> For the complete documentation index, see [llms.txt](https://use-it.gitbook.io/use-it-wiki/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://use-it.gitbook.io/use-it-wiki/about-use-it-europe/organizing-the-annual-meeting.md).

# organizing the annual meeting

You are organising the annual meeting of the network? You are super motivated but don’t know where to start? Here is some concrete input from teams that previously organised the meeting. Joyce, Stefan and Mariette, who organised Esch 2023, Prague 2024 and Nantes 2025, share their learning points and tips. Do not waste energy, learn from their mistakes. 🙂

## Team and logistics

* Avoid multiple documents in random folders, be organised from the beginning with one or two meta-documents with EVERYTHING: schedules, participants info, workshops, team responsibilities, to-do, budget etc.
* Define a reverse schedule for every single task related to the event. Give each task a deadline and someone responsible for it.
* Brainstorm ideas with your wider team to involve everyone and make them responsible. (Strolls, discovery activities, welcome pack surprises…)
* During the event, define clear responsibilities in your team: logistics leader, workshop tools, venues opening and closing etc. Spread mental load, you are not Shiva! And manage everyone’s energy to get enough rest.
* Book restaurants and catering ASAP. You’ll confirm the exact number of people and specific diets a week before.
* Define one or two safety persons: in best cases, they will be an emotional support. Their role is to make sure everybody feels safe in the big group or help with big interpersonal disagreements. In the worst cases, they can deal with violence cases, sexual assault or racist and LGBT+ aggression. No serious cases of violence happened in the network before, but it’s always better to know how to deal with this, so we highly recommend to take part in a training about these topics. The USE-IT board and Editor-in-Chief are also responsible to help and support in case of a problem.

## Schedule

* When building the schedule, remember a big group needs more time to move, pack, focus etc. Take it into account: announce a 15-minute break but consider 30 minutes, plan slow for group commuting etc. Have an official schedule, and an unofficial one with delays.
* Organise speed meetings and team building warm-up to build community feeling from the beginning. 
* Include free time in the programme and enough breaks, and keep it a bit flexible for last-minute adjustments.
* Test your games! On paper it looks like 10 min, but in reality it often ends up taking half an hour.
* Plan a looooot of time for the General Assembly. The board will give you more input on their needs and will organise all the content of this timeslot.
* Define a time manager for each day, responsible for the schedule.

## Communications towards participants

* Be SUPER CLEAR about instructions on travel costs and reimbursement. Announce a lower amount than what the budget you really have, keep it secure. Try to make the travel budget fit the participants' needs: lower amounts for national travels, a bit more for those who come from the other side of Europe, and a better rate for those choosing green travel.
* Think well about what info you ask your guests, to avoid 1-to-1 emails with 50 people.
* Insist on professionalism: be on time, respect, it’s not only fun, but also work (especially if you have Erasmus+ funding).
* Create an online platform (like Padlet, Drive or web page) to gather all the important information for participants to find.
* During the meeting, WhatsApp is a very good tool to remind people about the schedule. In Nantes, organisers sent one message every morning with a recap of the schedule and it helped smooth transitions during the day. 
* Communicate, communicate, communicate, even if the info is shared : repeat, repeat, repeat.

## Care

* Do not take for granted that one icebreaker makes everybody know each other and is at ease with the others. Plan several team building activities and ice-breakers through the event.
* Everything is in good communication and little details to make people enjoy their stay.
* Put labels on food (what it is, allergies…), especially if you organise a catering buffet.

Organizing a meeting is really not an easy task, so do things within the energy you have: it’s okay to keep things simple ! :)

It may be stressful, but don’t forget to enjoy your time. Good luck with your preparation, and do not hesitate to contact the network and former organizers for more advice.

## Downloadable example documents

{% columns %}
{% column width="41.66666666666667%" valign="middle" %} <a class="button primary" data-icon="table-list">Tracking Budget table</a>
{% endcolumn %}

{% column width="58.33333333333333%" %} <a class="button primary" data-icon="clipboard-list">Reverse schedule for Nantes 2025</a>
{% endcolumn %}
{% endcolumns %}

{% columns %}
{% column width="41.66666666666667%" %} <a class="button primary" data-icon="sack-dollar">Nantes 2025 budget example</a>
{% endcolumn %}

{% column width="58.33333333333333%" %} <a class="button primary" data-icon="sack-dollar">Esch 2023 budget example</a>
{% endcolumn %}
{% endcolumns %}