Nairobi family day meeting 20140911
ILRI@40 Nairobi meeting #15 Date: 11 September 2014 Venue: InfoCentre Time: 1000-1200
Present: Robert, Muthoni, Patrick, Angie, Jo, Tezira, Loyce, Kate, Nadine Apology: Joyce
Agenda: Updates on key action points
Campus tours (Update from Jo)
- Tours will start immediately after lunch (1400 hours)
- Instead of moving through the stations in one circuit, we will now have three hubs, each with three stations. People will circuit the three stations within one hub then move on to the next hub and visit the three stations there, and on to the third hub and its stations.
- The three hubs and their corresponding stations are:
Lab hub comprising (1) vaccines & diagnostics, (2) genetics & biorepository and (3) BecA Mara House hub comprising (1) PTVC, (2) IBLI and (3) FSZ InfoCentre hub comprising (1) FEAST, (2) CapDev and (3) RMG data portal & LSE GIS portal
- Nine ushers will guide the tours; Jo will brief Jackie Mayira on the tour circuits and she will brief the other eight ushers.
- Those intending to go on the tour will need to register and will be assigned to ushers (10-12 pax per usher) so that the ushers know which groups they are taking round and which hub they will start with
- At the stations, there will be 5 minutes for presentation, 5 minutes for Q&A and discussion and 5 minutes for moving to the next station in the hub [according to a predefined order]
- We need to organise for refreshments along the tour, possibly pre-packed juice or milk that people can easily carry as they walk.
- At each hub, there should be at least one station where people can be seated
- The organizers and ushers will have a dry-run on Friday 19 September at 2:00 pm for 1.5 hours. We’ll meet at the football pitch 1400 hours and go through three rotations at one hub then one transfer to time how long it takes. We’ll then debrief in the InfoCentre.
No tents needed for the dry-run; we’ll use tables and poster boards for the station set-up
- Ethel and Henry will brief the lab-based organizers and Jo the Integrated Sciences station organizers to brief them on how to set-up their stations
- Mazingira Lab will not feature in the campus tour; Jo did not get a response from Klaus as to his interest in hosting a station and we are now logistically constrained as to the number of stations we can have
- Station organizers should communicate their logistical requirements (ICT, poster boards, etc.) to Patrick by Wednesday 24 September
- G4S security team will be in charge of access control to the labs and Mara House; Robert will organize this
- Updated details of the campus tour available at http://ilri40.wikispaces.com/Nairobi+campus+tour
Keynote speaker Modibo Traoré confirmed as the keynote speaker. He is the FAO coordinator for East Africa and representative in Ethiopia, the African Union and the UN Economic Commission for Africa, former agriculture minister in Mali, former AU-IBAR director and former ILRI Board member.
Panellists and discussants
- Three panel members confirmed
- Djimé Adoum’s deputy [CILSS] confirmed as one of the discussants
- Several other people are lined up as discussants
- Agnes Kalibata (interim president AGRA): suggested to add her to the panel for AACAA (28 Oct)
Tent set-up Front rows will be reserved for VIPs and discussants (about 50 seats).
Eventbrite Eventbrite link will be sent to all staff/students on Nairobi campus and staff of hosted institutions for formal registration purposes
AOB
- Jane Karanja of Finance has expressed interest in reciting an ILRI@40-themed poem that she has composed. Nadine to discuss with Ed to see if/how this can be incorporated into the program.
- Poster exhibit: Posters from the Tropentag and Africa dairy value chain conferences will be re-displayed at a poster exhibit (unmanned) at the lower InfoCentre space. The posters will be displayed for about a week.
- Production of ILRI@40 branded items on track (leather key fobs, post-it notes, folders, bags)
Immediate action points
- Timed agenda: Nadine to develop content for a timed agenda which will be an insert in the event brochure. Meron will work on the layout.
- Speaker bios: Nadine to prepare bios for keynote speaker and panellists
- Lanyards for name badges: Kate to place an order with Phyllis for beaded lanyards (ILRI sample). Nadine and Teresa will follow up with the payment request.
- Name badges: Teresa and directorate admins will be in charge of printing of name badges[will need small coloured stickers to stick on people’s name badges to help identify ILRI alumni on the day]
- Budget ‘revision’: Kate and Patrick to revise budget items based on upper limit numbers for the event (400) and lunch (600), taking into account possible savings on line items (e.g. cost of flights). Total budget as presented should remain as-is.
Next meeting: Thursday 18 September 2014, 1100-1300 hours
