December quarterly meeting - catch-all issue

[harisood]

Summary

All tasks for the December Quarterly meeting

Detail

Actions

• Establish which events manager we will use to organise the event
• Create event and publish - https://lu.ma/uktredecember
• Share the event with the community
• Identify projects to run project workshops
• Create project workshop requirements form #35
• Share reminders with the community - see comms plan on Community GD
• Add agenda to the website
• Update agenda with new developments
• Email all announcement/workshop/discussion people with final details
• Email all attendees final agenda, and reminder for any community announcements
• Create keynote presentation for December meeting #41
• Prepare collaborative note for the day, share in advance
• Revisit wording about project and discussion sessions, make it clearer
• Write report from meeting - In this PR December report website#35
• Upload recording to YouTube
• Circulate report
• Review and process feedback from meeting (publish figures and open relevant issues) - this can be included in the report for the day

We can add items to the above as they arise

Who can help

No response

[harisood]

This should include a brief end-of-year celebration at the end, and also a discussion around goals we want to achieve by the end of 2024

This has been added as an official agenda item!

[harisood]

Registration has been created here: https://lu.ma/uktredecember

[harisood]

Initial comms sent, reminder will go out on Wed 22nd!

[Davsarper]

We now need to identify projects to include, few attendees so far have suggested topics. Engage with those who have and are showing interest. More details on meeting note, discussed agenda and timings.

[Davsarper]

Updates from 21 Nov meeting

Agenda and timing

Time	Agenda Item
13:30 - 13:45	Welcome and intro
13:45 - 14:30	Keynote plus Q&A
14:30 - 14:45	Community updates
14:45 - 14:55	Break
14:55 - 15:00	Intro to breakout rooms
15:00 - 15:45	Breakout rooms (more general/more specific)
15:45 - 15:55	Break
15:55 - 16:00	Intro to breakout rooms
16:00 - 16:45	Breakout rooms (more general/more specific)
16:45 - 17:00	Wrap up

Breakouts rooms

Based on feedback from previous ones we have decided to have fewer, longer sessions and simultaneously run 'project problem solving sessions' and 'general discussions on a topic'.
Before breaking out we will present the topics so people can make an informed decision on which one to join

[Davsarper]

Nov 28 meeting

On Nov 28 discussed current registrations and and proposed topics, which cna becombined and which require further clarifications.
Direct work is done on the corresponding spreadsheet (not suitable for public sharing).

• Discussed wheter it is working groups or Interest groups that we want to see created: WG are understood as time and output bound, IG as more ongoing more general
• Decided to go ahead with workshops proposed, rather than suggestions just giving an intro and then inviting them to do fuill workshops another day. Because we do want these meetings to be that space for interactions
• Decided on 10 sessions, 5 and 5

[Davsarper]

Initial sessions will be recorded, breakouts will not (and so rely on good notes)

[harisood]

The PR is awaiting review: uk-tre/website#35

[Davsarper]

This is now unblocked, review ready. Perfect for anyone to review and commit suggestions

[Davsarper]

Does uk-tre/website#35 closes this issue? Task list says to circulate, are we making any announcement on the report being ready? Might be a bit too late in the calendar but can be a note on the email we send about March event

[manics]

IIRC @harisood is going to send an email with the proposed 2024 meeting dates to see if there are any major clashes, so the two reports could be included.

[harisood]

Yeah will send that email later today, will close this issue once I do!

[harisood]

Lol later today was actually today, will close this issue now