Nairobi family day meeting 20140807

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ILRI@40 Nairobi Event: Meeting #11 Date: 7 August 2014 Venue: InfoCentre Time: 1000-1100

Present: Joyce, Henry, Robert, Nadine, Tezira, Patrick, Kate, Ethel

Updates Invitation letters/emails

  • All invites have been sent as per yesterday; others awaiting signature from Jimmy then will be sent tomorrow. So far, there has been a positive response from the invitees.
  • Need to track responses using Eventbrite; a link will be sent to those who have accepted so that they can register.
  • Begin following up the speakers from end-August
  • Follow up after next week for responses from the government ministries

Keynote speaker No response yet as to Ibrahim Mayaki's availability. If no response by Monday next week then we need to send a letter of invitation to Papa Seck and follow up.

Panel Danilo Pezo had suggested inviting Uganda's minister for livestock; we need to follow up with Ed re: protocol to follow if we have three ministers present (Rwanda, Senegal, Uganda) and how to accommodate them in the program

Budget

  • Draft budget has been prepared with catering, security, logistics as the sub-categories
  • Meeting rooms, transport and accommodation not yet factored in because we need to know how many people will be covered
  • Kate to finalize the consolidated budget to be final by Friday 8 Aug. She has already shared a draft budget
  • Finalized budget to be forwarded to Shirley for her review/input.
  • Accommodation: suggested to book 20 hotel rooms for VIP guests [Jacaranda]
  • Keynote speaker and panelist costs: Covered with certain limitations; this needs to be communicated to them

Campus tours

  • Jo sent the draft TORs to the team for comment. The updated version will be sent to Shirley then onward to DDGs to forward to the program leaders.
  • Need to identify specific people to act as tour guides or assign people if need be
  • Involve Timothy King'ori and Anthony in planning of the route of the afternoon tours

Signage required (as compiled on the shared Google Doc)

  • ILRI@40 main event
  • WC
  • Lunch area
  • Mara House
  • BecA-ILRI Hub
  • Farm
  • Media briefing room [if needed, either Room 720 or 721]
  • Tour route signs

AOB

  • A meeting with Ed is planned for Friday 29 August
  • Communicate with Peter Ballantyne re: his role as MC for the day
  • Audio-visual requirements: Patrick to advise and liaise with Hillary for planning (livestream/screens)
  • Ephy to follow up and invite the local community representatives (Joyce to send her an email reminder)

Next meeting: 21 August 2014

For next week (14 Aug): circulate updates on the main areas for follow up, namely, speakers, budget and logistics

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