Atomic Threats Around the Baltic Sea book project/Planning meeting - programme

<= book project | <= Atomic Threats In The Baltic Sea Region project

Goals
The goals of the "Atomic Threats In The Baltic Sea Region" project:
 * to educate ourselves and the public about the nuclear threats around the Baltic Sea,
 * to contribute to building an anti-nuclear network in the Baltic Sea region and beyond,
 * to strengthen our anti-nuclear campaigns.

The end goal of the planning meeting:
 * to come up with the plan and divide responsibilities which are clear, realistic, with which everyone agrees and can work further

The goals of the planning meeting:
 * to involve more new people to the project
 * to share ideas for mutual anti-nuclear activities, projects and campaigns in the Baltic Sea area, and to figure out activities and projects we will focus on within the project
 * to discuss and share tasks and responsibilities within the project
 * to concretely plan future steps of the project and responsibilities for those

Keep in mind
We, who participate in this meeting, are not the only people working on the project, so we cannot make decisions for everyone.

This is not the final decisions project meeting for the rest of the project period, the project might take other shapes as it goes.

Proposal for the schedule of this weekend
Friday, 20th of September: Arrival day. Clarification of logistics, e.g. how do we cook together, sleeping space. Non-formal introductions. Formal issues like refunding travel costs, collecting the receipts for that, people are "checking in" on our participants lists, ... Clarifying departure times and tickets back home issue of some people.

Saturday, 21st of September: 08.00-09.00: Breakfast

09.00–10.00: Practical issues and introduction of each other:
 * Organizing ourselves for the weekend (e.g. cooking, cleaning, and whatever needs to be organized to be able to work on other topics - to organize life during these two days) - 15 minutes.
 * Short introduction of each participant (country, campaign/group) – 15 minutes (1 minute/person).
 * Round on motivation, capacities and commitments participants are willing to make to the project - 30 minutes (2 minutes/person).

10.00-10.30: Presentation of the proposed programme, and chance to change details; clarification of working methods, basic rules, decision making, and tasks in the meeting (time keeper, writing minutes, facilitation, ...)

10.30-11.30: Introduction of the project and state of affairs, including an overview of what has already been done, what needs to be done, clarifying the tasks, financial issues...

11.30-11.45: Break

11.45-12.45: "Nuclear Baltic Map"
 * Introduction and overview on "atomic threats in the Baltic Sea region" - visualized in a Baltic Sea map. Showing atomic facilities, people already committed to investigate on those, where are participants situated to. This map can help us to connect activities and projects that will be discussed later on in the meeting.
 * Introduction of the reference book project; checking who to join the investigations.

12.45-13.30: Brainstorming of the ideas for the project

13.30-15.30: Lunch break (cooking + eating)

15.30-16.30: Selecting ideas of activities, projects, campaigns and actions from the brainstorming to be focused on at this weekend, and possible strategy how to implement them.

16.30-18.00: Smaller working groups on the selected activities
 * Exchange concrete visions and suggestions for doing those concrete projects, and to do first preparations...

18.00-18.15: Break + dinner buffet provided (to have food individually during the following sessions)

18.15-19.00: Preparation of the Skype conference
 * Includes preparation of technical equipment and preparation of topics and information to be shared with people in the Skype conference.

19.00-21.00: Skype conference with the interested people who could not participate in the planning meeting. Info on what we have done during the day. Discussing specific questions on how to develop this project.

21.00-24.00: Further discussions; time for sharing additional information of participants (like on specific projects / atomic issues); or relaxing already from the day.

Sunday, 22nd of September: 08.00-09.00: Breakfast

09.00-09.15: Organizing ourselves for the last day (e.g. cooking, cleaning, ...)

09.15-09.45: Presentation of this day's schedule; chance for changes.

09.45-11.15: Continuation of smaller working groups on the selected activities

11.15-11.30: Break

11.30-13.00: Sharing tasks and responsibilities of the project
 * Overview of those and clarification who will contribute to what of them.
 * Splitting up into working groups (e.g. media group, finances group, coordination group, investigation group, etc.)
 * Topics for these groups, for instance:
 * finances group: maintaining our budgets; raising additional resources
 * media group: discussing the draft of the first media release of the project; planning next ones
 * promotion group: discussion of reach-out materials like flyers, reference book, ...

13.00-15.00: Lunch break (cooking + eating)

15.00-16.30: Continuation of working groups

16.30-18.30: Clarification of the next steps in the project
 * Skype conferences, working meetings, preparation of those
 * Including secure communication input and possible discussion on how to implement it in our work process.

18.30-18.45: Break

18.45-20.00: Other issues/time buffer/meeting evaluation.

20.00-21.00: Dinner and official end of programme

21.00-24.00: time for more discussions, relaxing, and: a volunteer with the project house will have a birthday campfire - and we can join it!

Monday, 23rd of September: Cleaning up. Departures.