  • Sponsors - follow-up.
  • LMS money
  • YRM2012
  • Peter Topping's replacement
  • AOB
  • DONM

Minutes

  • Martine has followed up Metaswitch who were keen, butn haven't been specific and were asked to decide by end of Jan.
  • KTN are keen to contribute to the careers event in the form of a promotions of their internship programme, ideally by presentation plus Q&A. They have not taken the hint about providing sponsorship, so when the date of the careers is fixed, Martine will advise them and ask directly about sponsorship.
  • Paul and Martine will follow up publishers and industry that have not replied to our December requests.
  • David has filled in the form for the LMS money. This has to be paid into the Univeristy coffers, and we must check it is allocated to Marco6
  • David's email to those with an interest in organising YRM2012 met with 1 negative response. David will email Rosie and the gang at Cambridge to see if they have any contacts. A couple of people here have shown interest. Any suggestions to David. Emailing all participants will be a last resort.
  • An academic for the careers event: Sebastian suggested Mario Micallef, and will ask him. Saul Jacka was also suggested, and will be asked if Mario cannot do it.
  • Robin Ball has to be in Boston the week of the Conference and has requested to make his plenary talk on Saturday, or possibly Friday. Martine replied we have a marginal preference for Friday, but Saturday is fine.
  • Emails: Martine received her payment acknowledgement 8 days from going into the bank - well within the fortnight promised. Thanks. Some concern that those cancelling had not had their emails acknowledged: Sebastian will check with Barinder that emails needing responses are being marked unread.
  • One refund request has been made: Steven will process refund and Sebastian will email the person for bank details.
  • Anyone who has not paid by Feb 19th will be emailed.
  • David to check with Marge about her Chinese girl - it is possible she will have been confused by the 'everyone' emails that had to go out.
  • Anyone who emails to say thay can no longer afford to come will be asked if they want to go onto a list in case extra funding becomes available.
  • Emails to go out asking for talk titles and abstracts: David will make a form page, and Sebastian will send an email to all who offered a talk.
  • Barinder and Sebastian to bring an update on numbers next week.
  • Martine to check if Winton want an advert in the booklet.
  • OUP want an A5 advert in the booklet.Pads and pens should go in the conference pack if we can mamage it - maybe pens from 'communications'?
  • Jamie Luo has taken charge of the booklet and will:
  • Ask Warwick print for sponsorship
  • get quotes form them and others
  • find out the lead time
  • have a draft ready by end Feb (there are ~104 talks this year compared to 83 last year. Start late morning Thursday, break to check in after 3pm, end lunchtime Saturday.Late registration will not be allowed to give a tlak unless someone else drops out.)
  • obtain an editable electronic copy of last years' from / vis Rachel Newton if possible.
  • Robert (in David's office) has also offered to fill conference packs.

 

26th January 2011

Agenda

  • How to deal with room numbers and WA
  • Sponsors - when would we like the leaflets by, etc.
  • Sponsors - Invoices and follow-up.
  • LMS money
  • YRM2012
  • Peter Topping's replacement
  • Stakeholder update
  • AOB
  • DONM

