This is the project plan that was put together by the 3 Babels coordinators hired in London for the ESF04. I upload it here, in case it proves useful. Although this might have to be rethought according to Malmö circunstances, I thought looking ahead at the different aspects to tackle could prove useful for putting together an agenda for Malmö's coordination meeting.

I. Budget and Finances.
II. Office set-up and IT
III. Website languages and Transtrad
IV. Programme Liaison
V. Babels communication (website, newsletter)
VI. Transport
VII. Accommodation
VIII. Outreach coordinators and briefing session.
IX. Event logistics
X. Welcome and Orientation
XI. Outreach interpreters
XII. Selection of interpreters.
XIII. Planification protocol

I. Budget and Finances.

• To agree and sign off the budget, by the 23rd of August.

• Circulate the provisional budget plan to all Babels volunteer co-ordinators involved in helping with selecting interpreters, by August 24th

• Design an appropriate set of procedures with the ESF company Account Manager regarding signing off expenses, by August 25th

• Design an appropriate system to monitor expenditure and keep spending within agreed budget, by the August 25th.

II. Office set-up and IT

• Determine the requirements for office equipment (stationery, space for volunteers…) and ensure they are delivered by the 20th August.

• Ensure that an Office Protocol for full time staff is provided and agreed by both sides, by the 20th August.

• To agree on a protocol for volunteers, by the 20th August

• Identify and establish information and communication systems within the T&G office and between the T&G and the Natfhe Office by the 20th August.

• Compile and keep up to date a list of ESF office contacts with clear issues and areas of responsibility. A similar documents for Babels people (ESF workers and volunteers) should be given to other ESF workers by the 20th August

• Define and ensure that the requirements on IT equipment are met: internal networking in T&G office, intranet networks between T&G and Natfhe, emails etc. By the 20th August.

Minimum 7 desks and computers (networked)
Group server + broadband Internet connection + external backup drive
Networked laser printer
4 Telephones with international access
Access to a fax when necessary
A photocopier

• Ensure computers between babels and office workers are networked, by the 20th August.

• Install emails accounts for Babels coordinators at the office, by the 16th August.

III. Website languages and Transtrad.

• Ensure that all current pages of the ESF website are translated into French, German, Italian and Spanish by Wednesday, the 18th August.

• Ensure that a clear process is set up to allow a regular translation of new documents (new pages, newsletter…) which are put on the ESF website by Friday, the 18th August.

• Ensure if required that translation into English of the titles of seminars and workshops is provided on time through the various stages of merging processes. Deadline: the translation should be done no later than three days after the titles are received.

• Ensure if required that all seminar, workshop, cultural event titles are translated in the selected languages by Transtrad no later than one week after they are received (end of September).

IV. Programme Liaison

• Organize one (or more) meeting(s) with delegates from the program group to a) assess program’ group requirements and Babels abilities to meet these requirements and b) define a common timetable. Done.

- Assess the need with the program working group for the translation into English of the titles of seminars and workshops through the various stages of merging processes.

- Assess the need with the program working group for the translation of the final ESF program (the online and printed version).

- Ensure that the deadlines are met.

• To set up a process which will allow Babels to a) assess the needs for interpreters (how many should we select and for which languages) on the basis of plenary and seminar speakers through the finalisation of the ESF program b) get information on the speakers (short bio, abstract of the speeches in the language in which they are going to talk + in English if possible…). Done.

V. Babels communication (website, newsletter)

• Ensure that all relevant Babels documents are downloaded on the ESF website, by the 13th August

• Liaise with the person who is managing the newsletter and determine a process to ensure that a section on Babels is included for each newsletter, by the 13th August

• Write, in consultation with Babels UK, a section on Babels for each ESF newsletter. Deadline: three days before each newsletter is released.

VI. Transport

1. From the interpreters’ home to London

Babels/ESF workers, volunteer coordinators in the UK and in Europe will be organising pre-paid transport to London for the volunteers.

