A Model for International Permaculture Conference and Convergences Organisational Structure

TOP LEVEL involves two parties: The IPC Support Committee IPCSC
and Hosting  Organisation

The IPC Support Committee IPCSC

• IPCSC prepares mission statement outlining the purpose of the Conferences, Tours and Convergences

• IPCSC outlines and publishes criteria for selection of Hosting Organisation

• Ensures months of engagement in the process of selection (not just 4 meetings at the convergence) is consultative and transparent about the selection process and final voting procedure.

• The committee then chooses a suitable Host Organisation, makes the offer in writing and appoints two contact persons (Ambassadors) for communications with the host body.

• The Host Organisation appoints their IPCSC ambassadors for facilitate discussion. It is important that the IPC Selection Committee remains in regular contact with that host throughout the preparation, the event and the follow-up period.

The Hosting Organisation

• The Hosting Organisation appoints a Co-ordinator and it is wise to insist that the Co-Ordinator has a mentor/assistant to ask them how things are going and check they stay on target.

• The Hosting Organisation must communicate their goals, time-frames and conduct meetings with their Co-ordinator to check if targets have been met and if not, why.

• The Co-ordinator needs to be demonstrate they understand all the roles involved, create and manage a team of key administrators. The Co-ordinator reports to the The Hosting Organisation Board and Ambassadors to establish time-frame and check points and show progress.

TEAM OF 3 Key Administrators:

1. Financial Administration

2. Information Dissemination

3. Program Organisation

1. Financial Administrator

1.1.1 Registrar: Handles and tracks registration. Prepares lists of attendees, payments made, etc for use at the gate and spends a lot of time at the gate overseeing on-site registration. The reception space needs to accommodate everyone undercover out of the sun and rain whilst they are waiting to be processed. The dining hall or main hall is usually a good space. Have several tables to process delegates entries at the same time.

a. Invite local people involved either in a special day for them before the event, or by telecasting where allowed by the Indian Government include local people in cultural displays and discussions – the talks and walks demonstrating bush tucker/wild medicine etc are always popular).

b. Regional and International Delegates pay full fee. However, we could offer an Early Bird Discount which could help cover pre-conference costs. Note current IPSC policy states that only people with PDC may attend the Permaculture Convergences.

c. Keynote speakers may be offered discounted fees where appropriate. This needs to be addressed in budgeting team.

d. Sponsored Delegates could have their fees offered at a reduced rate or have sponsorship programs where they actively raise part of their own fee through official IPC support programs, this was recommended by past delegate managers.

c. Permaculture Novices, media respresentatives etc – interested parties wishing to learn new ideas from the hosting region and from keynote speakers and delegates can pay well to attend the dinner, plenary and keynote presentations and tours but will be excluded from convergence.

1.1 Database controller: Keeps one central Database, keep it current, secure and ensure document control.

1.1.2 Bookkeeper/Accountant: A CPA or someone experienced in accounting. Set up a system and maintain it.

1.1.3 Provide Transparency – Keep accessible records (maybe financial progress reports online), show where you have spent money and time on projects related to the event.

1.2 Inclusive Catering and Accommodation

1.2.1 Food commissioner who receives food donations, sorts, stores and lets cooks know what is available and where it is. The Kitchen is to demonstrate Permaculture Ideals. It is perhaps the biggest demonstration of our ideals.  Aim to keep people happily fed. The kitchen scene will require a number of coordinators as well as many volunteers and work-traders. A large kitchen is needed to match the size of the event and space to serve hundreds of people at a time. The goal is to have something to please everyone. We will aim for a large percentage of the food to be locally grown. The Food commissioner ensures that local growers have advance orders so they can grow food for the event.

1.2.1.2 Cultural and other Dietary requests, Various chefs who lead particular meals, in conjunction with specialty cooks who can prepare specific types of food such as raw food, vegan, salads, desserts, meat dishes, etc.

1.2.1.3 Cultural issues to be aware of: e.g. inform delegates of drugs that are illegal in UK, observe different practices for photography etc.
1.2.1.3 Ensure there is access to clean drinking water at all times. Supply life-straws for delegates could be provided as part of their registration package. Provide Water Stations will clean, safe water away from quiet speaking areas.

1.2.1.2 Serving line coordinator. The larger the crowd the more serving lines are needed. The goal is that lines are not too long, otherwise meals go overtime and people don’t get to workshops on time, etc. What usually works best are long tables with lines going down both sides. Multiple ladles, serving spoons in pots and bowls. Separate condiment tables at the end of the lines speeds things up immensely. Different food options have different lines, eg. meat option table, vegetarian lines, special needs line.

1.2.2 First Aid Stations

1.2.3 Facilities To Encourage Diversity of participants eg. Family programs and advisors on where young people can participate safely. This also ensures that young parents can participate.

1.2.4 Disability Access

1.2.5 Enable Delegate Self-Help.

Include facilities ie. Tea Kitchen, ‘Corner Store’, nearby coffee shops and restaurants. A action Team can set up a self-serve tea kitchen. Oversee and clean during the event. Dismantle at the end. OR this can be outsourced by coffee van vendors or food stalls.

