General Discussion - SBCC Summit Secretariat Group

Secretariat Group Meeting Agendas and Notes

SBCC Summit Secretariat Coordination and Communication space

Susan, Kirsten, Jane, Norma, James, Stephanie, Lebo, Sue, Rafael, Charlotte, Diane, Chris, Anja,

Hi - following meetings in Baltimore last week we have set up a private coordination and communication space for the Secretariat for the SBCC Summit. There were already loads of papers all over the the place - about 40 from what I could see from an email trawl. And it will only get worse! So we have brought them together in the context of a platform that also supports you to make comments etc. For spam reasons we approve all comments so please do not expect to see them immediately.

The Secretariat coordination space is here - you will need to log in.

Clicking a link should open a new tab.

At any time to get back to the home page click "SBCC Summit 2018 - Secretariat Group private space" on any page in the top right block or in the breadcrumb.

The present sections include:

Framing paper

Budget

Keynote speakers

sub-Committee organisation

Funding

Key word tags

Programme

Communication

Secretariat group membership (please note we added some test accounts just to keep an eye on things)

General discussion (within which this note will appear)

We can add sections as we move the process along. Just to repeat that if you get lost at any time just click Groups in top nav bar, then My Groups and then SBCC Summit 2018 - Secretariat Group private space (hand in lens). To post just complete the Comments block and click Save. There have also been modifications to the Steering Committee platform but more soon re that. If there are any questions please enter them in the comments block below and save to send.

Thanks - Warren

Steering Group Membership - Birgitte Jallov

Hi - this is a follow up to the call this morning. I asked about the process for possible new Steering Committee members with the email to me from Birgitte Jallov as an example. I am very aware that good balance across all elements of the steering committee is important. This is just the one approach I have had. In my view she would be a valuable addition - though James would be able to comment with more insight than me. It could be good to have someone who not only has a long record of action and thinking in this field but is also well connected within the Scandinavian Development community - but will defer to James' recommendation.

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IN CONFIDENCE - Birgitte gave me permission to share below with the Secretariat Group only

EMAIL to WF from BIRGITTE

As you may know (?) I have formed my EMPOWERHOUSE initiative since we were in personal contact last (www.empowerhouse.dk) and Thomas Tufte (among many others) said:

"I have worked and collaborated with Birgitte Jallov in various contexts over the years – I was a consultant to her excellent and ambitious media project in Mozambique back in 2002, and we have for years worked in Danish media and communication fora, jointly advancing the community media and the communication for social change agendas. More recently I have had the pleasure of inviting her to speak at our 2011 Ørecomm Festival which focused on social media in development cooperation. Birgitte delivered a highly competent, energetic, inspiring, and very interesting presentation. It combined her long-standing and authoritative experience with community media, with the emerging agendas posed by the dynamic developments with internet and social media. Her presentation, ‘How Can the Internet and Social Media Contribute to Community Communication for Empowerment?’ was published in the publication that was produced following the festival. You can read her contribution here: http://orecomm.net/2012/social-media-in-development-communication/ I am glad to see Birgitte pull together her vast experience and putting it into her EMPOWERHOUSE initiative,a community media oriented platform, network and forum, which I wish her all the best of success with." Thomas Tufte, Professor, University of Roskilde, Denmark

I have now formulated a 5-year programme: “Sustainable Community Media Worldwide” for which I am fundraising at the moment.

I hope to have the funding in place in April 2018 and will definitely be in Bali. The rationale of the meeting is as cut from my programme. It is time to document what works – this is the prime objective of my programme with the subsequent step to ensure that decision makers – national and international – know – and implement!

You mention that you are putting together a steering group. I should like to recommend to include EMPOWERHOUSE through me, in it. As someone who has been around, working with bilaterals and multilaterals – and on my own – with C4D since working with Erskine Childers, Allan Hancock and others in the first UN roundtables as ILO’s representative in the late 80s, early 90s – and on and off later, with all of these issues, with PANOS London (1998-2013), with the UN (ILO 1988-1992 and UNESCO 1998-2006 and often a close relation to UNICEF), with quite a number of bilaterals in respected roles (Danida, SIDA, GIZ, Norad, Finnida, Irish Aid, Dfid, Austrian, Portuguese, US…), and as an NGO person being part of the team starting up AMARC and now on the board of CMFE to mention a few, I am by many recognized as a resourceful perspective-provider, with a strong historic insight and understanding and a solid perspective on what is needed in the time to come. Some of the focus areas and perspectives – but in no way the only ones – have been the role of women in media/communication and community media (http://empowerhouse.dk/site/empowerment-radio/)

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Sponsor and Steering Group Membership - GAIN - Alia Poonawala

To: Summit Secretariat

Hi - Anja received the email below from Alia at GAIN in Geneva in response to the Soul Beat Africa "hold the date" note. Alia is asking about membership of the Steering Committee and posisble sponsorship. sharing for our review and decision. As an added bit of info, from my basic Google search it seems she could be Indonesian (check) which could be helpful? How should we proceed? Thoughts?

Warren

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EMAIL RECEIVED

Dear Anja

I am writing on behalf of my entire team at GAIN in response to the invitation / save the date that we have recieved for the SBCC Summit in Bali next April.

