Meeting Logistics

Meeting Format

The basic format of the meeting is -

• Pre-meeting period

Reports are due by 30 April, allowing time before the opening plenary for pre-reading, submitting comments and questions arising and for responses.

• Opening plenary session --22 May

A video conference call at the beginning of the meeting for agenda items that require 'live' discussion or reporting.

• Period for activities and tasks

Time for tasks and activities which can progress without requiring all attendees to be on the same conference (video) call.

• Closing plenary session -- 8 June

Concluding session at the end of the meeting which will include summary reporting back on progress made on the activities and tasks.

Agenda

Currently in draft form. All links to conference (video) calls will be found in the Google calendar on the Agenda page.

Google calendar is used so that dates and times will be displayed in your time zone.

Plenaries

These will be in the form of Gotomeetings.

We aim to limit each plenary to a manageable 3 hours each.

Tasks and Activities

These may involve a combination of 'live' video calls, work around an interactive document, round-robin emailing, or other methods. The format will be determined by whoever is leading the activity with support from the IMBeR IPOs if needed.

Scheduling details will added to the Google calendar on the Agenda page when they are confirmed as well as further information on each activity/task page.

(Many activities and tasks have progressed 'pre-meeting')

Comments and Questions

We have provided a form to submit comments and questions that will be recorded and viewable in a Google sheet.

This should provide an easy and efficient way of commenting on reports (or other elements, e.g. IMBeR budget) without needing to commit time for this during a group (video) call.

All comments and questions submitted can be viewed by all attendees.

Action Items Arising

We (John, Lisa, Tracey, Fang, and Kai) will document action items on a Google sheet as they arise throughout the meeting. However, you can add proposed action items through this form (or directly into the Google sheet) if they arise outside of plenary sessions (i.e. during work on tasks and activities) when we may not be present to document these.