Would you like to host a meeting? We have created some guidelines for the local management of meetings. This should give you a good idea of the work involved.
Meeting checklist for potential hosts
Hosting a Museums Computer Group meeting is a good way of promoting the work of your museum or service to the wider ICT community. However, it does involve a certain amount of work on your behalf and you should be sure that you can cover both the financial cost of the meeting plus the time involved in setting it up.
To help you we have produced this document which details the responsibilities of both you and the mcg in arranging a meeting.
1. Host institution responsible for:
- Venue
- Suitable for a minimum of 40 people
- Area for refreshments - A/V facilities
- Laptop with MS Powerpoint – will you need sound/video playback?
- Data projector
- Web access
- Technical support - Refreshments
- Anything required as delegates arrive?
- Morning coffee
- Afternoon tea
- Will you need waitering staff?
- Water for speakers / panellists. - Speakers
- Preferably in-house with some space for local/regional issues and space in the day for Databursts (see below) - Timetable
- Send to the MCG webmaster in good time.
- Website will also need a contact address to send delegate application forms (if you are gong to manage the delegates). - Administrative
- Reception desk
- Signage
- Badges
- Delegate pack containing names of delegates, timetable, synopsis of papers (optional), useful local information etc
- Collate presentations and load them onto laptop - Pre-or post meeting meal
- Arrange booking
2. Museums Computer Group is responsible for:
- Advertising (via website and mcg list)
- Online booking form
- Collation of booking forms and production of delegate list
- Databurst speakers
- Reception staff
- Collection of membership payments on the day
For more information about hosting an mcg meeting, contact:
Alex Bromley, Meetings Organiser, Museums Computer Group
abromley@museumoflondon.org.uk
November 2006
