---
# System prepended metadata

title: 'Organizers'' pad :: Notes & References'
tags: [pnm20, outline]

---

---
description: scratch pad, rough notes
---

###### tags: `pnm20` `outline`

# Organizers' pad :: Notes & References

:::spoiler **URLs**
## PnM20 references
- [Task Management & Coordination Repo](https://github.com/pistangmapa/pnm20-coord/projects)
- [Main Pad/Tracker](gfyn_9CNQWyrCkD0Axq_jQ) - this doc.
- [PnM20 Concept Note](/ItvWyqVxSqSDdkrTb6zAJQ) - ==Working Copy== 
- [Organizing Team and Volunteers Roster](/kJatYquNQla2X7ip1fH_8A)
- Sponsorship Tiers
  - ==[Final, adopted](https://t.me/c/1401303507/152)==
  - [Initial Draft](/J6jDOdyFQRqO-Pf4fvUBwQ?view) 
- [Planning and Organizing Conferences](https://kmh-lanl.hansonhub.com/pc-26-123-potvin.pdf)
:::

## ==Active Action Items==

**Post-conference**
* [x] Delete [MBX video](https://www.youtube.com/watch?v=I0fdNOPArwQ) from PnM YT channel 
* [ ] Sponsors
    * [ ] Thank you letter, with conference stats
    * [ ] FEF commitmment
        * [ ] conference expenses, esp grant IAG recipients
        * [ ] anonymized demographics

> conference day action item section archived: [PnM20 conference day action items archive](/2ToojijbQNuX_lUm0CqYZQ) [name=erwin]

---

## Timeline

#### 2020-12-21
  * [2020-12-? E-meeting log](/rH_RpKvNSGKYZhyRj7vxMg)
  * [Meeting recording](https://youtu.be/CTAIIqqEbGY)

#### 2020-11-18
  * [2020-11-18 E-meeting log](/RDaH22L0QtaqACLT6-ZqRg)

#### 2020-11-11
  * [2020-11-11 E-meeting](/1GB94sU6SSalUNjQWbwNGg?both)

:::spoiler archived action items
  * **Action Items**
      * [x] finalize [Voucher Giveaway Mechanics](/0k8qltNxRzOwtMkZOrr3Ig)
      * [x] finalize [Session Spiels & Outline](/GZ5zmWLESrufAUEl6r6WXQ)
      * [x] finalize [Reminder message to registered participants](/Ra_o2s9IQzau2vu_5Fp0iA) - send via ti.to
          * [ ] Remind presenters to register @ny9su-XKQCyZPCbquzU38g 
      * [x] Finalize and re-organize [Session Rules](/Xq0IKunoT_2Mt9knII_i0A) as welcome pad/guide to participants
      * [x] choose Q&A tool: google pad
      * [x] @maning to contact sponsors for PR vids we can use during breaks or program gaps
          * [ ] make sure it's in YT or ask for permission to upload a copy to YT (to be removed after the conference)
          * [x] See [sponsors' PR vids section in List of YT videos for the conference](/FDlTw4M6RuSQoI3JDE3yug)
          * email sent waiting for sponsor response.
      * [x] [DRAFT- Attendance & Feedback Form](https://forms.gle/Uu1Fkjrem66xTWmD7) for inputs
:::

#### 2020-11-07
  * [Tech Walkthrough meeting pad](/hIDFOKu9TnuapaO-jy9cjg)
  * [ ] post-conference video editing
      * [ ] Cham expressed interest in doing the paid work

#### 2020-10-17
  * [2020-10-17 E-meeting log](/JBg65c2gQ4KQk5aPUvt9aw)
  * [recording]() of the meeting.
:::spoiler **Action Items**
- W43
    - [x] (M) 10/19 - Video recording guidelines c/o technical team
    - [x] (F) 10/23 - Programs team to contact all accepted speakers and get their confirmations 

