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Bev Bachmayer <[log in to unmask]>
Thu, 16 Jul 2020 08:54:23 +0200
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Hi Ondrej,

I would like to check in if you have had a chance to answer the questions,
we have a meeting next week on Monday and would like to make a final

Bev Bachmayer

On Wed, 1 Jul 2020 at 18:07, Bev Bachmayer <[log in to unmask]> wrote:

> Dear Ondrej,
> Thanks again for your proposal for hosting womENcourage 2021.  The
> steering committee appreciates your detailed proposal.
> We are very interested in your proposal and have placed it in first place.
> However, we would like to get clarification on a few points. You are
> welcome to answer by email or perhaps it is more efficient for you to have
> a short conference call to discuss these topics.
> The list of questions follow:
>    1.
>    We would like to be sure that you are well connected with all the
>    Czech Republic Universities as well as the ACM chapter in Prague.  Please
>    let us know if you need contacts.
>    2.
>    Additionally, please elaborate on how you plan to distribute
>    information across all universities in Czech Republic and further afield.
>    3.
>    Successful womENcourage events always have 2 co-chairs for every
>    position,  therefore a local and an international chair are required for
>    each position on the organizing committee.  This allows us to be more
>    efficient, when one chair goes on holiday or if they have to take leave for
>    some reason.. Please let the steering committee know if you need help
>    identifying international chairs. Additionally, having local people from
>    other organizations/universities involved in the organisation of the event
>    will help to spread the word, for example to universities and local ACM
>    chapters. A complete list of chairs is needed by the end of September.
>    4.
>    The detailed budget should be stated clearly, we need to understand
>    the cost of rooms for each workshop, presentation, etc.  Is the total cost
>    for all needed conference rooms reflected in the budget?
>    5.
>    Needless to say a high speed WIFI connection should be available, for
>    at least 300 or more attendees. Based on our experience, we believe
>    that the complimentary wi-fi might prove insufficient, therefore higher
>    speeds should be negotiated or budgeted.  Can you check that the
>    proposed wifi is sufficient for the number of planned attendees?  What is
>    the additional cost if we need a stronger Wifi?
>    6.
>    The accommodation should be clarified, it appears that some places are
>    more than 1 hour away from the venue.  Can you clarify the distances to
>    attend the event?
>    7.
>    Thank you for the information about online events,  can you evidence
>    any past experience with large online events?
>    8.
>    The Theme seems to be very general,  it should be narrowed to be more
>    distinct and specific.   We can discuss this after approval and develop the
>    best wording of the theme for the event.
>    9.
>    Please be aware that ACM provides the website and that we need to
>    follow the format and template of the current womENcourage website. You can
>    have a third party company to work on administration of the website.
>    However, this is traditionally done by volunteers.
>    10.
>    The situation is the same with regard to social media. The ACM has
>    accounts that can help with the social media,  additionally we can add to
>    these with other companies social media to promote the events.
>    11.
>    It appears the location selected for the coffee breaks is in total 229
>    sq.meter for 200 people (maybe more).  This seems insufficient, especially
>    if there’s a need for people to socially distance themselves appropriately.
>    Has the building any outdoor space that could be used for the coffee
>    breaks?
>    12.
>    For the room for the hackathon,  can we confirm that a high-speed
>    wi-fi connection is available and that a sufficient number of power outlets
>    can be made available for the hackathon.
> We really appreciate your proposal and believe that we can quickly come to
> a final decision about your proposal.   You are welcome to answer by
> email,  or If you would like to discuss this further please feel free to
> send me an email so that we can arrange a call.
> Thanks so very much and I hope to hear from you soon.
> Bev Bachmayer
> Chair ACM-W Europe womENcourage Steering Committee