roadmap
home >> Progress Tracking >> roadmap
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To do |
By when? |
Done? |
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Invite speakers |
31/07/2010 |
DH |
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Periodic report to stakeholders |
31/07/2010 |
MJB |
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Cost code |
07/08/2010 |
DH |
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Set up bank account |
07/08/2010 |
SMH DH MJB |
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Invite speakers |
07/08/2010 |
DH |
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website |
07/08/2010 |
JAP |
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Logo |
07/08/2010 |
MJB (GSB) |
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Cartoon & poster |
24/08/2010 |
MJB (GSB) |
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Decide on pricing structure – registration & accommodation |
31/08/2010 |
Committee 29/09/10 |
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Apply for funding |
31/08/2010 |
LMS IMA |
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Periodic report to stakeholders |
30/09/2010 |
MJB 14/10/10 |
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Follow up speakers |
01/10/2010 |
MJB DH |
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Six months to go |
14/10/2010 |
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Launch conference – first publicity drive: contact previous delegates |
18/10/2010 |
DH SH BB |
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Contact universities HoDs and secretaries |
18/10/2010 |
DH SH BB |
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Open registration with payment facility |
18/10/2010 |
SMH SH BB |
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Five months to go (start weekly meetings) |
14/11/2010 |
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Plan the programme timetable roughly |
14/11/2010 |
JL 02/02/2011 |
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2nd publicity drive (first reminder) |
14/11/2010 |
DH 08/12/10 |
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Follow up speakers |
14/11/2010 |
All confirmed 08/12/10 |
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Plan out booklet contents |
30/11/2010 |
JL 02/02/2011 |
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Periodic report to stakeholders |
30/11/2010 |
MJB 08/12/10 |
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Follow up speakers |
01/12/2010 |
All confirmed 08/12/10 |
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Four months to go |
14/12/2010 |
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Periodic report to stakeholders |
31/12/2010 |
MJB 08/12/10 |
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Social / networking events: decide what we will have on Thursday night (Pizza & karaoke in 2010) and Friday (curry & disco in 2010) |
31/12/2010 |
SH |
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Final publicity drive (Second reminder) – deadline 14th Jan 11 for accomodation) |
07/01/2011 |
DH |
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Three months to go |
14/01/2011 |
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Periodic report to stakeholders |
14/01/2010 |
MJB 27/01/2011 |
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Earliest we can claim the LMS money – 3 months before the conference. |
14/01/2010 |
DH 02/02/20111 |
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Contact students about who will do YRM next year (Oxford, Birmingham?) |
14/01/2010 |
DH 26/01/2011 |
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Follow up universities (final reminder: 10 days left!) |
14/01/2011 |
DH 26/01/2011 |
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Finalise how many teeshirts & hoodies are needed and in what sizes |
15/01/2011 |
Done |
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Booking deadline (include dietary needs, disability, parking overnight, etc.) |
24/01/2011 |
Email reminders sent |
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Deadline for registration |
31/01/2011 |
- |
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Decide if we want / can have video recording of plenaries |
31/01/2011 |
No. Minutes 23rd March |
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Contact confirmed speakers about travel |
31/01/2011 |
DH 19/01/2011 |
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Comfortable accommodation with dinner for the big names |
31/01/2011 |
DH 19/01/2011 |
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Let people know about whether they have accommodation |
31/01/2011 |
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Book ordinary accommodation as late as possible, ideally after booking deadline. Look at it & appoint a liaison person – someone who lived on campus before? European sockets etc. |
31/01/2011 |
DH 19/01/2011 |
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Notify participants if rooms available, etc. |
31/01/2011 |
SMH, SH, BB 01/02/2011 |
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Periodic report to stakeholders |
31/01/2011 |
MJB 27/01/2011 |
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Quotes for curry, pizza, and other for social /networking events |
31/01/2011 |
Done |
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Decide on teeshirts & hoodies & obtain quotes for price |
01/02/2011 |
SM |
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Two months to go |
14/02/2011 |
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Payment deadline - issue reminder to those who haven't paid |
18/02/2011 |
Done, do again |
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finalise tracks (needs to be after registration to meet with speakers who have offered) |
28/02/2011 |
Done |
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Order tee shirts and hoodies |
28/02/2011 |
MJB 22/03/2011 |
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Order bags & freebies and remind sponsors to deliver leaflets they want to put in. |
28/02/2011 |
MJB 23/03/2011 |
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Periodic report to stakeholders |
28/02/2011 |
Done |
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Obtain missing abstracts from delegates |
01/03/2011 |
Trying! Done 25/03/2011 |
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Email payment reminder |
07/03/2011 |
Done |
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One month to go |
14/03/2011 |
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Check plenary speakers are happy with the time slots assigned to them |
14/03/2011 |
Doing |
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Have meeting/discussion with Maths porter - we need him on side! |
14/03/2011 |
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Inform MRC if we need card access disabled e.g.UG workroom |
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30/03/2011 |
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Email all delegates with useful info (times, links to website, attach parking document etc.). Ensure website is fully complete with info before this email goes out. |
14/03/2011 |
21/03/2011 |
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Finalise catering plans (at least 50% vegetarian) and place order (negotiate price!) |
14/03/2011 |
30/03/2011 |
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Finalise booklet contents |
14/03/2011 |
25/03/2011 |
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Check fire regs, exits, assembly points (car park 15) etc. put in booklet? |
14/03/2011 |
22/03/2011 |
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Check spare toilet rolls, paracetamol, anthisan, plasters (first aid box in Complexity, where else?) first aiders? |
14/03/2011 |
30/03/2011 |
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Email payment reminders |
28/03/2011 |
28/03/2011 |
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Three weeks to go |
24/03/2011 |
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fill in `rooming list template'; DH knows what this is... |
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Two weeks to go |
31/03/2011 |
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Check left luggage room available |
31/03/2011 |
Done, it is in Rootes |
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Inform security if students without card access will be in the building after 6pm |
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30/03/2011 |
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Periodic report to stakeholders (final plans all sorted) |
31/03/2011 |
06/04/2011 |
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Make list of housekeeping items for welcome speech (e.g. in case of fire, illness) & decide who will do this. |
01/04/2011 |
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Check all catering in place |
01/04/2011 |
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Email payment reminders |
06/04/2011 |
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One week to go |
07/04/2011 |
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Print all notices for directions to rooms, 5/2/1 minutes left, latecomers use rear door please, etc. |
07/04/2011 |
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Walk through the day together, plan staff arrival times, check roles etc. |
11/04/2011 |
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YRM2011 CONFERENCE |
14-16APRIL 2011 |
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Monday After positive-only feedback |
18/04/2011 |
-------- |
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Thursday After what we could have done better + celebratory meal |
21/04/2011 |
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Month after: Tie up loose ends, pay bills, write reports, collate feedback &c for next committee |
16/05/2011 |
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Report required for RSSP (see original application) |
16/05/2011 |
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Report required for IMA by 16/06/2011 |
16/06/2011 |
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LMS report and paperwork to arrive no later than 16/07/2011 |
16/07/2011 |
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Follow up Universities (before Christmas break) |
01/12/2011 |
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