#### 2020-09-25
  * [E-meeting agenda/log](/Z3ryxyb1ShqefBUSJHhzRg)
  * [recording]() of the meeting.
:::spoiler **Action Items**
- W40
    - [x] (M) 9/30 - pubmats/announcement of extensions, internet access grant 
        - [x] [mechanics for internet access grant](/hQmsq0EWRAq3vdsjnD-fsw) @GOwin 
        - [x] [sign-up form](https://forms.gle/JFPvozFXXMPstfRH8)
    - [x] (A) 10/1, Th - deadline for funds from sponsors
- W41
    - [x] 10/10 end of CfP, MPSL
- W43
    - [x] \(P\) Review and selection of CfP proposals @ny9su-XKQCyZPCbquzU38g 
    - [ ] (M) MPSL deliberation @sWSm16-ET6-teRIRvGencA 
    - [ ] announcement of winners/selected sessions
    - [ ] (M) Job order for schwag suppliers @fVTivWjVQfec8ekROHvadA 
- W44
    - (T) finalize:
        - [ ] platform, 
        - [ ] session recording guidelines
            -  how to record
            -  where to send video
            -  tips, etc.
        - [ ] technical session protocols
        - [ ] guidelines/responsibilities of hired tech assistants
    - [ ] (A) contract/arrangements for moderators/tech assistants (at least 1-2x per session) @marxt 
- W45
    - [ ] \(P\) all recordings has been submitted @ny9su-XKQCyZPCbquzU38g @marxt 
    - [ ] (M) session pubmats ready @fVTivWjVQfec8ekROHvadA 
    - [ ] (T) schedule training/quick start guide session for technical assistants, moderators, presenters @marxt 
        - [ ] useful guide: kb.hubkengroup.com/web-conferencing/bigbluebutton-quick-start-guide
- W46 
    - [ ] 11/11 - End of IAG applications
    - [ ] 11/13 - 1st session
- W47
    - [ ] 11/20 - 2nd session
- W48
    - [ ] 11/27 - 3rd session
- W49
    - [ ] shipping of schwags
    - [ ] reimbursements/payment of expenses @GOwin 
    - [ ] conference video editing @marxt  
    - [ ] thank you letter to sponsors
- W50
- W51
    - [ ] publish conference video @marxt 
    - [ ] conference evaluation,
    - [ ] financial report
    - [ ] turnover to PnM21 core
:::

#### 2020-08-29
  * [e-meeting log](/3mV1Bs2bSoSM4wbAPtFSNA)
  * [recording](https://osmvideo.cloud68.co/playback/presentation/2.0/playback.html?meetingId=c9ec7612f042c925cc052a50c259fa56acb06dce-1598704551625) of the meeting.

#### 2020-08-15
  * [e-Meeting log](/R0k8wjI9S_uonHKuIIpfQA)
  * [Recording](https://osmvideo.cloud68.co/playback/presentation/2.0/playback.html?meetingId=7a7dd1d71db2b8561e7c4400d6c7ab6fd2bcc57c-1597490905817) of this meeting.
:::spoiler **Action Items**
  * Deadlines
    * August
        * W34 
            * [x] Programs - CfP forms ready for feedback
            * Marketing - final mechanics for Poster-making 
        * W35
            * feedback/inputs from team before announcements
            * @maning contact previously confirmed sponsors, follow-up on commitments
        * 31st announce new conference dates, CfP, contest
    * September
        * W36 1st week "sponsored posts", budget of 1000
        * W36-40
            * open call for presenters
            * competition period
    * October
        * 1st - deadline for sponsorship funds
        * W41-W42 deliberation of contest winners, selection of presenters
        * W43 - announcement of winners
        * W43-44 submission of presenters' recordings
    * November
        * 13,20,27 - 2pm-6pm  :: conference dates
  * Programs
      * [ ] @rk Clarify what TCAGP can commit to the program
      * [ ] @marxt  Send email intro to Jack, re; joinging one the program committee meeting
      * [ ] @maning maning Inquiry with Ony re: Geography participation 
      * [ ] Follow-up with interested presenters
          * [ ] [Kathmandu Living Labs interest in participation ](https://i.imgur.com/x0aXJAT.png)
          * [ ] [Facebook Mapping Team](https://i.imgur.com/C82NXFI.png)
  * Marketing
      * [x] Refine mechanics of poster-making contest
      * [x] @fVTivWjVQfec8ekROHvadA  to create specifications for shirts and stickers, @GOwin to e-introduce Cham to last year's supplier, RonRox Corp. for quotation
      * [x] Erwin to meet with Ben and Cham
  * Technical
      * [ ] meet/compare notes on 22nd August to determine viable platform options to consider
      * [ ] discuss the workflow/opotions for the back-end process (presenters' recoring, post-conference editing)
      * [x] discuss: do we need to deploy our own infrastructure, for the conference?
  * Etcetera
      * [ ] @ny9su-XKQCyZPCbquzU38g  - to define mechanics for Internet access grants / "scholarships" 
      * [ ] Find a better term for "token cash gift" for presenters. 
          > Isn't the word "honorarium"? [name=erwin]
      * [ ] @fVTivWjVQfec8ekROHvadA , prepare sign-up page for a list of people who can qualify for giveaways during the conference. Form should ask question how they found about the conference 
          * [ ] this item for further discussion with Marketing
      * [ ] Draft guidelines for
          * duties and responsibilities of paid support staff
          * expectations for post-conference video editing
          * checklist for presenters
:::
#### 2020-08-05
  * [TCAGP e-meeting log](/S-aCsmihS0uQ9d3DJ5C0Vw)
:::spoiler Action Items
* Action Items
    - [ ] Revise program to include TCAGP's 
    - [ ] Schedule meeting with TCAGP again once our draft program is done 
:::

