Guidelines for the Organization of Meetings
Technical Factors
- find/reserve a room > SeqAn Retreat March 2012 with Illumina: T9/053
- look into technical/computer requirements
- during semester holidays:
inform Susi Üzel, FBV about place and dates of the meeting with regard to cleaning of the room(s): "...Wir haben eine Veranstaltung vom…bis… in Raum.../Straße. Bitte lassen Sie den Raum in der Zeit in den Reinigungsplan aufnehmen."
- put up direction signs to location
Food Factors
- coffee, tea, milk, sugar, cookies (possibly: coffee filters, table napkins, if out of stock)
- beverages: Durstexpress (= Getränke Hoffmann) - phone 0800 4402200 - our Kd.-Nr. 16386 - ask for delivery "auf Rechnung"!
- fresh fruit when indicated (large meetings only)
- catering service when indicated (large meetings only)
Administrative Factors
- prepare a list of participants
- prepare a list of your expenses
- keep all invoices/receipts
- prepare a list of fees/revenues received
- prepare confirmations of participation/invoices, if required (Teilnahmebescheinigung/Rechnung)
Storage
- coffee, tea, milk, sugar, cookies:
room 013, cupboard next to Anja's desk
- mugs, glasses, tea-spoons, bowls, coffee machines (big/small), round filters for big machine, thermos flasks, table napkins:
kitchen 022a, white cupboard/bottom (the key is in room 013 where the other keys are kept)
- cold beverages: wherever seems appropriate to you
Preparations for the day (each day of the meeting)
- make sure the tables in the meeting room(s) are clean
- change seating arrangements, if required
- prepare tables for hot and cold beverages, cookies, mugs, glasses, etc.
- prepare tables/room for catering, if required
- get everything ready (coffee, hot water, cookies, fruit) and arrange it nicely
- get the room and gear clear and ready for the next day
Wrap-Up
- leave all tables and seats clean and clear of waste
- re-establish FU seating arrangements
- clean out and scrub the big coffe machine and all thermos flasks
- return all clean tableware, machines, thermos flasks, tea-spoons, etc. to the white cupboard/bottom in the kitchen 022a
- return all technical gear to IT-Service if applicable