23October

Notes of the 3rd ILRI@AACAA task force

23 October, 201 1. Display at dinner area will be for the ILRI DAY ONLY – Tuesday 28th not for the four days. Responsible - Paul, Jane 2. Visit to KICC – Friday pm Shirley lead- Patrick, Jane, (Rachel to organize transport for 1.30pm ) 3. Closing remarks on Tuesday – Okeyo 4. Ushers – Jackie Mayira IN CHARGE: List is as indicated in the table below.

KICC Secretariat:

Day	Location	Activity	Personnel
Sunday	KICC Secretariat:	Registration:	Terry Amaya, Jane Gitau
		Registration/ushering:	Sara Nyongesa, Anne Miki, Jackie Mayira, Mwangi Kamau
Monday		Registration/ushering:	Terry Amaya, Jane Gitau, Sara Nyongesa, Anne Miki Jackie Mayira, Mwangi Kamau
Tuesday	Secretariat: KICC	Registration/ Ushers	Elvira Omondi, Immaculate
		Ushers	Sara Nyongesa, Anne Miki Jackie Mayira, Mwangi Kamau
			ILRI Wednesday
Wednesday	ILRI –	Ushers	Sara Nyongesa, Jackie Mayira, Anne Miki, Mwangi Kamau , Elvira Omondi,Immaculate
Thursday	KICC	Notes	Ethel Makila, Jane Gitau

5. Microphones in the tent: A request to be put forward for 6 -(Patrick) 6. Video recording: livestream not possible – Patrick to confirm from KICC that they can video record for us the key note and panel debates (they will be put as links to proceedings thereafter on the website) Muthoni to be responsible for video 7. Speech – almost done (Ephraim) – Shirley to forward draft to Jane and Tezira. Jane to get final copy after it is read out 8. Communications: a. Notes to be taken by all communications people handling the event. These will be used for blogs, tweets. b. The ILRI event ILRI DAY will be covered in its entirety with note taking for blogs and tweets. These will be covered as follows: i. Notes/Blogging – responsible- Susan, Paul – OFFICIAL opening speeches, and afternoon debates. Tezira, to support with tweets ii. Tuesday – break out Debate- pastoral- No ILRI staff presenting on Tuesday. Tuesday – breakout Debate for markets- Tezira to handle the debates relevant to FSZ only; Angela to support Epi and other ILRI teams iii. Small holder productions – ILRI staff – Tadelle presenting Paul to cover c. Other sessions where ILRI staff are presenting apart from the Tuesday will be covered. Communications staff will be spread out to cover those sessions on Monday and Thursday. (please see the wiki link for the full coverage now) d. Photography – Muthoni and Mungai for ILRI@40 and ILRI people e. Video – Muthoni

9. Registration: a. Shirley to send message to all people in research to ask them to register. She will encourage people to stay on for afternoon and dinner. Online and on-site registration will be paid from their programs @90 dollars per day. Other information is on the website. Terry assisting with registration on site. b. Rachel – may be needed along with a few others. How many people are required to assist? Ensure Okeyo has list so he writes to supervisors. c. Ushers and communications people serving ILRI@40 need to be registered- approximately 7 people. d. Transport for people each day: Teresa and Rachel arranging this as is needed e. Other people assisting, banners etc need to be identified. f. Poster boards 12 for the infocentre light blue – are available for use on Wednesday. Seven more can be added). For KICC we shall have pull ups only.

10. The Hard Talk: a. Speakers: Ed to send preparatory email about the moderation. Shirley has asked Yemi to send paper ahead of time. b. Jimmy will welcome people and introduce all those talking and then Ed will take over. c. This team will meet at lunchtime on Tuesday to firm up ideas– which rooms will be available? Will need a debriefing room for 10 people. d. Can we have a podium for the debate? – can we use the tents where we will have the dinner for our meeting instead? Find out when set up for tent will be completed. Will we need screens and projectors in the tent? There is a sound system in the tent.

11. Wednesday Field visit: a. First come first served basis in registration – limited to 50 b. Are there people we need to target for the field visit? 40 spaces and we reserve 10. Jane to tell Terry to organise. c. Ethel on field visit ILRI: communication had been initiated with those who had the various stops during Oct 1 event.

12. 2 buses to bring participants to ILRI on Wednesday. a. Welcome at JVC – Jimmy or Iain to welcome them. Nadine to confirm who is available b. People visiting to wear their registration badges 13. Assembling publications on Monday – Rachel to lead the team 14. Speaker bios, introducing ILRI and the Tuesday program will be put in the folders. 15. Arrangements for reporting, photography on the ground on site. Jane to check with Okeyo. 16. Arrange access to grounds to support the event for: Tuesday – Patrick Mbithi Sunday - Robert Communications and other support people as necessary