• Do a market research on appropriate travel agents in the UK and abroad if necessary. (by end of August)

• Establish payment procedures with the ESF finance manager (by end of August)

• Make agreement between ESF Company and appropriate travel agents. (By 7th of September).

• Find out which volunteer coordinators in Europe can assist with organising transport (by end of August).

• Write up a code of practice regarding transport solutions (cost constraints, priority to collective transport solutions etc.) and communicate this code of practice to selected volunteers. (by 10th of September).

• Set up appropriate systems (Babels database + excel spreadsheets) to share up-to-date information between all European coordinators and UK ESF office workers for both individual and collective transport solutions for interpreters. By 10th of September.

• Booking of plane, train and coach tickets for individuals and groups of volunteer interpreters. Start by the second week of September.

• Liaise with groups attending the ESF collectively within the UK and across Europe and make agreements with them so that they bring interpreters with them. Ongoing tasks.

• Establish communication links with other ESF workers to share information about delegates coming to the ESF in so far as it can help cut down costs when volunteer interpreters travel with other ESF delegates. (start 9th of August and then on-going task)

• Set up a system with the ESF finance manager to reimburse (against receipt) interpreters who had to book their tickets to London themselves and didn't benefit from the pre-paid option. By end of September.

2. Transport between home of interpreters and airport/train station and between airport/train station and central London:

• Ensure £10 is given in cash to all interpreters when they collect their welcome pack at the ESF.

• Organise the procedure for distribution of cash with ESF finance manager (provision of a safe on Ally Pally premises, system of signing up for interpreters who have received their cash etc..). By end of September

• Establish procedure of reimbursement (against receipts) with the ESF finance manager for volunteers who have spent more than £30 on this type of transport. By end of September.

3. Transport within London for volunteer interpreters and coordinators during (and before) the event.

• Travel cards will be part of the welcome pack received by interpreters when they register.

• Liaise with ESF and GLA staff responsible for inner-London transport solutions. By end of September.

• Make sure that UK and European co-ordinators arriving the week prior to the ESF have their inner London transport covered. By end of September.

VII. Accommodation

1. Develop a pool of home-stay

• Write up a spec to design appropriate online database on the ESF website to register offer and demand of homestay by the August 4th. (see below)

• Get GreenNet to create the database and have it online by the August 13th.

• Agree with other non Babels/esf workers on a joint communication strategy to increase the offer of homestay by 13th August.

This will include ongoing tasks of:
Attend various ESF related outreach meetings and communicate on the issue
Develop appropriate literature on outreach packs
Send out call for solidarity in relevant electronic and traditional media.
Use all available ESF contact mailing lists and draw on contacts of affiliated organisations.

2. Allocating home-stay to relevant interpreters

• Set up an appropriate system to match home-stay offers to interpreters who need home-stay. (Should be part of the database specification)

• Communicate with Johanne who dealt with accommodation last year at the ESF
Yan: the database is being modified by Babels in Paris and will be soon ready to be used in London

Homestay database requirements

• NEED: an online form on the ESF website where people can register their offer of home-stay.

• The information provided would not be visible online, but would be accessible to ESF staff through a searchable database.

• The database should be able to be used to match offers of home stay on one hand and requests on the other hand with.

• The matching and searching criteria are set by the Request form and the Offer form (see below) and additional criteria to be set (and visible) only to admins. Such as marking people to exclude (temporarily), priority settings (mark people as Babels, disabilities…)

• SEARCH: The database should be searchable by preset criteria such as: postcode, number of bed space available, whether only male or female are wanted, and according to criteria set by the admin (to select only students, or only Babel…). This searched list should be downloadable in a spreadsheet.

• MATCHING: The database must be able to allocate (match) just parts of the requests according to preset criteria and additional criteria set by admin.

• We also need a system to flag offers when they already have been allocated a demand so that we can work only on the 'free' offers.