#### 2020-07-16
  * [2020-07-16 Marketing Team e-meeting log](/m9Iq441yQ1CvBduJCZby9g)
:::spoiler Action Items
* **Action Items**
    - [x] Retain current logo/designs, with some tweaks
    - *Already changed the files, will wait for details to be finalize on the next general meeting before exporting.*   
    - [ ] by 7/25, *Delayed*
        - [x] [mechanics of poster contest](https://docs.google.com/document/d/1D9EFoIDNJ1QTBsnSYwellZXVkXP8FY89-CTXz4PcarA/edit#)
        - [x] [updated marketing campaign timeline](https://docs.google.com/spreadsheets/d/1tRrTGmrzcTM2PB8AbKpeavGjqUR0NGlUGp_wnm-59Ow/edit#gid=0)
        - *Listed other announcements*
        - *Will finalize the schedules for each announcements later*
        - [x] update website
        - *Updated but still open to recommendations*
        - *Removed some unused pages (call for speakers, call for sponsors, venue, schedule, etc.). Will add them again when needed.*
        - *Current pages are home page, code of conduct, and link to past Pistas*
    - [ ] brain-picking with volunteers, re marketing 
:::

#### 2020-07-11
  * [2020-07-11 e-meeting log](/wq5PbLwKQqGpV6WsFYNs4g)
:::spoiler Action Items
##### Action Items
  * [x] Erwin x Maning meeting, iron out final revision details for sponsorhsip comms
  * [x] Marx follow-up with UPD contacts for collab opportunities (as individuals, or as org reps)
  * [x] Marx is co-ordinator for Tech Team, volunteers welcome
  * [x] talk to Marketing/Cham re proposed logo contest
  * [ ] other pending action items from previous meetings
:::
#### 2020-06-27
  * [2020-06-27 e-meeting log](/jNL1pM7dTb-L80fNUxnWOA)
:::spoiler Action Items
  * TL;DR;
      * PnM20 will be an online conference in November
##### Action Items
  * [x] Erwin: draft new budget . See [pnm20 v1, old budget](https://docs.google.com/spreadsheets/d/1fv8ZgzteXtbk4syyzqHSGnXZxUIemc9MwxTbanCkkxk)
  * [x] Review sponsorship tiers. See [pnm20 v1 Sponsorship Tiers](/J6jDOdyFQRqO-Pf4fvUBwQ?view)
  * [x] Review teams. See [pnm20 v1 Organizing Teams](/kJatYquNQla2X7ip1fH_8A)
  * [ ] Erwin & Maning: draft comms for sponsors/collaborators 
  * [x] Organize a technical support team (disband "on site events team") 
  * [x] Cham/Marketing: draft mechanics for logo-making contest
  * [x] Ben/Website: draft announcement for the PnM20 conference
  * [x] RK/Marx reachout to org re certifications
  * [x] Next e-meeting penciled for 11th July
:::
#### 2020-06-20
  * Received a call from Rene Sanapo, and was inofmed that their project received an extension until December 
    * is inquiring whether PnM20 conference is going to happen, and whether a virtual conference is in the books. I so, FEF may still be able to sponsor it.
    
