Nairobi family day meeting 20140821

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ILRI@40 NBO: Meeting #12 Date: 21 August 2014 Venue: Info Centre Time: 1000-1120

Present: Joyce, Robert, Tezira, Muthoni, Nadine, Kate On leave: Ethel, Jo

Agenda: Updates on key action points

Cocktail Peter Ballantyne has offered to pay for a cocktail from the CKM budget. The cocktail will allow for people who were not able to attend the morning/afternoon sessions to be able to be part of the Nairobi celebrations. Angie will take the lead in organizing this.

Invitation letters

  • All invites on the list have been sent out, both email invites and hard copy letters to VIPs and ministries. Good responses received so far. Follow up calls to those who haven’t responded will be made from the first week of September.
  • Emails with the Eventbrite registration link to be sent out during week starting 25 August. All emails should be sent out by first week of September. Teresa/Terry to make follow-up calls to those who will not have registered on Eventbrite within a week.
  • Nadine to compile a list of people whom Jimmy/Shirley will need to call and follow up[cabinet secretary, ambassadors...]
  • Community representatives: No response yet from Ephy. Proposed and agreed that Nadine proceed and draft the 5 letters and give them to her to fill in the addressee details and organize for hand delivery.
  • Principal secretaries in the ministries of livestock and health were swapped in the recent cabinet reshuffle. ILRI management to write to the new PS livestock [Prof Fred Segor] – Nadine to liaise with Jimmy and Shirley.

Keynote speaker Ibrahim Mayaki not available to be keynote speaker. Second option, Papa Seck, has already been sent a letter. Telephone and email follow up will be done by Jimmy and Abdou Fall. If he is not available then we can follow up with Djime Adoum or Agnes Mwang'ombe or possibly Peter Jeffries (CEO of GalvMED). Timeline: By 29 August

Panelists Still awaiting confirmation from agriculture minister (Uganda and/or Rwanda). Once all panelists are confirmed, we need to put them in touch with Ed.

Event documentation This will be handled internally by ILRI Comms. Tezira has already emailed the team to request for volunteers. Susan, Paul, Dorine, Doreen and George have agreed to assist. Tezira to write up a detailed communications plan and follow up with them.

Event MCs Angie and Muthoni proposed as the MCs for the day. Joyce to follow up with them by email to get their confirmation.

Campus tours Henry and Ethel to provide an update on whether any of the biosciences programs will have a station during the campus tours. The confirmed stations so far are: CapDev, LSE (GIS team), IBLI, BecA, PTVC, FEAST (feed assessment tool), FSZ and RMG.

Campus tour guides Jackie Mayira and Agnes Odanga have expressed interest in being ushers during the event so Jackie could take the lead in mobilizing and coordinating tour guides for the campus tours. [Henry, Jo & Ethel to note].

Meeting with Ed on 29 Aug Nadine will join via Skype

Budget Patrick to provide his updates so that Kate can finalize the budget (by Monday 25 Aug) and Joyce can forward it to Shirley that day.

Security All is on course. The main items needed by security team are the program and the list of invitees. Program to be sent to Robert by mid-September.

‘Welcome’ entertainment

  • Muthoni has identified a group of 10 Maasai dancers (manager - Stephen Moiko formerly of PLE). Kate to factor the costs into the budget.
  • Henry to liaise with the farm manager if we can have some of the animals feeding at the open field near the gate for guests to have a glimpse of the animals as they drive in.

Promotion schedule for staff awareness Will begin 1 September with Muthoni leading the process

Publications for display/dissemination Susan is compiling a list of publications for dissemination at ILRI@40 events and put forward the need to have a 'publications coordinator' for each event. Tezira has mentioned this informally to Newton and Wilson so that the Info Centre team can take the lead on this. Tezira to follow up on email to confirm.

Next meeting: Thursday 28 August 2014