Timeframe for the 59th Trans Europe Halles-meeting at Buenaventura Castelfranco Veneto 5th-8th of May 2005
January 2005
General outlines, forming of working-groups, making the topics more specific. Birgitta has already started to contact centres for the different topics to see if they are interested in being in charge of one topic or another. Each centre/participant appoint themselves to be in whatever working-group they find most interesting. A document about what will be discussed in each working-group is written by the groupleader and sent out to the people in the group before the meeting. That way the working-groups can achieve really practical results during the four days of the meeting.
Delegate responsibilities and make a clear division of labour (if not done already), i.e. for food, transport, layout of the program, guided tour of Buenaventura, excursion to Venice etc.
Mon 17th of January / Mon 24th of January
Official invitation with a preliminary program and information about conference-fee is sent out to all TEH centres, friends and guests. This document should also contain information about how to get to Castelfranco the easiest way, informing about different possibilites concerning airports, trains, going by coach, going by car etc. A special invitation should also be sent to local media, culture politicians and special guests.
This first official invitation should clearly state how much it will cost to participate in the meeting
- Participation-fee for members ? Euros
- Food and excursions ? Euros
- Participation-fee for friends ? Euros
- Participation-fee for guests ? Euros
February 2005
Working on the logistics. Making sure that all plans (and all plan B:s) work logistically taking in to account how many participants the meeting will host (as centres are now starting to send in their confirmations). Working with excursions, lunches, preparing the TEH-buffet and things surrounding it. (i.e. games á la Bogen) Preparing a TEH-trip to Venice Sunday the 8th of May. Working on the schedule so that we are sure that each working-group has some space they can be in.
Fri 25th of February
Deadline to confirm how many people from each centre that are coming. The confirmation should contain arrival- and departure info; the centres that book their trips on the Internet could just forward a copy of their booking-receipt via email. This way we will not only have all the information gathered but also a chance to show how much money is spent within TEH for future budget reference. The deadline also concerns friends of TEH and guests that intend to participate.
March 2005
Making sure everything is under control with the working-groups, that all relevant information has been sent out about them and that all participants have chosen a working-group. Checking and follow-up of local media response.
Trying to engage media and make them realise the importance of the meeting.
Mon14th of March
An updated program with more details is sent out to all TEH-centres. Late confirmations are bound to come in.
April 2005
The month of creative panic-feelings. After taking a deep breath everything will fall into place.
Mon 11th of April
The final, beautifully designed program is sent out.
May 2005
This is it! Thurs 5th - Sun 8th of May The meeting takes place!
Wed 11th of May
Mental hangover + starting the evaluation.