1.3 Budgeting

1.3.1 Grants, Sponsorships, Permafund, Crowd Sourcing,

1.3.1.1 Sponsors/Fund Raising Action Team solicits sponsors to raise funds and in-kind donations. Sets up crowd-funding mechanisms like Indiegogo. Applies for grants. Solicits donations to fund low-income people which could include inner-city, Native People, refugees, third-world delegates etc.

1.3.2 Commerce and Industry Affiliation policies, Sponsorship, Advertising, Poster/Stall Displays, Pricing Policy Team. Make sure there is a clear area of exhibitions and posters at both conferences and convergences. Commercial ventures can pay poster spaces.

1.3.2.1 Trade show/Vendor Coordination Action Team: Solicit appropriate vendors and companies/organisations for the trade show. Register trade show parties and vendors. Trade show/Vendor placement at event. Trade show/Vendor liaison during event

1.3.3 Merchandise and other income. A lot of people bought T-shirts in Cuba simply because there were no facilities to launder their clothes! Maybe we could sell biodegradable underwear. :>

2. Information Administrator

2.1 Publicity

2.1.1 Webpage, Social media, Media representation, email newsletters

2.1.1.1 Publicity/Outreach/Marketing Action Team Graphic art, Press releases & ads, Poster development, Poster and handbill distribution, Publicity packets (participants and allies), TV and Radio, General Mailing, Facebook management and other social media, Internet outreach, Liaison to regional pc groups

2.1.2 Registration Desk with Registration packages containing gifts (handmade soap, stationary, life-straw, Bag etc.)  Provide cultural [see 1.2.1.3] and contextual information on ‘How to have a great time in this area on a small budget”.

2.1.2.1 On-site 24 hours Information Booth with clear direction to Emergency information, a communication board for delegates to post requests and answers, lost property processing copies of programs and the board with notices and updates.see 2.1.3

2.1.2.2 Information team members and venue managers need to have visible badges and/or vests/team T-shirts. By making the program clear to all participants this enables them to offer help and will reduce questions. Communicate clearly and treat people as the intelligent and creative beings that they are.

2.1.3 Notice Board at Info Desk, Multilingual Sign-age at key points around the site.

2.1.4 Merchandise Stall, Sample Bags, Sale of some personal hygiene and other travel supplies.

2.1.5 Meeting Places: Informal Hub, Bar, Participatory Projects, Garden Club, Musicians Club, Tours and pre- Simposium meetings.

2.1.6 Post Event Management: Publisher Proceedings, Thank you Process, Debriefing Process, Feedback Surveys

2.1.7 Translation Co-ordinator and Team of translators

2.1.8 Business, Telephone and Internet Access Points and Desks, phone charging power points.

2.2 HR [People] Management

2.2.1 Delegate Managers:

2.2.1.2 Cultural Advisor (ie. In Cuba, few people realised that the taking of photographs discouraged Cubans to participate as they are uncomfortable being shot on camera and video.)

2.2.1.3 Sponsored Delegates Manager (writing selection criteria, setting up systems to facilitate sponsorship, building means for sponsors to develop own fund-raising with official support).

2.2.1.4 Women’s Advisor (this is important for places where women are at risk or unsure of customs and procedures).

2.2.1.5 Speakers Manager, (Speakers will want specialised management and will turn to the co-ordinator for assistance, The co-ordinator can delegate this role to a nominated carer.

2.2.3 Meals, Travel & Accommodation communication

2.2.3.1 Head Chef. Handles food ordering. Menu planning. Overseas kitchen. This can be outsourced or part of the Venue choice.

2.2.3 Emergency and Evacuation Co-ordinator (I have had the personal experience of attending two major events that had life threatening weather events including a cyclone, it is handy to know there is a safety plan and who to turn to for advice).

3. Programming Administrator

3.1 Planning Team handles the event-management and venue control

Choose a Theme for the Conference. Establish criteria for selection of keynote and other speakers, appoint effective chairperson or drop panel discussions. Allow delegates to post questions during the conference by supplying a notice board.

3.1.1 Event Management

3.1.1.1 Presenter Action Team: Works with the inner ring/core group to set policy and establish time frames. Speakers Selection Team for Plenary & Section Speakers and selection of Symposium co-ordinators, Get their bios (3.1.1.4) and workshop information and needs. Production of an Official Format (research and evaluate suitable International formats), Vetting of Papers, Preparation of presentations for Translation co-ordinator,  Send official program details when complete to the Information team.

3.1.1.2 Ensure the presentations have a balance between problems and solutions. Keep it focused and relevant to the conference theme. For convergence papers aim to deliver sessions people couldn’t read or watch at home.

3.1.1.3 Remind speakers not to speak to quickly. Many people in the audience have English as a second language.

3.1.1.4 Collation of Speaker information. The speaker’s biography would be great with a photo. The presentation needs summary, links, photo, and information for on hand materials. Will the presenter provide own equipment ie laptop.

3.1.1.2 Post Conference Proceedings Publication. Establish publication policy before calling for speakers and presentations.

