Guidelines for the Organization of Meetings

Technical Factors

• find/reserve a room > SeqAn Retreat March 2012 with Illumina: T9/053
• look into technical/computer requirements
• during semester holidays:
  inform Susi Üzel, FBV about place and dates of the meeting with regard to cleaning of the room(s): "...Wir haben eine Veranstaltung vom…bis… in Raum.../Straße. Bitte lassen Sie den Raum in der Zeit in den Reinigungsplan aufnehmen."
• put up direction signs to location

Food Factors

• coffee, tea, milk, sugar, cookies (possibly: coffee filters, table napkins, if out of stock)
• beverages: Durstexpress (= Getränke Hoffmann) - phone 0800 4402200 - our Kd.-Nr. 16386 - ask for delivery "auf Rechnung"!
• fresh fruit when indicated (large meetings only)
• catering service when indicated (large meetings only)
  • eßkultur: canteen of Ethnologisches Museum in Takustr. 38-40 (don't let the divergent contact address confuse you!)
  • soupkultur
  • Butterstulle
  • aveato Business Catering

Administrative Factors

• prepare a list of participants
• prepare a list of your expenses
• keep all invoices/receipts
• prepare a list of fees/revenues received
• prepare confirmations of participation/invoices, if required (Teilnahmebescheinigung/Rechnung)

Storage

• coffee, tea, milk, sugar, cookies:
  room 013, cupboard next to Anja's desk
• mugs, glasses, tea-spoons, bowls, coffee machines (big/small), round filters for big machine, thermos flasks, table napkins:
  kitchen 022a, white cupboard/bottom (the key is in room 013 where the other keys are kept)
• cold beverages: wherever seems appropriate to you

Preparations for the day (each day of the meeting)

• make sure the tables in the meeting room(s) are clean
• change seating arrangements, if required
• prepare tables for hot and cold beverages, cookies, mugs, glasses, etc.
• prepare tables/room for catering, if required
• get everything ready (coffee, hot water, cookies, fruit) and arrange it nicely
• get the room and gear clear and ready for the next day

Wrap-Up

• leave all tables and seats clean and clear of waste
• re-establish FU seating arrangements
• clean out and scrub the big coffe machine and all thermos flasks
• return all clean tableware, machines, thermos flasks, tea-spoons, etc. to the white cupboard/bottom in the kitchen 022a
• return all technical gear to IT-Service if applicable