Report Meds Forum 2019

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Revision as of 03:12, 15 December 2019 by Jasmin (talk | contribs)

Basel, 15.12.19

The Meds Forum 2019 took part in Basel, Switzerland (27.10. - 01.11.19). We want to say Thank you! It was beautiful to host all of you in our loved city, it was a pleasure to have you here and to spend this truly challenging but amazing week with you. Thanks for all the support and help we got, it was such a good experience and we belive that through the hard work during this week we could achieve a progress. We were very happy about all the feedbacks we got, they helped us to reflect and to analyze. In this Report we want to write about our experience and reflect about our work. We also add some tips for following Forum organisers, and hope that this can help and support following preparations. Thanks to all of you! Best, the swiss team Felix Wernli, Hadir Al Koshta, Jasmin Schnellmann, Dimitrie Leimgruber, Lara Wschiansky, Luca A. Pfeiffer


  • points:
  • Location
  • time, date
  • finance, sponsoring, budget
  • Workspace
  • Accomodation
  • Food
  • entertainment
  • programm, theme
  • proposal
  • selection
  • general
  • team, internal structure
  • external structure
  • communication (intern, extern, official)


W-questions before forum

who is organising the forum? team where does it take place? location, workspace, accomodation when is the forum? how many days, dates why forum in your place? benefits what is happening? structure about what will happen during this week



Location

time: fixed before the proposal in Meds forum

  • reasons for choosing Basel as the location for Forum
  • whole team at that time lived in Basel, and our school was here (fhnw hgk, workplace)
  • easy to reach (bus, train, plane)

tipps/recommendations:

  • local organisers and helpers should be close to the location to have meetings regularly, which are essential
  • find local helpers especially during the time for Forum
  • good public transport (cost and availability have to be considered)


time, date

  • Meds Forum Basel had 4 working days from Monday 28.10.2019 to Thursday 31.10.2019 and Sunday 27.10.2019, Friday 01.11.2019 were official arrival and departure days )
  • schedule had to be tight this year to fit all the work and what needs to happen in a Forum into the set work days. Forum needs to be longer than this year! a minimum of 5 working days. so 7 days total
  • the local organising team defines the date (if you want you can make a doodle to find out which date people would like to have it - use only slack for that )
  • As soon the date is fixed communicate it well on every social media and communication platform: - slack, homepage, facebook, instagram ( communicate and get in touch with the media team for homepage,Facebook and Instagram)

tipps/recommendations:

  • the amount of work that has to be achieved in the Forum by now is a lot, considering the different ongoing tasks in some of the departments and new initiatives and voting process, ergo Forum needs a minimum of 5 working days
  • define date as soon as possible after each Forum when announcement of upcoming Forum for next year happens (optional with a survey, doodle - post it only on slack )
  • publish date on all platforms ( webpage, facebook, instagram ) as soon as possible

Finance, sponsoring, budget

time: budget plan before the proposal in Meds forum

  • budget structure https://mega.nz/fm/ENVCHQLb
  • our budget https://mega.nz/fm/9MNH0A6C
  • sponsoring excel, beginn early! we were too late
  • artfaq, budget “beratung”
  • only the Ikea Foundation sponsored us - we contacted them at the end of December 2018 (application deadline for sponsor requests)
  • the person we contacted was: Rafael Rossel (manager of Ikea Foundation Switzerland, found on website, ask and contact Ikea Foundation in your country
  • we didn’t know how to do it properly, it was difficult to write the EMails
  • in each country it is different
  • problem we had to face : Forum is considered as ‘just’ a meeting, without any outcome for the city or country ( it is not open to the public ) that's why it does not fit into most sponsoring briefs
  • for more information about sponsoring: Luca Pfeiffer (Swiss Team)
  • spesen formular
  • budget (pdf budget meds basel)
  • we had spare money (why?)
  • we didnt’ pay for the hostel kitchen (+500)
  • we did pay less for lunch (+800)
  • no damages (+1000), nothing bad happened
  • shopping food (+2500)
  • bar with drinks in hostel and studilounge (possible income)
  • for food - it is possible to include breakfast, lunch, diner in the budget (included)
  • where goes the spare money: 1) pay back the participants which didn’t come
  • 2) for the past workshop we paid the debts (for spetses we paid for the lost tools)
  • 3) money for next workshop (poland 2000.-) , next forum (venice 500.-)
  • 4) team event
  • for more information about budget and budget plan contact: Dimitri Leimgrübler (Swiss Team)

tipps/recommendations:

  • budget template (pdf) https://mega.nz/fm/ENVCHQLb
  • search for sponsors, begin early
  • ikea foundation (!!submission deadline)
  • expenses form for organisers, helpers