• The data should ideally be downloadable to an Excel spreadsheet document so that data can be manipulated when necessary.

• Requests/offers must be uploadable from an EXCEL-spreadsheet as well by the admin.

• A confirmation email must be automatically generated at the end of the matching process.

• Questionnaire for offer and request can be found below.

Homestay offer form
1. First Name:
2. Surname:
3. Exact address (where the delegates and volunteers will be accommodated):
4. Postcode
5. City:
6. Daytime Tel:
7. Evening phone number.
8. Mobile phone number:
9. Email [very important for confirmation email]:
10. Sex: 0 Female 0 Male
11. Number of places in double beds available:
12. Number of single beds available:
13. Number of places on the floor:
0 with mattress 0 without mattress
14. Please indicate availability (ideally 14-18 October):
0 Wed 13th 0 Thu 14th 0 Fri 15th 0 Sat 16th 0 Sun 17th
15. Do you have any preference? (no guarantee can be given)
0 Female 0 Male 0 Equal 0 Others (please state below)
16. Nearest tube/train station, bus stop/route.

Homestay request form
1. First Name:
2. Surname:
3. Postcode
4 City:
5. Daytime Tel:
6. Evening phone number
7. Mobile phone number:
8. Email (very important for confirmation email):
9. Sex: 0 Female 0 Male
10. Preference to stay together with other delegates (max 2, specify reg. numbers):
11. You just need a
0 single bed 0 place in a bed
0 mattress 0 place on the floor 0 equal
(the lower your preferences are the higher is the chance for matching)
13. Please indicate overnight space you need:
0 Wed 13th 0 Thu 14th 0 Fri 15th 0 Sat 16th 0 Sun 17th
14. Do you have any preference to stay with? (no guarantee can be given)
0 Female 0 Male 0 Equal 0 Others (please state below)

VIII. Outreach coordinators and briefing session.

There will be two kinds of Babels coordinators: Office Coordinators and Room Coordinators.
- Up to 10 Office Coordinators (2 teams of 5). All Office Coordinators need to have good knowledge of the Babels network and experience of the ESF 2004 process.
They should preferably be available from, at the very latest, Saturday 9 October to Sunday 17 October and need to be either based in London or existing European Babels coordinators.

- 40 Room Coordinators (2 teams of 20). All Room Coordinators need to have some knowledge of the Babels network and the ESF process. If they are not interpreters or existing European coordinators, they need to be based in London.
They will need to be available from the morning of Thursday 14 October to Sunday 17 October. They will cover 2 sessions on Friday and Saturday and the 1 session of Sunday morning. If possible, they will be available for the “briefing meeting” (see below) prior to the ESF.

1. Internal outreach

a) Office Coordinators

• Determine roles and responsibilities of the Office coordinators by the 13th August. (see below)

• Determine within Babels UK, the coordinators/volunteers who will want to be Office/Room Coordinator, by the end of August.

• Ensure that 30 walkie talkies (for liaison office coordinators + office/room coordinators) will be provided by the 9th October.

b) Room Coordinators:
The Room Coordinators will be dealing with the management of the rooms during the plenaries and seminars.

• Determine roles and responsibilities of the Office coordinators by the 20th August. (see below)

• Recruit from those people who will come to the training sessions in August, by the end of August.

• Send a ‘Call for Room Coordinators’ to European Babels coordinators with all relevant specifications (roles/particular dates of availability) by the 20th August.

Some European coordinators have a strong expertise of the ESF events and their presence will be invaluable, especially during the week prior to the event.