Minutes

  • Bookings: 222, 147 asking for accommodation. Confirmed we can afford to subsidise only 50 accommodation pleace instead of the intended 100. Email has gone out asking if people's departments can volunteer to pay the full cost. Two responses on the web form so far.
  • Email to go out to individuals on Monday detailing if subsidy awarded / not, and if not, asking if they would like us to arrange accommodation at full price, or make their own arrangements, or change the number of nights they want to stay. David to amend the webform to reflect this. There will need to be several versions of this email reflecting the variety of combinations of nights that people have asked for. Steven agreed to make email groups for these on the YRM email account. David will draft the email and Steven add the details and send to the appropriate people.
  • David will provisionally book all the accommodation we might need, including all the twin rooms if they are still available. Provisional booking does not commit us to taking these rooms.
  • Responses will take time, so moved the payment deadline to 18th February. David will amend the public website.
  • MSOR Network / HE Stem have come forward as a sponsor this week, £500. This was negotiated for us by Peter Rowlett of IMA who works for them and has registered as a delegate and will deliver the training for lecturing. Agreed he will be given subsidised accommodation, as this can be taken from the LMS money for speakers.
  • In general, any sponsor whose representative need accommodation will be expected to pay for it.
  • Peter asked to send his stall materials ahead, and Martine agreed to store these in her office.
  • Peter asked when we need the leaflets for the conference packs, and Martine advised by beginning of April. Agreed we would tell all sponsors the same thing.
  • Agreed that we should make the conference packs up, including putting the sponsors leaflets inside, rather than pile them up to be taken by delegates. Martine's husband, Chris, has offered to help with this activity.
  • CERC invoice has been posted; MSOR administrator will advise where their invoice needs to be sent.
  • James Porter has uploaded the new sponsor logos to the website.
  • Steven has approached EPSRC for sponsorship.
  • The Roberts money has been credited to the cost code. £500.
  • Helpful comments have been received about the latest stakeholders update. Martine to amend and send.
  • David will ask for the LMS money (it cannot be paid more than 3 months ahead of the event and must be paid to the university cost code, by LMS rules)
  • YRM2012: David has a list of people who have expressed interest in running YRM in future. He will email these in the first instance, and all delegates if no response.
  • David will ask Samir for an alternative suggestion to Peter Topping to represent academia at the careers event.
  • Hotels Combined have contacted the YRM email twice. Steven replied asking for sponsorship.
  • Some emails not replied to - these discussed and Barinder and Sebastian to reply and also to email acknowledgment to two people who no longer wish to attend.
  • Abstracts: deciding when these will be needed by will be done next week when Jamie Luo is present, since he is in charge of the conference book, and is contacting Warwick Print for a quote.
  • Next meeting 1 week: 2nd February 2011

 

19th January 2011

Agenda

  • Review bookings
  • Review budget
  • Allocate accommodation
  • Agree wording for those not allocated accommodation
  • 3 Months to go: Claim the LMS money.
  • Stakeholder update
  • YRM2012
  • Final reminder to register~10 days left.
  • Payment deadline
  • AOB
  • DONM

Minutes

  • Bookings good:over 200, 140 asking for accommodation
  • Budget currently ~£2,000 short of what is needed, so we can afford to subsidise only 50 rooms, not the 100 we hoped to.
  • Agreed to send an email to check those requesting accommodation still need it, and asking if delegates have funds to draw on that will support the unsubsidised rate
  • David was dealing with LMS; ask him to apply for the grant on his return.
  • Stakeholder update to be written by MJB
  • YRM2012: David has contacts.
  • Debated whether to encourage more registrations, as each delegate costs ~£15 more than the registration fee. Agreed late registrations would be £55 with accommodation at full price, subject to availablility.
  • Payment deadline is 11th February - reminder to be sent with accommodation email and also to those not requiring accommodation.
  • James porter resigned from the committee, although he expressed a willingness to continue to support by managing the external website, producing delegate badges, etc.
  • Peter Topping is unavailable to be the academic representative on the 'Where has Maths taken you' panel (careers event).
  • Martine and David's meeting with Nav has been cancelled - we assume this means Mark is now happy.
  • Knowledge Transfer Network has agreed to help find more sponsors. Asked Martine to set up a blog and will send the link to all their contacts. Martine has done this.
  • Keith Briggs of BT research would like to be involved with YRM, buit doesn't feel it appropriate to overturn BT recruitments's decision not to have a stall, so financial sponsorship unlikely.
  • Next meeting Wed 26th Jan 2011

12th January 2011

Agenda

  • Review bookings
  • Report on meeting with Miles if necessary.
  • Plan of action for when requests for accommodation are in (Friday).
  • Progress with other potential sponsors: Publishers, Paul; Businesses, Martine;
  • MSOR network proposal
  • Career event
  • bags and teeshirts
  • AOB
  • DONM