As you may, or may not know, GAIN has been extremely active in the SBCC sphere, hosting large conferences over the past 3 years and implementing breakthrough and innovative campaigns in Maternal, Infant and Young Child Nutrition – our flagship project being the one in East Java, Indonesia. GAIN is right now disseminating some very new and recent learnings, which we look forward to publishing and sharing with the greater Health and Nutrition community globally.

We would for sure like to present some of our learnings, and will be submitting abstracts, especially given that the conference will be held in our flagship country, Indonesia. However, I was wondering whether we could also be considered as part of the “planning committee” for this conference, and be involved perhaps in helping coordinate, leading a session, getting some speakers in, liaising with the local government officials if needed, etc. We could also consider making a financial contribution to the conference should that be a pre-requisite for partnering.

I am not sure who within your organization is the focal point, but I welcome your help to put me in touch with the relevant persons so that we can have an introductory call.

Many thanks for your support and I look forward to our collaboration,

Best regards

Alia

Alia Poonawala
Senior Project Manager, Maternal, Infant and Young Child Nutrition

Hi Warren, The email from

Hi Warren,

The email from Alia at GAIN sounds promising! Susan has also received a number of these requests, and will send around a list to the Secretariat before our call on Thursday so that we can further discuss how to move forward.

Best,

Jen

Anja

Venth

Support for successful abstract submissions

Hi,

We are preparing to send out a note to let our network know about the Summit call for abstracts. Looking at some of the responses we have received so far from our mail outs, I just wanted to find out how we should respond when people/organisations ask about financial support to attend the conference should their abstracts be accepted. I am sure many smaller organisations will want to know this. Is there some plan or thinking around this and is this something we can perhaps mention on the Summit website?

Thanks, Anja

Support for successful abstract submissions

Hi Anja,

There is a "Scholarship Opportunities" page on the website:

For now it says:

"The International SBCC Summit 2018 is offering a limited number of sponsorships for eligible Master's adn Doctoral-level students as well as SBCC field practitioners. More information will be posted soon."

Best,

Jen

Anja

Venth

Attendees and Presenters

Hi Jennifer,

Ok, thanks. So this then applies to people who just want to attend the conference, as well as for people presenting papers/running sessions etc.

Anja

Attendees and Presenters

Hi Anja,

In the 2016 Summit only those who had had an abstract accepted were considered for scholarships. A point for further discussion.

Jen

Chris

Morry

Cross committee information sharing and coordination

Hi Everyone

During the Program Sub-Committee today there was a discussion regarding how we plan to coordinate between the committees.

This raised a couple of issues. The first is that as we progress there will increasing need for each committee to know what the other is doing and responsible for both to avoid duplication of effort and to make sure our efforts are coordinated. For instance within the program discussions we have found ourselves looking at 'big structure' questions such as do we want to use keynotes to introduce themes that we as conference organisers feel should be raised for all to consider or reflect on. Some examples are:

During the EE focus day do we want to have a keynote or plenary panel that discusses a major issue for EE such as how technology, social media and new platforms have impacted EE over the past 10 years and into the future. (This is just an example there are many other issues that could be framed this way).

Equally, do we want to use plenaries to introduce other large ideas/issues such as those raised in the framing document?

Selecting 4 or 5 major themes to introduce may ultimately need to be a Secretariat or Steering Committee decision but it impacts on more than one committee.

A second issue is one of better understanding what each committee's remit is and where they are with their discussions. This will help in instances where one committee needs to make sure they are not getting ahead of, or impacting others work. This refers to practical things like changes in the website and making certain the communications committee knows whats happening so they can make plans accordingly or in the program committee discussions of intra-conference communication where the agenda can be constructed to facilitate plans but the responsibility for this bit of communicaiton planning may lie with another committee.

I am not suggesting another structure (there are more than enough conference calls already!) but we may want to discuss a couple of things such as drawing up a simple decision making tree that outlines the remit of each committee (as per our earlier discussions) and having committees and the Secretariat prioritise consideration of cross committee tasks and how to manage them. These would also help as we bring in new people to the committees or for those who on a committee but do not participate in the Secretariat meetings.

Perhaps this is something we could have a quick discussion around during the call tomorrow?

Cheers

Chris

Summit - JHU Staff roles

Susan - Hi - a quick request if I can, prompted by the Secretariat meeting this morning. We are all impressed by the mobilisation of JHU staff in support of the work of the Summit Steering group and secretariat. This may be just me but I am getting a bit confused as to who is working on what within JHU. Would it be possible to send a list of JHU staff people and their roles. That would be very helpful so that we all understand what work is being undertaken. Thanks - Warren

Chris

Morry

Summit Planning and Coordination Structure

Hi Everyone

Attached is a draft for the overall Summit structure including remits and chairs for each committee. This is largely taken from discussion notes when we were setting these up. Take a look and feel free to add/delete/clarify/correct.

Cheers

Chris

Morry

Program Committee Update

Hi Everyone

Attached is an update from the Program Committee that contains the agenda framework and some of the questions we are now asking that will require input from other committees.

Also attached is a suggested matrix for reviewer criteria and questions for the survey we plan to ask them to complete on Survey Monkey. The Program Committee discussed this today and some changes were suggested which have been incorporated into what's attached.

There was also discussion as to the schedule for recruiting, vetting and putting reviewers to work.

The reviewer identification is going on now via the abstract submission process. We need to immediately begin collecting names from among our own networks as well. In order the be able to start the review process as soon as the abstract submission closes we need to have a lot of reviewers selected prior to the deadline. We need to decide when to begin asking reviewers to fill out the survey so we can vet them and have a list ready before or very soon after the deadline. We can also do this in two rounds in order to not miss any good reviewers whose names come in late.

I look forward to the call tomorrow.

Chris

List of people outside this field of work whom we wish to reach?

Hi folks - this is an issue/idea from the Communications sub-group meeting this morning. We would welcome your response.

One part of the strategy we were considering was whether to proactively reach out to engage key people (decision-makers, funders, academics, bilaterals, technical leaders in other development fields) as part of the communication strategy. This would be done through for example joining their LinkedIn group; joining their LinkedIn network; following their Twitter feed; following and/or liking their Facebook account; following their Instagrams, etc.

Of course the hope is that they will reciprocate. Then they would be in the loop for the social media processes around the Summit. The Summit provides the rationale, prompt, "excuse" (pick your word) to reach out in this way and a substantive reason to engage related to our full field of work.

If we have such a list already that would be excellent. Please forward!

But we suspected that no such list does exist. If so could we get some support to develop such a list? Perhaps, for example, we could ask everyone on the Secretariat (and maybe the Steering committee) to suggest 10 people centrally engaged in Development action and thinking, but outside our field of work, whom they regard as overall "influencers" 'in the Development realm. We would then seek to engage them.

The target would be 200 people. We are not thinking of the Bill Gates, George Soros and Carlos Sllm's of this world but people working on the detailed policy, funding and strategy issues in governments, bilaterals, think-tanks, foundations, UN agencies, etc.

Thoughts? Response?

Summit - Committee Memberships?

Hi folks - there has been some fluidity in Steering Committee and sub-group membership. In order to access and participate in the online groups we need to give people the appropriate roles and permissions. I am worried I have missed some people.

1. If you are chairing a sub-group can you please confirm the membership of that group?

2. Can someone confirm the membership of the Steering Committee?

Thanks - Warren

Summit - Committee Membership Lists

Hi Warren,

Thanks for getting this ball rolling. The latest Steering Committee list is attached.

We have started a Google doc with a list of Subcommittee members. Chairs, kindly add your members to this list by Monday, November 27.

Best,

Jen

Internet Explorer and Abstracts date

Hi folks - good to see so many of you last week. Below is a quick note on Internet Explorer and cvent with the implications for deadline date for abstracts.

But first there were a number of comments about this platform last week. I did sit with Sue Goldstein at the end of the day Friday. Sue has two accounts on The CI. There was a misunderstanding related to which one to use for the Summit and Alliance. The account we were using was not the one she was trying to use! Hence the issues we think. When we both looked with Sue signed in to the account we were using all looked good. But we will check this week. Please let me know any specific issues you have. There may also be some basic misunderstandings that we can simply resolve

Now onto Internet Explorer and Abstracts.

1. On Friday I received the following bulk email from JHU: Important Note About Submitting Abstracts - Please note: When submitting your abstract, avoid using Internet Explorer and use another browser such as Chrome, Firefox or Safari. The system will show an error if Internet Explorer is used ... (there was more - that is the opening para).

2. Susan, Jane, Marla - I have not seen a note from JHU to the membership of the Communications Group (C4D Network, GFMD, ISMA, etc) with this info. What I received looks like a note to the JHU network and anyone who has shown an interest in the Summit. But obviously the Comms group at minimum need this info. Plus we should also send a note also to all of the people engaged in working groups and the Steering Committee. Wanted to check if you had done these notes or I should send?

3. Cvent is the platform commissioned by JHU to handle Summit registrations and abstracts. The fact it does not work with Internet Explorer is a bit weird quite frankly and I am sure JHU is considering compensation.

4. Internet Explorer (IE) has around 11% of the global browser market. But the implications for us are a little bigger. IE was one of the first browsers and will have a higher share of usage amongst the often smaller lcoal and national organisations that have older lap-tops and desk-tops within which IE was embedded.

5. Given that we found out just yesterday that Abstracts can not be submitted on IE, and that none of the members of the Comms group know this yet (checK) let alone others, I would suggest we extend the Abstracts deadline to December 11th. That would be fair to the Comms Group folks who have been extensively highlighting this event to their membership and networks. It would provide some time for them to communicate to their folks what we received Friday from JHU.

6. This would also help us wth Latin America. Given these issues I asked Adelaida to hold off on the Abstracts prompt note she was about to send to the 30,000 plus in the CILA network on Friday evening. There is still substantial IE use in Latin America so she will need to edit her note to include that info (Will contact her to work in an edit). But in these circumstances it would be much better if we had a new date we could specify in her note.

Thanks for considering - Warren