23 Jul 2015

Dear Stefano,
Thank you for applying to hold a meeting at RDA Plenary 6, your meeting
has been scheduled for*24 September 2015- BREAKOUT 4 - 11:00 - ***12:30*
You are invited to update the group meeting page with a session
description, objectives & agenda by 14 August at the very latest. Please
bear in mind the "Getting the most from your meeting" courtesy of the
RDA Technical Advisory Board when preparing the meeting*:
Attached is a copy of the preliminary schedule for your information in
which we tried to avoid as many clashes as possible. We are unable to
accommodate any schedule changes due to the programme complexity and
overall number of meetings. Thank you for your understanding on this.
For any questions please don't hesitate to contact (Rainer Stotzka
<***@***.***>; Hilary Hanahoe
<***@***.***-itservices.com>; Timea Biro <***@***.***-itservices.com>)
The *Comment* function is enabled on the meeting page mentioned above,
please encourage members and others to use it to make suggestions or ask
questions related to the meeting*.
Important dates:*
July 31, 2015: Early Bird Registration Ends
August 14, 2015: Delivery of session overview including description,
objectives & preliminary agenda
September 1, 2015: Publication of the final program with defined session
description, objectives and agenda
*/1. Preparation/*
As the number of sessions at P6 are constrained, it’s a good idea to try
and move material out of the sessions to free up some time. A good
candidate for this is anything that is one-way information flow (such as
an update on what the group has been doing). Consider placing this
material on your RDA group site and explain that you will assume people
have read this prior to coming to the session. You should also consider
holding preparatory audio/video conferences ahead of the meeting to both
plan the session and answer any common questions. Finally, any documents
to be shared should be sent out as early as possible. This allows people
who are attending to prepare for the sessions, and those who can’t
attend to provide their thoughts in plenty of time.
*/2. Understanding your audience/*
This year, we will be colour-coding the WG sessions in the program to
indicate whether they have been going 0-6 months, 6-12 months, or 12-18
months. We hope this will manage expectations a bit better for those who
turn up. It might still be useful to ask at the start of each session
who is new, and point them to your materials in your group area on the
website so they can get up to speed.
*/3. Supporting those who can’t be there/*
Of course, not everyone who cares about the work of your group can be
present in Paris. We are still working out how best to support remote
access (more on this closer to the event), but you should arrange to
have someone take notes about the session and any actions arising, and
place these in your group area for the benefit of those who couldn’t
attend (or who had a clash!).
*/4. Working, not presenting/*
We’d like to encourage you to use the time in Paris to get work done. In
particular, try to avoid overuse of presentations - place these online
prior to the meeting and ask people to review them. Think about how best
to structure your sessions to discuss issues, achieve consensus and
assign tasks. And, this year, there will be additional unbooked rooms in
each session that you can request from the conference organisers if you
need more time around a table to plan the next 6-12 months.
*/5. TAB wants to help!/*
And, of course, your TAB liaisons are ready to help you with this in any
way possible. Please contact them with any questions.
Many thanks and kindest regards,
Timea Biro
Trust-IT Services Ltd. Trust-IT Srl
Chase Green House via Nino Bixio, 25
42 Chase Side, Enfield 56125 Pisa - ITALY
Middlesex EN2 6NF - UK
Tel: +39-050-28359
Fax: +39-050-503325
skype: timea-biro

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Microsoft Office document icon RDA_P6_SessionScheduling.17Jul15.doc253.5 KB