Minutes

  • Two days to go and there are 117 requesting accommodtion - our budgeted limit is 100. We will discuss and allocate accommodation next Wednesday after the registration with accommodation has passed. Late registration will be available at £40.
  • Martine & David's meeting with Miles was positive - he will report back to Mark and convey his confidence in our organisation and the quality of the conference.
  • Plan of action on accommodation: First come first served, with some flexibility for special cases. These to be emailed to make sure they still need accommodation. More on-campus accommodation can be offered at full price. Double room requests have been made - this will be investigated. Agreed we would not subsidise partners. List of alternative accommodation links would be made available on the website. speaker rooms - the LMS money can be spent only on speakers, so conference hotel rooms is a possibility, as is taking them out for a nice(r) meal. David has emailed speakers asking about their accommodation requirements. ITS logins will be avoided if possible, by flagging the use of Eduroam, and encouraging everyone to ensure they have access before the set out. Monica said she could ask for regular visitor log-ins to be made available if needed.
  • One more sponsor declined and one more accepted over the Christmas break. Martine to respond to sponsor with email asking for details for invoice and requesting publicity materials.
  • MSOR is planned as two 45-minute sessions of training for would-be lecturers, to be timetabled perhaps early evening and not set against talks.
  • Peter Topping was suggested and will be approached as the academic representative for the careers event.
  • Sara has produced a good list of potential teeshirt and bag printers. We agreed Hoodies are an unnecessary expense. Decision on printing will be made at the end of February. There is a possibility that teeshirt printing will become available briefly through Gregory's work at Signs Express in Warwick. Martine to action if so. 9 committee members plus 11 track chairs. Consider two different colours.
  • James has produced name badges for a conference before, so will be asked to do so again.
  • Next meeting Wed 19th 3pm.

1st December 2010

Agenda

  • Review bookings
  • First reminder publicity drive
  • Progress with other potential sponsors: Publishers, Paul; Businesses, Martine;
  • MSOR network proposal
  • Career event
  • Relationship with B(A)MC
  • Approximate timetable
  • Conference booklet
  • bags and teeshirts
  • Parking
  • AOB
  • DONM

Minutes

  • 91 bookings - 23 from Warwick. All encouraged to prompt the Warwick people to register. David will email and make it clear that it will not be possible to attend / eat without registration.
  • In hand
  • Publishers: OUP possibly interested in publicity leaflets in the conference bag for £200, tbc. Other responses limited to passing on to the correct person.
  • Business: Unilever, Rolls Royce, Which?, Network Rail, E.ON have been contacted. Others will be contacted soon. Some are hard to find people to email.
  • Peter Rowlett of MSOR network, based at Birmingham University, wants to run teaching (lecturing) training alongside the conference. Happy in principle, but prefer not clashing with talks.
  • David will ask Samir Siksek to be the academic representative.
  • David is a virtual member of the BMC committee
  • Timetable and booklet to be dealt with when registration closes in January
  • Several quotes for teeshirts and bags have been obtained. Sara will collate these into a list for easy comparison. Aim to order by end February.
  • Parking comes with accommodation (via a code to operate the barrier); other drivers will pay £3 per day as usual.
  • Online Banking is now up and running; £25 compensation had been received for bad service.
  • David will check with Hazel G. whether the 'Roberts' skills money has been credited to the cost code.
  • A reminder will be sent the week before booking for accommodation closes.
  • Next meeting Wednesday 12th January 2011

17th November 2010

Agenda

  • Review bookings
  • First reminder publicity drive
  • Progress with other potential sponsors.
  • Career event
  • Relationship with B(A)MC
  • Approximate timetable
  • Conference booklet
  • AOB
  • DONM

