Logistics Actions

Action Lists for Logistics Committee

Item No.	Action points	Details of work	Person responsible	Status
1	List of participants and their itinerary	Participants will register online. And Wubalem will compile and disseminate to all concerned. Registration of Board and SAP members Registration of Directorate After registration, participants or their designates will directly contact Tibebe for visa, etc. arrangements.	Wubalem Terry Muindi Catherine Thiongo Tibebe	Updated list was emailed to Million and Tibebe on : * February 19th * March 9th * March 18th * March 26 * April 1 * April 8 * April 10 See the summary of registered participants Done
2	Visa arrangements	Information supplied by eventbrite end of march, all visa facilitation letters ready visas on arrival - under control add reminder in final letter to participants.	Tibebe and Liaison team	Tibebe is directly contacting participants.
3	Vehicle requirements	Airport transfer - not via hotels. Local movement - propose shuttle buss service time	Liaison (Tibebe) and Transport (Wolde) Million and Loza	Need to chase people
4	Plenary Tent	Set up of Plenary tent to be ready on Wednesday April 7. Set up of Plenary tend for testing all logistics on March 24. Peter needs to inform his convenient time. Check the number of chairs and table available at Zebu club It seems possible if we have the podium and staging in middle of one of the long sides with chairs in a semi-circle. We need to have 3 screens for Powerpoints and excess light is a problem. VGA splitters have arrived.	Million Million and Loza Million
5	Marketplace	Set up of 'Marketplace' in the large auditorium on Friday morning. Set up of stands etc ready by lunchtime April 16	Million/Azeb's team
6	Meeting room equipment/labour	1. Lap top – secure laptops with Office 2007 from IT 2. LCD projector (6) 3. Podium 4. Pin boards (6 new, 6 old) 5. Flip charts (7) 6. PA system (6) 7. Stage	Peter/Ketema Million Million Million Million Million Tesfaye and team
7	Participant name tags	A few name tags will be prepared for organizers and visitors. cheap badges for all? from eventbrite; link to game?	MIS team
8	Office requirements	Internet Café and computer lab will be made ready for use by participants. The InfoCentre will serve as a “Yammer Space” for participants to connect to wireless and work on their laptops.	Ketema, Azeb Peter, Azeb
9	Secretarial assistance	Themes and OPs will be reminded to use their own assistants A central place - APM helpdesk - Abeba A? Infocenter. reconfirmation tickets - come to liaison / or Hiwot goes to APM helpdesk?
10	Flower arrangements	Housing and InfoCentre to organize	Million and Azeb
11	Front entrance / lobby	Change the face of the lobby displays. Statue of cow (is this necessary?)	Azeb Abraham Azeb Abraham
12	Grounds	- Repair and maintenance - Grass and flowers Compound upkeep	Tesfaye and team
13	Utilities	- Check if direct phone lines are working - Water flow - Electricity (generator)	- Liaison and IT - Liaison and Engineering - Engineering
14	Accommodation needs, services and catering	Two hotels have been booked. Both hotels have wireless and cabled internet access. * Beshale Hotel has only 20 rooms available. * Panorama Hotel – 30 rooms have been booked. * Beshale have agreed to provide morning transport. * Panorama Hotel have agreed to provide morning and evening transport. * Intercontinental - 15 rooms booked, no pickups Actual hotel need will be determined by the number of registered participants. Priority ILRI booking will be given to Directors, Board members and guests. Rooms will be allocated on first come first served basis. Final room allocation list to be forwarded to Tibebe	Million and Housing team Million
15	Special lunches/dinners and receptions	- P&C cocktail in the InfoCenter on the 14th, to be paid for by P&C. - Marketplace and cocktail for all participants on the 16th. - Closing dinner on the 17th.	Million and Catering team
16	Welcoming gestures	Travellers’ info package on ILRINET and addis-wiki	Loza	DONE
17	Marketplace	See marketplace proposal Attach a map of the Marketplace to the program and marketplace invitations.
18	Notification to Zebu club members	For APM week – Zebu to be closed 5:00pm onwards.	Million and team
19	Clinic	On 24-hours stand-by for 10–17 April. 10–14 for Board meeting 15–17 for APM	Dr. Mikael (Jacob to inform Dr. Mikael)
20	Receptionists and telephone service	Receptionists to be on duty daily up to 8:00pm during 10–17 April.	Tibebe
21	Group photo	Apollo and Loza to organize	Apollo, Loza
22	Estimated budget	Prepare a draft budget based on previous APM expenditures conducted in I have prepared and included in the APM budget for the required service costs as per details requests.	Million, Tibebe	Done
23	Filming equipment from Nairobi	Clare has sent her film information for processing at the Ministry of Information. I (Loza) will process submit it to the Ministry of Information.	Loza
24	Flight details	Flight details of registered participants are missing. Liaison Unit is contacting and collecting flight details of participants. Updated/last version of details list will be forwarded to Million and Wubalem. Reserve flight details of guest speakers.	Tibebe Tibebe
25	ILRINET	Suggest to send reminder for registered participants to check ILRINet frequently for update on brown bag, poster, and market place	Alan	Done
26	Invitees for Market Place	Update list of invitees for market place i.e. include SNV, ECOPIA, biofuel companies, farms [Geniuses, Sebeta], IPMS partners and update media lists.	Loza
27	Pen and note pad	Get price of pen and note pads from Mr. Mulatu [Store] to incorporate in the budget	Million
28	Actual Expenditures	Recommend to update actual expenditures incurred on wiki	All
29	Theme Meeting	Send a reminder for Theme Leaders to book meeting rooms. Book meeting rooming according to their request.	Alan Million	Done