Workspace

time to define it : before the proposal in Meds forum Ireland

  • we did this very early
  • we had the rooms for free
  • the school had to include us into their plan, room plan
  • written confirmation for the rooms, workspace
  • access to the rooms (key)
  • big rooms for presentations (aula)
  • community and meeting area (Studilounge)
  • it depends on how much participants
  • facilitation material (beamers, white boards, post its, paper, access to printer, constant access to electricity, free wifi for everyone) (responsibility organising team) contact jan (https://mega.nz/#!xFMGhYBA!cP3On3RqhsKWAlSeeNF2lNHjPNItbflexms6UaSfs50)
  • inform all the people who are in connection with the forum (students, etz)
  • who is contact person (phone number)
  • define a responsible person (from organising team) which is the contact person

* tip:

  • you need:
  • community area, big room (presentations), work rooms (smaller groups)
  • room sizes, how many people fit into the rooms, how many participants
  • workspace note: access to the rooms (key), written confirmation
  • facilitation material, ask meds network, workspace (https://mega.nz/#!xFMGhYBA!cP3On3RqhsKWAlSeeNF2lNHjPNItbflexms6UaSfs50)
  • define a contact person (responsible) for the workspace
  • free wifi access
  • free access to electricity, charge laptops (extension cable)
  • available/shop for coffee, snacks


Accomodation

time: before the proposal in Meds forum Ireland

  • very important, as close to the workspace as possible (max. 20 min)
  • transportation (we had basel card) otherwise cost for the transportation
  • location not to much in the center, but good to reach
  • good contact with the accomodation owner, inform them who is coming, prepare them what is planed, how is meds presented (young people, students)
  • the accommodation defines the number of participants
  • all participants in one accomodation, in one place (no switch between places)
  • check out the accommodation as soon as possible (is there enough place for every participant) on sight (kitchen, bar, chilling area, beds, rooms, showers, eating area etz)
  • rooms (who is in which room, not a focus, participants don’t have to think about it)

  • tip:
  • close to the workspace (max. 20min) transportation, cost, timetable
  • have a look on sight, as soon as possible (what is available, how much space do you have, can you use the bar?, can you use the kitchen?
  • inform the accomodation about meds forum, what is meds, what can they expect (younge design students)
  • consider noise pollution (how loud can it get?, music etz)
  • written confirmation, rules, make clear that everything is fixed beforehand
  • define a contact person (responsible) for the accommodation
  • no switching of accommodation during forum week, all participants in one place


Food

  • we did: breakfast self, lunch mensa, diner self
  • if possible the organising team should not have to cook, prepare food or anything (team should take part in the forum program)
  • food options, you need to consider special diets : vegan, lactose intolerance, gluten intolerance (ask in application form)
  • breakfast is manageable by yourself (but better outsource)
  • food as close to the workspace (lunch)
  • helpers: you need helpers, as many as possible (helpers means friends, family)

* tip:

  • try to outsource - catering - lunch, diner and (if possible breakfast)
  • (organising team shouldn’t have to cook, but take part in the forum program)
  • consider special diets (vegan, lactose intolerance, gluten intolerance) - many options, or a menu which fits for all of those needs
  • food as close to the workspace as possible
  • is tap water drinkable?


entertainment

city-tour-Basel by luca (possibility to see the city by a local tour guide)

  • try to find a good work-party-balance. Forum is for work, party is not main subject
  • team building events (not only partys, possibilities for gaming night, film nights etz)
  • we had our own bar (possible income) bar was in accommodation, possibility for short way home (bar in accommodation is a good option)
  • club renting? (last evening party) does not have to be in an external club (if, club need to be very close to accommodation)
  • last day, museum (was difficult to organise because unsure about how many people)
  • if you plan something like this, note: early registration, transportation (time, cost), who is contact person, who is responsible

* tip:

  • good work-party-balance. Forum is for work, party is not main subject
  • city-tour, note that people want to see the city, and get in touch with the culture
  • team building events (free time not only for drinking, but possible for other activities like: board games, film nights etc.)
  • own Meds bar with drinks (possible income)
  • party's (not necessarily in a club) close to accommodation, transportation, timetable, cost


program, content

  • define in the very beginning who is responsible for what (communication external)
  • who is responsible for the program?
  • (we didn’t organise the program)
  • We think the organising team of each forum should be responsible for the program (you can find external people who can
  • This means: you begin early (march 2020) to think about program, scecual and contact people who want to take part in organising the program of the forum
  • Open the discussion (on slack) about content team (who wants to join the content team) (list about we need people for)
  • as a organisation team you search for people who can help with the content. these people are included into the organisation group. (hard-soft-ware)
  • scecual template: (pdf) Hadir??
  • scecual forum basel: (pdf) Hadir??
  • task list: list with all the people, meds network (on wiki)
  • facilitators: very good, next time again. if possible a fresh team (neutral)
  • isa and andrew were amazing, did this for free, it was very challenging

* tip:

  • think about the content /program for forum, do this very early (february?)
  • we would propose that the organising team of each forum, searches for 3-4 people (from the meds network, ask on slack, can change every year) who can manage the program / content for this years forum - these people build the “content team” for this forum
  • the “content team” is part of the organising team - meetings often, stay in contact
  • schedule template: (pdf) Hadir??
  • task list - public, ask each department (media, communication etz.) what their tasks are - important for the program
  • facilitators - would be cool to have two neutral facilitators who want to do this for free (contact isa and andrew, meds network)


proposal, voting

  • there was progress in the voting procedure, but still things to do
  • better: videos (max 10 min)
  • short presentations on first day
  • fish bowl (without proposal teams)
  • voting per iphone
  • announcing the winner (no numbers)

'* tip:

  • we would propose:
  • in info pack - short description
  • two weeks before forum - videos (max 10 min)
  • first day forum - short presentation (max 15 min)
  • fish bowl rounds (find an activity which the proposal teams can do during this time)
  • voting anonymous, iphone
  • announcing the winner through organising team (outcome without numbers)


selection

we did a selection list   pdf liste, selection (Luca sendet mir link)

tip:

  • pdf liste (link)


team, internal structure

  • found a “verein/club”
  • new conto for for every forum
  • new mail adress ??
  • regular meetings with protocol, “traktanden” (protocol template: https://docs.google.com/document/d/19KfSD8RPAetzm7NoTH8H7LiMBsMWiIqzxThrd4ihSsA/edit#)
  • responsibilities assign (very early) food, accomodation
  • Who is working on what until next meeting
  • google drive (platform to share)
  • to do list on google drive (with date, cross if done) (https://docs.google.com/spreadsheets/d/1bu62TZA0QxBHZfxEe7xr3bam2yVHoZKizEuySnr6_GQ/edit#gid=0)
  • all documents should be shared on mega
  • be prepared if someone is falling out, feel responsible for every task “everyone knows everything”
  • slack, stay available, answer the questions, be up to date, follow discussions on slack, watsapp etz.
  • honesty, say if you need help, trust, share emotions, transparency (working together is a challenging work, be aware of each other)
  • (during forum week) short meeting, updates, discuss what is to do next day
  • celebrate your goals
  • don’t forget to have fun, good food, laughter - team building

* tip:

  • found a official legal form (“verein” in switzerland)
  • open a bank account
  • create a new mail adress
  • share all the documents on a platform (we used google drive)
  • regularly meetings with protocol (protocol template: https://docs.google.com/document/d/19KfSD8RPAetzm7NoTH8H7LiMBsMWiIqzxThrd4ihSsA/edit#)
  • define responsibilities (Who is working on what until next meeting)
  • take care of each other, be honest, groupe building, have a good time

external structure

  • who is responsible for what, positions (list on wiki)
  • where can you find informations
  • meetings with “content team” regularly

* tip:

  • stay in contact with the content team and the network
  • write a protocol during all the meetings
  • give the people of meds network an option to give comment, or ask questions (stay tuned on slack)
  • feedback after the forum, give the participants space to give feedback


communication (intern, extern, official)

intern

  • watsapp, meetings
  • google drive

extern

  • find a way how you can manage all the informations on all the channels, split, who is doing what
  • slack (slack_channel eröffnen)
  • we need a list with names on wiki, for every department - position/responsible
  • this list is important to know who to contact, and for the selection
  • (means for example:
  • media team:
  • Instagram: Rosin
  • Pinterest: Georgia Ryan)

official

  • website- very early post informations (dates, infos, application)
  • media (get in touch with media team - facebook, insta, homepage)
  • registration (google form) - participant call
  • (https://docs.google.com/forms/d/e/1FAIpQLScBzE6OA62xsxLfg8LWOtpVkCMF0hjNvmGmy-vIkYglX6hbig/viewform - this was our form- (2 months before forum)
  • mailchimp for official mails (info pack, official infos)
  • acceptance mail, payment (acceptance, waiting)
  • info pack (https://mega.nz/fm/9MNH0A6C)
  • voting procedure, videos
  • payment confirmation
  • (during forum) communicate only on slack (that’s how we did it)
  • be aware of different currency (for payment) in which currency should people pay? (how can people pay at least fees) Tipp: revolute

* tip:

  • get in touch with media team for facebook, instagram, homepage
  • website - post all the important informations on the webpage as soon as possible (including: date, place, registration period, …
  • post information for registration (participant call) on all the channels, including slack
  • mailchimp (for all the mails, very useful) (contact Hadir Al Koshta)
  • login:
  • 1) acceptance mail (acceptance or on waiting list),
  • payment information (be aware of different currency, what is the cheapest way to transfer? Tipp: revolute
  • 2) info pack (https://mega.nz/fm/9MNH0A6C)
  • 3) voting procedure, videos
  • 4) payment confirmation
  • think about the invitation letter for visa (https://mega.nz/fm/9MNH0A6C) IDs drin lassen and an invitation for uni/work (https://mega.nz/fm/9MNH0A6C)


documents

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