When we the organisers call for submissions, we can make policies clear eg. that speakers must have the paper ready before the day and they must turn up or their paper will not be published. (Some academics put their name and paper in a conference but not show up to deliver it because they just need the points/kudos for publication.)

3.1.1.1.1 Appoint a carer/agent to help each Keynote Presenter to receive calls in preparation, check in and offer on-site assistance. Introduce Keynote speakers to their MC and time keeper. Communicate policies on time keeping and presentation formats.

3.1.1.2 Symposium Co-ordinators (Subject Facilitators could choose and organise their team). We can call for applications for Symposium co-ordinators as a separate category.

3.1.1.3 Translation Co-ordinator (organises translations using prepared papers) Consults with Speakers who will present in a Language other than English and is consulted during the formation of the “Official Format Information for Presentations”. See 1.1.1 Speakers

3.2 Arts Program Co-ordinator: Entertainment, Decorations, Performances, Music, Opening and Closing Ceremonies

3.3 Practical Demonstrations and Hands On Opportunities: Workshops, Projects ie. A Participatory Eco-Sculpture, Constructions, Compost Toilets & Showers, Native Foods, Traditional Weaving or paintings. (these were well demonstrated at Karunda QLD).  Include songs, musical pieces, poems, movement, etc between talks. Display artworks in the rooms. Vary the talk styles. afternoons are a good time to do practical workshops.

3.4 Site Enrichment – On site projects that leaves the venue with permaculture enrichment. (In Cuba the beach pollution was actively reduced)

2. Venue Management

2.1 Venue Co-ordinator. It is useful not to choose a venue until you have a good idea of the program, how many people are participating and what type of events will be involved. Ensure the venue is quiet so people can hear.

2.1.1 Volunteer/Work Trade coordinator. Sets up system for people to apply for work trade and for people to volunteer during the event. Vet the work-traders. Assign jobs, keep in touch with them. Oversee work coordination during the event.

2.1.1.1 Tool Coordinator We can expect that there will be a lot of hands-on activities We will need a lot of tools and its nice to have someone help keep them all in one place, organised and functional. Create a tool shed or room as required.

2.2 Event H.R. Cor-ordinator liases with Speakers and their carer/agent, a team of Time Keepers, a venue Managers of each venue/room (these people keep the rooms clean, comfortable (lights, air flow), manage the sound equipment etc. MC’s

2.2.1 Technical Support Team.

2.2.1.1 Audio/Visual Solicit equipment from host and regional suppliers and supporters. How many projectors and screens will we need? Extension cords, power strips/boards, various adaptors, including overseas power adaptors. Some presenters will bring their own and may be willing to loan them out. Several people are needed at each major workshop period to visit each classroom and troubleshoot as needed. Probably be good to have one A/V person who does the stage set up. Amplification for keynote talks/Plenary presentacions.

2.2.1.2 Lighting, Power and other technical support for kitchen, on-site officie staff, Retail and other facilities.

2.2.1.3 Documentation

Provide an Official photographer. Audio and video recording. Live streaming where appropriate. Perhaps a skyping center for interviews to be broadcast/online. Arranging skyping presentations from off-site presenters such as David Holmgren. Negotiate with Technical Support Team.

2.2.1.2 Emergency Team. Extreme weather event plans. Emergency Lighting, undercover alternatives, Heating? Cooling?

2.3 Waste Manager and Team of Workers. Compost, Recycling, Trash Crew Coordinator and several volunteers. Set up systems beforehand. Monitor and upkeep during the conference. Arrange disposal and recycling. Arrange for organic material to be composted or used in hugelkultur, fed to livestock, etc.

2.3.1 Clean up crew Coordinator and volunteers. Its really nice to have some dedicated people fresh and raring to go for the clean up.

Disassemble tarps, tents, etc. Litter patrol. Decorations and signs removal. Utilities wrap-up, vendor support, etc.

2.4 Security is required for audio/visual equipment, retail stalls (books for sale) and delegates mis-placed property.

2.4.1 Security may needs to be considered for safety of delegates.

2.4.1.2 Gate Coordinator [where required]

Shift captains train and manage volunteers. Numerous volunteers needed. Greet vehicles, check them in, Registrar collects their money. Gate has its busy periods and its slow periods and is staffed accordingly. 24 hour staffing. Security can assist at night.

2.4.1.3 Parking Coordinator and volunteers as needed.

The parking crew handles traffic before and after people finish registration. Parking areas include: day parking, car camping, tent camping, RVs, and delivery of goods. Parking has its busy periods and its slow periods and is staffed accordingly.

2.4.1.4 Camping Crew [where required]

Choose safe camping spaces away from vehicles. Make and install signage at the beginning of the event. Assist campers. Most delegates are busy at the beginning of the event. Keep an eye on the camping area. This is an area of overlap with parking and security.

2.4.1.4.1 Sanitary Facilities: Co-ordinator Researches best practice, cultural requirements and best suppliers, then makes recommendation to Finance Administration. Organise optimum placement of compost toilets and showers. Monitor cleaning and management. This should be outsourced to professionals.