Minutes

  • Bookings are going well: 77 bookings, 56 requests for accommodation. Sebastian and Barinder report that management of bookings and payments is going well. Steven reported that the missing cheque had been replaced, and Michael will now need an email confirming receipt. Bookings from WMI are lower than expected, David to follow up. Action BB, SH, DH.
  • The design of the first reminder poster was discussed and improvements made. It was agreed this would be sent to original contact list of University departments, with an email addressed to pg students. Action : DH.
    Reluctant to 'spam' people who have registered already, so it was suggested that we attach it to the next email we send them in connection with their conference booking.
  • Email to publishers nearly done. Will discuss with Colm. To be edited into an email for other potential sponsors for distribution before end November. Actio: MJB, PC, SMH.
  • Barinder has had a response from GCHQ, who think the career event is a very good idea and will send a panellist. Still waiting to hear from European Space Agency. Barinder has a Met. Office contact and will ask them. Assume David Hand (Winton and RSS) will also be on the panel. It was agreed that there would be a mini fair afterwards for people to speak to each other, and particiaption in this would be offered to industrial sponsors. It is envisaged that this will be held early evening. Steven will ask Warwick Careers to sponsor a drinks reception. Action: BB, SMH.
  • David sent the agreed email to B(A)MC and had a positive response. To update comms website. Action : DH
  • Agreed discussion of timetable and conference booklet will be held over to a later date, nearer to the booking deadline. Jamie to try to obtain an electronic copy from last years' committee. Also, see if Warwick print will sponsor us. Action JL
  • Social: Sebastian has booked Copper Rooms for Friday 15th April.
  • The S.U. is open on Thursday 14th. The Pool room is £100 to book, and pool still has to be paid for. The bar can be booked free of charge, but we must commit to purchase £400 drinks. Decide nearer the time, but consensus inclined to just turn up, reckoning on it being quiet because it is holidays.
  • Student cinema costs £150 to show a film. Fermat's Room was suggested. http://www.imdb.com/title/tt1016301/. Discussed whether this was social activity; could be an icebreaker and will not take all evening. Those wishing to see a film will join others at the bar later. To be decided nearer the time.
  • Sebastian was keen to have a budget for food. Since Warwick Food and Drink can organise at a couple of weeks' notice, agreed that this would be done when booking closed.
  • Sebastian suggested creating a facebook event. Action SH
  • Sara has obtained teeshirt and bag quotes from T Shirt Printing Birmingham, Templecoombe ltd., vistaprint, Allwag promotions ltd., and Talking T's, as suggested by Rosie. Sara will follow up the other suggestions on the comms website. Paul knows someone who does this and will contact him. Action PC, SM.
  • 08/12/2011

3rd November 2010 .

Agenda

  • Review launch and early bookings
  • Outcome of IMA funding request
  • Progress with Winton
  • Progress with other potential sponsors.
  • Review fund raising - wording for publishers and other industrial sponsors requests to be finalised today. Action Paul
  • Career event
  • Relationship with B(A)MC
  • AOB
  • DONM

Minutes

  • Launch has gone well, with 48 bookings and 1 payment so far. BH to check with SH if the acknowledgement of payment email has been sent. One delegate, Oliver Roche, has registered twice. BH to contact and clarify which booking should be deleted. Discussed making re-registration impossible, or details editable.
  • IMA emailed today granting £1,200.
  • Winton also emailed today granting £6,000. SMH to organise the invoice they ask for. JAP to put their logo (and LMS and IMA) on the website home page.
  • No progress yet with other sponsors: waiting for Paul to be back from holiday so PC, MJB and SMH can put together suitable 'cold calling' wording, to include reference to ' Where has Maths taken you' careers event. PC will send to publishers, MJB to send to contacts she made at the graduate recruitment fair. Sponsors can offer pens or branded notebooks for the conference bag if they wish.
  • ' Where has Maths taken you' careers event similar to BPIII (=YRM2009 here) instead of one of the plenary talks. Format 4 or 5 people with PhD in Maths describe their careers, and then take turns to answer the same questions - like a panel discussion. David Hand of RSS and Winton Capital is an obvious choice - we can make the WHMTY event on the same day as he speakes. BH met the head of GCHQ admissions and will ask him. JAP recommended one of the speakers from the Complexity retreat. Others may be recruited from the additional sponsors, see minute above. Warwick Careers may sponsor this if we allow maths and physics students to join us. SMH to investigate.
  • Relationship with B(A)MC was discussed and the input form previous organisers discussed. A response willl be formulated collaboratively.
  • DH to check if former participants have been emailed with YRM2011 details & poster
  • ALL encouraged to email contacts made at other conferences.
  • JAP agreed to remain as webmaster, relinquishing publicity to SM. Committee page has been amended.
  • SM to obtain a firm quote for printed conference bags, with sponsors' logos on as well as conference artwork.
  • Day rate - SMH can attend only the first day of the conference and others may also need a day rate. Agreed it would be £15+ depending on how many meals, etc. they are here for. It should not be cheaper to buy 2 day rates.
  • MJB will remind Prof. Robin Ball about his Plenary Speaker invitation.
  • Enquiries to the gmail account to be answered from the gmail account promptly by SH and BB as part of their registration role. DH to check if he replied to Matthew White from another account and tell BB.
  • A cheque payment has been notified as sent, but not arrived. Action SMH.
  • Next meeting 17th November 3pm, BB to confirm.

