PDX OSGEO Meeting Planning

Background

• Meeting planning has been done loosely by an ad hoc group of varying people as needed and as schedules permitted. That has not always worked entirely smoothly.
• Recent sentiment has been that the planner's list is unnecessary, and that planning for future meetings should be done in the general list.

Plan for future

• Make a planners email list see planners list not currently in use
• Document what it takes to plan a meeting
• Make sure all interested members can plan a meeting

Specific time line example

• 1-2 months in advance

1. Get a presenter, discussion topic, or some other meeting event
2. (Tim and Ecotrust are often working on something fun if you need ideas)
3. Email this to planners list
4. Determine a location (Ecotrust, Renewable Funding, Flightstats, and PSU are generally options)

• 2-3 weeks in advance

1. Email the planners list what you are doing for the meeting and call for others to pick up the rest
2. Post on Calagator

• 1 week in advance

1. Make an Agenda Page on the wiki
2. Email the group list that there is a meeting. Include the time, place, agenda link, and any other relevant details

• Day before or day of

1. Send another reminder email?
2. (We are thinking of having pizza every meeting, if so, then) order pizza?

• At meeting

1. Take attendance
2. Take notes in wiki

     Meeting notes can be added to Agenda inline as italics, in which case, it should probably just be a meeting page rather than an Agenda page.

Notes

• Rough outline so far.