05/06/2019 rd-alliance.org

Agenda Background on RDA Plenaries Themes Main Plenary components Committees Technical Requirements Other Financial Considerations Announcing P7 in San Diego

Plenaries to date …

Main Plenary Programme “Usual schedule”: 3 plenary sessions (90-120 minutes) 8 parallel session slots (up to 12 parallel breakouts) – 90 minutes each Cocktail & Dinner networking opportunities Poster session Early Career visibility opportunities “Governance” meetings: Council, OAB (open & closed 90 + 90) Responsibility: RDA & TAB & PC Management: Google matrix shared Scheduling App: identify a suitable one

Include the Canadian elements to the programme Programme Elements Keynote presentations with scientific or socio economic focus of relevance to RDA (maximum 3) lasting 45 minutes maximum Panel session (60 minutes) focusing on RDA regional government representation RDA output & adoption highlights (number and duration based on Recommendations & being showcased at the time of the plenary in question) RDA Business: report to members from Secretariat, TAB, OAB & Council (30 minutes) Joint WG / IG plenary sessions (45-60 minutes) Future plenary announcements (10 minutes per plenary) & Closing remarks (20 minutes) in the Final closing Plenary session Include the Canadian elements to the programme

Meeting Room Requirements for 19-21 sept 2017 1 large plenary (at least 500 participants) which can be used for at least 12 parallel breakout meeting rooms of different sizes (20-50 and 50-150 participants per meeting) for a total of 8 breakouts over 3 days At least 3-4 board rooms for 15-25 people registration area, Poster, exhibition & demo areas Catering & networking facilities Where possible the posters, demos etc. should be located in the central networking areas ensuring maximum visibility & an opportunity to meet and interact. 05/06/2019 rd-alliance.org

Meeting Room Requirements for 18 Sept 2017 3-4 meeting rooms with different capacities should be available for 1-2 days before the plenary meeting for RDA meetings for RDA coordination meetings RDA for Newcomers - 150 participants – 2 hours RDA Funders Forum – 40 participants – 4 hours RDA TAB / Group Chairs – 100 participants – 4 hours 05/06/2019 rd-alliance.org

Programme Committee Composition & Expected Role plenary10-pc@rd-alliance.org Responsibilities Local dignitaries Keynotes & Panel for the Opening session Midday keynote - to be decided (similar to Plenary 7) Final call on the collocated events (first screening done by the Organising committee) PC Members: Frédéric Bouchard (Co-chair), Université de Montréal Hilary Hanahoe (Co-chair), RDA Mark Leggott, Research Data Canada Mark Parsons, RDA P11 representative (when identified) …..

Organising Committee Local Chair – Nao? Hilary Hanahoe (Co-chair) - Rainer Stotzka (TAB) – Scheduling Timea Biro - Web Platform …. plenary7-oc@rd-alliance.org

Meetings Programme Committee Establish a bi-monthly schedule Weekly in January & February 2016 Organising Committee 1st meeting in March & establish a bi-monthly schedule Weekly from January & February 2016

WiFi A stable, reliable and robust internet service is required. It should have multiple access points and be able to support at least 2 devices per participant and coverage should be throughout ALL conference facilities / venues. 500 attendees * 3 Wireless Devices/attendee = 1500 * 75% (Wifi on) = 1125 * 50% (concurrent) = 560 concurrent devices Minimum Acceptable per Connection Bandwidth (BW) = 1 Mbps per device => 560 Mbps = total bandwidth consumed if all connected devices were consuming the bandwidth simultaneously

Other Technical Requirements Power Sockets & Charging Stations LCD Projectors & Screens in all rooms Remote Access Facilities?

Logistics Accommodation: Provide a list of hotels & (if feasible) agree rates for delegates Social Events: dinner, cocktail, entertainment … Scientific Tours: & academic & industrial organisations Tourism: advice, useful information, maps, etc. Visa: host organisation should issue visa invitation letters & provide information on the web site

RDA Plenary 7 Financial Considerations

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