2. Roles and responsibilities of coordinators

a) Before the event

• Office coordinators:

- Ensure Babels has a proper rest room in both Alexandra Palace and Bloomsbury area adequately equipped with computers, Internet access, phone lines, available from morning of Thursday 14 to Sunday 17.
- Prepare and then facilitate and help the running of the “briefing meeting” (see below).
- Produce information and welcome packs for the interpreters.
- Work on the planification of the translation booths.
- Assist in any outstanding tasks, in particular the finalisation of the personalised timetable for every interpreter
- Assist the organisation of the “welcome event” (see below)
- Welcome and Register interpreters on arrival

• Room coordinators

- Assist the Office Coordinators in above tasks if available before the event.

b) Friday 15th to Sunday 17th

• Room coordinators

- Ensure the smooth running of the plenary/seminar from an Interpretation perspective
- Liaise with the Chair of plenary/seminar to check the presence and order of speakers
- Liaise with the interpreters in the booths
- Liaise with technicians
- Ensure each booth has water and stationary
- Notify Office Coordinators of absence of interpreters and all other problems

• Office Coordinators responsibilities:

- Liaise with all other coordinators of the ESF
- Deliver information packs for late arriving interpreters
- Resolve all problems (e.g. absence of interpreters, no accommodation)
- Answer all inquiries
- Ensure that tea, coffee, snacks are available in the rest room
- Administer any last minute changes with the timetable
- Liaise with room coordinators

3. Briefing session for the coordinators prior to the ESF event

There should be a briefing session prior to the event with all Office Coordinators, as well as available Room Coordinators.

• Determine date and time of the briefing session. By end of August.

• Ensure that a room is booked with space for a maximum of 50 people, close to the Office/Alexandra Palace if possible. By end of September.

• The room must be equipped with computers connected to the Internet and holding all the relevant files. By end of September.

• Finalise the timetable of tasks and roles for Babels Room and Office coordinators by October the 10th.

IX. Event logistics

1. Venues.

• Research of a venue for the registration on Wednesday afternoon for interpreters who arrive early. By the end of September.
• Visit the different venues for the event: Alexandra Palace and Bloomsbury if possible with the MNR. As soon as possible.
- Assessment of the space in Alexandra Palace for Babels welcoming event on Thursday afternoon
- Assessment of the rest room for interpreters and co-ordinators both in Alexandra Palace and in Bloomsbury
- Assessment of the space in each session venue in Alexandra Palace and in Bloomsbury to meet interpreters’ requirements: position within the booth area for a container of water, cups in paper and waste bins, space for the seats, which seats.

2. Technical equipment, furniture and restrooms.

• Determine the requirement on equipment for interpretation and coordination by August the 13th, identify the right contacts (middle September) and ensure it is delivered on time (ongoing task).

The equipment required is:
- 4 equipped booths per room
- 2 consoles per booth (mike and headset)
- 550 note pads
- 550 ball point pens
- 30 walkies talkies to liaise between each room and the rest-room.
- 12 seats per room (for interpreters) – for the booth.
- Sofas, seats for the restroom (estimate according to the space and the number of volunteers)
- Cupboard with shelves for the restroom
- At least two desks for a coordinator at the restroom.
- Thermos/Kettles for coffee and tea
- Fridge to stock the drinks
- Photocopy machine for the restroom
- Printer for the restroom
- A4 paper for the restroom
- 2 computers with internet connection for the restroom
- 2 Telephone lines for the restroom
- Containers of water: registration venue, booths, 2 restrooms, welcoming event
- Paper cups
- Napkins
- Hot drinks: fair-trade coffee and tea + milk
- Fresh drinks: fair-trade Mecacola, etc.
- Rubbish bags: recycling bins: paper / plastic / etc.
• Ensure that information (map of transport, list of contacts, emergency number…) is available in each Babels restroom + registration room. By end of September.

- Map of transport (tube, train, bus)
- Map of London (area of Alexandra Palace + Bloomsbury, London)
- List of contacts to liaise with the right people in case of problem
- ESF Official program (magazine in different languages)
- Information on different events organised by the ESF and Babels
- List of lexicons
- Pills for throat lozenges (voice extinction)
- A white board with colour chalk and duster.
• Put indication (signage) for Babels restroom (both Alexandra Palace and Bloomsbury) by the 14th October.