#### 2020-03-16
  * [2020-03-16 15:00H Meeting Minutes with FEF](/LZtgI_23SpiPDym36ifFCQ?sync=&type=)
  * [2020-03-16 20:30H Organizers' Sync Meeting Agenda and Minutes](/e1wdFkfeQhadyrsi4Gkhtg)
:::spoiler Action Items
##### Action Items
* [x] ==Erwin==
    * update FEF of relevant details from organizers' meeting tonight
    - contact sponsors (Wednesday)
        - inform of Q4 date change
        - confirm, if they are okay with new date
    - team will get back to them for new invoice dates
- [x] ==Ben== - update website re postponement (ASAP)
- [x]==Cham== - announce postponement in SocMed (ASAP)
- [ ] ==Eugene==
    - inform session applicants of new date
- [ ] ==Ian==
    - inquire with BNHR if Q4 date is still okay, and whether they need the funds in the mean time; if so, offer to return the money
- [x] ==Team==
    - re-assess the feasbility of Q4 confence by end of June
    - continue monitoring Covid-19 situation
    - try to re-confirm with USPF Q4 date, or find alternative venues
:::
#### 2020-03-09
* [2020-03-09 Sync Meeting](/3ZD2N3v9SESZ2zV50oercQ)
:::spoiler Action Items
##### Action Items
* [x] Await results of USPF university council meeting on 3/31 re sars-cov-19
* [x] ~~Meet by end of the month to decide on Go/No-go~~ Meeting set for 3/16
* [ ] In the mean time:
  * [ ] Program Team will study Online-only option
    * [ ] share draft/outline for 3-day program 
    * [ ] RK will explore with ASTI contacts about this
    * [ ] Prepare criteria for TG
  * [ ] Marketing 
    * [ ] Discuss/Draft designs for stickers/conference guide/id/t-shirts
    * [ ] SocMed announcements for Registrations, TG is postponed until after 3/31 decision
* [ ] GeoLadies to share plans after their event on 3/16
:::
#### 2020-03-04
* [e-Meeting with FEF](/4pzhrqdzS6qLwuCuOvl9Kw)
:::spoiler Action Items
##### Action items from meeting
- [x] introduce Program Team to FEF PoC for UAV Track/Sessions
- [ ] FEF to help contact potential participants and sponsors
- [ ] finalize and sign tripartite MOA between PnM/FEF/USPF
- [ ] Rene to come-up with names for potential Keynote speakers
:::
#### 2020-02-18
* [e-Meeting Comms & Marketing Team - Agenda & Notes](https://hackmd.io/p5BO1UT-QgiXVkkKME4X2w) - 
:::spoiler Action Items
##### Action items from meeting
- [x] Week 09: Send out call by (March 01) 
- [ ] Week 14: Close call (March 31)
- [ ] Week 14: Screen speakers (April 5)
- [ ] Week 15: Backup speakers
- [ ] Week 18: Finalize list of speakers and Program
:::
#### 2020-01-31
* [1/31 e-Meeting Agenda & Notes](/HpP9QIvxTLGetglz6cXZeA)
:::spoiler Action Items
##### Action items from meeting
- [ ] ==Monitor nCOV developments in PH. This could be a deal-breaker==
- [ ] ==Maning==. 
  - [x] Finalize Sponsorship Tiers by W6
    - 2020-02-07 Tiers posted to core vol for review 
  - [ ] Localize  "OSM Awards", set criteria
- [x] ==Erwin== 
  - [x] Setup separate email for PnM, socmed accounts, coordinators channel
  - [x] Verify with USPF (thru Loubert) if there are exhibit spaces (for booths, map gallery, etc). Ask for campus layout and location of facilities
  - [x] Contact/Inquire if possible to volunteer
    - [x] Neyzielle if available  SocMed volunteer
      > 2/3 Neyzielle agreed to help with SocMed as content producer [name=erwin]
    - [x] Ayoo Ayco, if available to produce integrated website (event, registration, programme) 
- [ ] ==Mikko== Proposed poster exhibit details
- [ ] Video coverage is nice to have but not necessary, but try to get into budget
- [x] get prospective sponsors list started. Do not post contact details in shared public document.
- [x] Teams should select their own coordinators. 
- [ ] Discuss Project Management Tools options
- [x] **Agreed**: Printed PnM20 certificates available for 100 PHP fee; donate full proceeds to Hinelaban Foundation, to replant trees in Bukidnon. PnM absorbs the cost of printing (5-8 PHP)  Ask this question in registration page. Cash payment made on day 1. Same applies for "certificate of appearance" 
:::
#### 2020-01-29
* Gist of [SMS](https://i.imgur.com/AcmTf46.png) from Rene Sanapo: USPF can host up to 200 participants, with access to auditorium 3 x computer laborators, 2 meeting spaces in Cebu City. Recommend stipend for UPSF technical staff/student volunteers.
  * ![](https://i.imgur.com/AcmTf46.png =100x) 
  - [x] tentative date: W22, May 27-29
  - [x] 3 computer labs (30 pax/room)
  - [x] 2 meeting spaces (no aircon)
    - [ ] confirm additional 2-5 spaces for tapok-tapok sessions
  - [x] honoraria for staff who will assist in setup
  - [ ] confirm with dean about for USPF staff/academics as facilitators/presenters
  - [ ] confirm availability of other USPF volunteers for on-site event management team
  - [x] [USPF facilities photos](https://drive.google.com/drive/folders/1OrR4w1KOyxmoZKbcKK4KohI5Kt80lKrR) from Loubert Tan
  - [x] Confirm size of projection screen or LED wall in auditorium

