Note+on+March+19+Core+Meeting

**March 19, 2010** **DG Conference Room** Peter Ballentyn, Tibebe Gebreamlak, Wubalem Dejene
 * 4th Core Committee Meeting**
 * Present**: Alan Duncan, Bruno Gerard, Loza Mesfin, Meron Mulatu, Million Gebreab,

- Remind to send out poster submission reminder using Eventbrite **[Alan and Peter].** Received one poster only. . - Daily e-news template design has been finalized. - 14 ILRI staffs have registered for Market Place. Invitation will be sent out for Hosted Institutions and external organization. - Invitation of Hosted Institution for market place and APM will be done. Alan has discussed with Jacob Quaye about the list of Institutions. **Alan** will draft invitation letter for APM and **Peter** will draft invitation for market place stand. - **Loza** share with Jacob about Hosted Institution list. - John McDermott has rejected purchase of small bags for APM participants. P&C will buy only 50 bags from its cost center. Recommend to use the existing ILRI paper folder. The number of available copies should be finding out from Bizu - Meron with her team has been contacted DJs and bands in town and updated their price on wiki. Suggested to go for DJs [DJ Jonathan for Thursday and DJ Wish for Saturday night] than full band. - What’s up Addis has promised to give 250 copies of their brochures. - Prepare different color A5 size paper for voting and icebreaker purpose**, Loza.** - Welcome ILRI banner will be prepare and posted on the main gate. - Loza has recommended incorporating children circus for entertainment night. Accordingly, it was decided to include the circus program with market place. Informed that the circus team offer ETB 4000/hr. - Pictures with description will be posted in scarred area of the Campus.
 * Update on Comms**

- Tibebe has contacted all registered participants about their visa and flights. Also contacted MoFA to provide information about visa on arrival. - Informed that 34 participants’ flight details are available only. Tibebe is contacting and following up with participants’ flight details. Send out updated list of flight itinerary to Million and Wubalem on due courses **[Tibebe]**. - Discussion was made on local transport service. Informed that Panaroma will provide in the morning and evening shuttle bus. Beshale will provide morning service only and Inter Contential none. Decision was made that ILRI should facilitate local transport than rely on the Hotels. - Million and Loza will prepare a proposal time for shuttle bus arrangement from/to hotel and ILRI campus. - Forward participants’ hotel allocation list to Tibebe **[Million].**. - Recommend to prepare a badge for participants and make it available in their hotel room. - Informed that power generator will be lent from GenBank and IPMS. - Suggestion was made to set up APM Help Desk at InfoCenter and assign Abeba to be a contact person. In addition, suggested Hiwot from Liaison to be a contact person for reconfirming participants’ air ticket.
 * Update on Logistic**

- 12 brown bag sessions have been registered. Venue and date will be identified on due courses. - Recommend to put all expenditures related to APM on wiki. In addition, Organizers have to obtain Alan’s approval for procurement/services cost more than $300. - Check with Zebu if they have round table [**Million**]. - Checking a table set up, sound system, logistics, LCD and others in the tent by March 24 [**Million and Loza**]. Peter need to confirm the time. - Send a reminder for Theme Leaders to book meeting rooms [**Alan**] - Send a reminder for Theme Leaders that IRS Staff Council meeting will be conducted on April 14 15:30-17:00hr. **[Alan]**
 * Other**

Next meeting: Wednesday March 31st