Note on March 4 core meeting

Note on March 4th Core Committee meeting

Pressent: Alan, Bruno, Loza, Meron, Million, Peter, Tibebe, Wubalem

Logistic

• 37 participants have contacted and notified that they are looking for visa facilitation from ILRI-Addis. Reminder will be sent out using Eventbrite by mid March to provide their flight details, visa requirement, and others. [Tibebe]
• Wubalem to send out updated registered participants list to Million and Tibebe every end of the week.
• Purchase of sound system is under process; expected to obtain the equipment by end of next week. [Million]
• Brown Bag sessions will be arranged in DG conference meeting, small auditorium, Room 14, Room 15, and InfoCenter. Meron will request cost center for brown bag organizers.
• Brochure for APM information sheet and/or program handouts will be prepare and printed when a day or two left for APM [Loza, Peter, Meron].
• Meron has provided sample Ethiopian fabric bag with embroidery design/layout stating ILRI APM 2010. Price is ETB 275/each. Recommended to get less price i.e. ETB 175-200. If not, look for alternative options from other firms.
• Put on the tent by April 7th [Million].
• 56 participants will be allocated to stay at ILRI campus. Recommend to book for Board members, Directors, and speaker only.
• Tibebe will contact and arrange flight booking for 3 guest speakers.

Marketplace

• Marketplace will be at the large auditorium.
• Map and program of marketplace will be prepare and attached to the invitation

Budget Recommended using water dispensers with use and throwing cap but letting see how the existing InfoCenter facility is using. Housing and Catering Unit would not be in charge of providing and cleaning glasses for drink.

The followings are changed made from the first draft budget:

• Allocated prize for poster $100
• Reduce APM dinner to $ 4000
• Engineering staff costs to $800
• Entertainment for APM dinner increased to $ 1000
• APM bag, 250 bags @ Birr 275 each (from sole rebels, fair trade, nice Ethiopia feel) reduce to $ 4000

The following are notes for the budget:

• Check price of pen and note pad from Mr. Mulatu to incorporate in the budget [Million]
• Include charge of InfoCenter for room facilities [3 days]
• Decision made to charge cost center for buffet lunch and organizers to cover brown bag lunch. These budget lines were removed. Due to charge of buffet is greater than per diem allocated for lunch.
• Cost for guest speakers [3] are not depicted in the budget. Hence, it should be incorporated.

• APM is on Ilrinet with also brown bag, market place, and poster template.
• Deadline and time need to be depicted in the instruction of poster submission.
• Daily APM E-news design is ready.
• Poster exhibition will be carried out at InfoCenter.
• Loza has provided list of potential invitees for market place. Recommend to update media list and include SNV, ECOPIA, bio-fuel companies, farms [Geniuses, Sebeta]. In addition to contact IPMS to get their partners for market place [LOZA].
• Board dinner on Wednesday has been cancelled.
• Prize jury are Dargie, Simmons, and Sibanda.

Participants - A reminder should be sent out to participants to book their flight, forward their flight details and visa requirement to Tibebe. Also advised to suggest participants to check Ilrinet frequently for update on brown bag, poster, market place. [Alan]

Next meeting March 19 at 2:00 -4:00pm