13th October 2010

Agenda:

  • LMS conditions of funding
  • Conference launch
  • Conference launch: online registration
  • Conference Launch: bookings and payments; are we ready?
  • Conference Launch: advertising, email and printing
  • Stakeholder update
  • speakers, inc accommodation
  • fundraising
  • Career event

Minutes:

  • LMS conditions to be clarified. Action: DH
  • Conference launch on time: registration form checked and agreed, request box for accommodation special needs to be added; Automatic email contents agreed; poster approved for distribution to contact, friends and acquaintances, etc.
  • Dates agreed: 14th Jan deadline for requesting accommodation; 31st Jan deadline for registering for conference; 31st Jan registered delegates will be notified if they have accommodation; 11th Feb deadline for payment.
  • Payments will be managed by Sebastian & Barinder, taking two weeks in turn. Since the online banking has not yet gone through, Steven will access weekly telephone banking and liaise with Sebastian & Barinder until it is.
  • Speaker list on public website to be updated (the communication one is correct)
  • Stakeholders update approved for distribution <<put these on; link here>>
  • Speakers: Martine has reminded Roger Penrose and Jeff Johnson; David will remind Nigel Hitchin.
  • LMS awarded £4000 this week, IMA application is completed, awaiting signature, form for Research Student Skills Programme (RSSP) who hold the Roberts funding, completed.
  • The Copper Rooms are available for £320 for 5 hours plus £100 for a DJ. Agreed Sebastian should book this for Friday 15th April 2011, subject to his visit there on Monday.
  • The discussion on a Careers event was held over to next meeting.
  • Next meeting in 3 weeks to check registration is working well: 3rd November, 3pm, Complexity common room

28th September 2010

Agenda

  • Speakers
  • Fundraising
  • website and publicity
  • Accommodation
  • Food and Social
  • Formal conference launch
  • Bookings and payments
  • AOB
  • DONM

Minutes:

  • It was felt too soon after the summer to formally chase speakers, so it was agreed that we would approach their contacts: MJB Roger Penrose via her Coventry supervisor / his former PhD student; MJB Jeff Johnson via her acquaintace with him and verbal reminder given at ECCS2010.
  • LMS had brought the deadline forward by 10 days so Martine & Steven completed it during ECCS2010 in Lisbon. David had acqnowledgement of receipt. IMA in progress. RSSP now want a form for the Roberts funding (but the funding itself is secure).
  • It was agreed that £30 registration fee was reasonable for a 2.5-day conference, and increse from £25 last year.
  • The possibility of accommodating speakers in superior rooms was discussed; decide when we know how much money we have.
  • Sebastian reported that there is a room in the SU available for ~£300 plus DJ. There is a bar so participants would buy their own drinks. This was agreed to be reasonable and Sebastian asked to book it.
  • Booking form, payment and accounting procedures discussed and agreed.
  • Next meeting just before launch to make sure all ready: 13th October, 4pm, Complexity common room

 

Meeting Date

Agenda:

Minutes: