[NA-Discuss] Summit On Site Logistics

[Dharma Dailey]

Hello Staff and Summit Working Group!!!!

  Since the Questionnaires indicates that the Summit will be a working  
session, it would be good if we can plan to  tailor all logistics to  
making it as easy as possible for people to get work done while in  
Mexico City.

Here is my list of logistics that make it easier for people to get  
work done.    Staff:  How accommodating to the following the selected  
venue?


Spaces:  If we are able to get all of these in direct proximity to  
each other - no riding elevators or chances to get lost -- that is  
better.

Open Space.

Regardless of whether the Working Group adopts my proposal to follow  
an open space format, we should accommodate ad-hoc meetings and  
impromptu sessions.   There should be some rooms or designated space  
where these meetings can occur.

24 hour space.

We will have people from all over the world, so we should accommodate  
that people may want to work around the clock.

Work Space.

There should be a "business center" space with solid internet  
connectivity, printers, faxes, phones, and the like.

Chill Space.

A designated "At Large Lounge" with comfortable seating and internet  
connectivity would be nice.   At similar events, I've rented couches  
to achieve this.

Eating Space.
Running around to eat is a productivity drainer.   Better to keep  
people together to eat.  I'm in favor of having breakfast and lunch in  
the meeting space with dinner at an off-site location that can  
accommodate everyone.   Dinner is a good time to do an evening plenary  
followed by some trust building fun.  Ideally, we would partner with  
local ALSs on such an event.

I know that in Puerto Rico, there were a couple of issues with food.   
First being that the food at the hotel was expensive.  Second being  
that the food at the hotel didn't accommodate everyone's diet.    
Logistics crew should make sure that we know each participants food  
needs, scope out local eateries and make a list with maps.    Food is  
too important to leave in the hands of whoever happens to be at the  
Hotel Front Desk.   If we need to try to get sponsors for food, now  
would be an excellent time to know that.

Healthy Snacks and Drinks.    Should be on premises at all times.

People:
I would like a few people from At-Large to be on the ground at least 3  
days prior to the Summit to trouble shoot logistics and a few more to  
be on the volunteer to be on logistics during the event.  If we had  
one or two people from each region who everyone in their region knew  
they could trust to help them out with logistics, it will make  
everyone feel more welcome and comfortable.

Timing:
What days are Summit expenses being covered for?  It's always good to  
know well in advance if a meeting the night before or on the last day  
is possible.