#### 2020-01-20
* SMS from Rene Sanapo: Tentative confirmation for venue, but waiting for official response (expected after the Sinulog festival)

#### 2020-01-15
* [Agenda & Notes - Conference Call](/VziZlpGCSRieFi0yX1fcOw)
:::spoiler Action Items
##### Action items from meeting:
- [x] ==TAF==. There are no objections from doing the conference by May or early June, provided the venue is secured, along with essential resources (venue, food, speakers). Give TAF deadline to commit by 30th Jan, otherwise defer PnM20 and find another venue/date.
  - [x] Ask ==Maning== to keep Guagua option open.
- [x] ==Erwin== : Review and share PnM19 survey summarries/assesement to PnM20 core team, and TAF.
  - [x][PnM19 Post-conference reflections](/_xlWFIWBRn6ECaNP0v-VIw)
  - [x][Anonymized Summary of Participants' Feedback](https://drive.google.com/open?id=1A-QrFl3ho7AWovwwRMIZntytkI4hvtrJ)
- [x] ==Erwin==: Share doc to draft budget to help finalize sponsorship tiers.
  - [x] [PnM20 Draft Budget/Projection](https://docs.google.com/spreadsheets/d/169mujSB9xYHFDUVzAyzKiQtTU6sWZBuYZVBQDhUPY1Y/edit?usp=sharing)
  - [x] [PnM19 Financial Spreadsheet](https://docs.google.com/spreadsheets/d/13hB4aia_K1cU0Kymgagt7AilwNblJLW3n0ZiDSngbPU/edit?usp=sharing)
- [x] Start recruiting for [Volunteer Teams](/kJatYquNQla2X7ip1fH_8A).
:::

---

##### 2020-01-09 
- [Notes from Meeting with TAF, re PnM20](/1zJXMoeMTJ2ccmlZwvfSwg)
###### Action items from meeting:
- [x] 2019w3: Sound-off USPF as venue partner and check availability of facilities, equipment, volunteers, etc.
- [x] Create Telegram channel for PnM general volunteers: https://t.me/joinchat/DDHaxxPwya3yOZiIUUvVrw
- [x] 1/9: Email the concept notes/last years program to meeting attendees
##### 2020-01-07
- Received a meeting [request](https://i.imgur.com/pwEpYBh.png) from Rene Sanapo

---

#### 2020-01-02
- [x] Erwin drafted a [concept note for PnM20](https://hackmd.io/@GOwin/HkPloU6J8) for review/feedback/inputs by Maning and Eugene
- [x] Maning forwarded a [response](https://i.imgur.com/xFat6hM.png) from Aldwin of Guagua LGU re possibility of Guagua as Host or Venue partner for PnM20, asking for details.
  - [x] @Maning Craft a response to Guagua. 
  > We may still end up needing a venue partner for PnM20 [name=Win Olario]

---

#### 2019-11-27
- Email exchange with Ric Saturay of CAR campus of Philippine Science High School re possibility as PnM20 host
  - their campus director is open to the idea
  - they responded that:
    - [x] 2-3 laboratories (25 pax/room)
    - [x] auditorium (200 pax), 
    - [x]1-3 lecture rooms 
    - [x]reliable, high-speed Internet could be challenging
    - they recommend we reach out to: University of the Cordilleras

---

#### 2019-07-30
- Email exchange from Jan Lobaton, expression of interest for San Carlos (NER) to host PnM20