3. IT

• Ensure that computers connected to the Internet. By the 10th October.
• Ensure access to the ras account. By the 10th October
• Ensure access to relevant files/“Ian’s” databases (if necessary). By the 10th October

X. Welcome and Orientation

1. Welcoming event at Alexandra Palace (Thursday 14th October)

• Determine with all of Babels team the most appropriate date and time for the welcome event (after/before the official ESF opening ceremony). By end of August.

• Identify and liaise with the person responsible for room booking at Alexandra Palace to find a big enough venue. By 20th August.

• Determine the technical needs for the room (number of microphones, tables, booths, projector…) and ensure that the room is adequately equipped. By end of August.

• Decide the agenda of the welcoming event and the chairs for the meeting. By end of September.

• Write relevant documents for the meeting and ensure that there are printed copies for all interpreters. By the end of September.

2. Interpreter Personal Information Packs

Each interpreter will have a personal pack containing all their information and requirements.

• Prepare a personal interpreter template with information fields required (contact details, dates of availabilities, linguistic abilities, accommodation needs, disabilities, country of origin etc)

• Send this template to each European coordination to ensure that we get the same kind of information for each interpreter.

• Each national coordination will be in charge of updating regularly these files

Deadline: this template needs to be done as soon as possible.

• Prepare a list of key and general documents to be included in the info packs (map of Alexandra Palace and the Bloomsbury area where interpretation is provided, tube and bus maps, guidelines for interpretation and interpreters…). By middle of September.

• Ensure that there is an emergency number for interpreters and include it in the pack.

• Prepare the appropriate number of hard copy covers for each info pack and stickers (to identify interpreters) – stock the packs alphabetically. By end of September.
• Prepare interpreters personal schedules (information on the sessions they will cover, speakers, abstracts of speeches, abstracts from the lexicon, copy of the printed program…). By the 12th October.

• Ensure that per diem and food vouchers are included in the info packs. By the end of September.

XI. Outreach interpreters

Recruiting more interpreters from London
Main target: Interpreters based in London (all A1 languages), professionals, with a special focus on Spanish (big Latin American community), Turkish, and other languages from immigrant communities

• Contact all the groups involved in the ESF

• Re-contact language schools

• Go to major universities where there are a lot of foreigners (LSE, SOAS, School of Eastern European studies etc.)

• Send a message on the Babels database to all interpreters living in London and ask them to spread the call to their own networks.

• Spread the call for volunteer interpreters to the affiliated organisations of the ESF (especially trade unions in the school and university sector).

• Contact local councils to be in touch with their interpreters and translators and spread the call.

• Methodology: phone call to know to who send the information: compile information on Babels, write template letter for universities, professional association, etc. in order to introduce ourselves and explain how people can help. Send the calls for interpreters to all the co-ordinators, the volunteers working all over the UK. We will need a team of volunteer to spread the calls in the strategic places (Schools, embassies, big events, etc)

• Start the process of selection with European co-ordinations by August the 9th.

Deadline: ongoing tasks.

XII. Selection of interpreters.

1. List of interpreters available for the ESF.

• Babels-uk sends an email to all the A1 English interpreters who showed interest in the ESF 2004 to ask them if they are available from the 14th until the 17th of October. Done
• Ensure that the other Babels European delegations do the same with their own interpreters. Send them the selection protocol for discussion by the 18th of August
• Orient all the interpreters enquiring in the ESF webpage toward the Babels webpage to register. On-going task

2. List of interpreters selected for the ESF.

a. Set up a protocol to train and test the interpreters who are 1st experience and occasional interpreters based in London through the experiment of a sit-prep week-end
Deadline: done
• Sit-prep week-end preparation done.
• Sit-prep week-end: done
• Processing of the outcomes: third week of August
b. First selection through the database of the interpreters who replied they were available (professionals and experienced, London, UK, etc)
Deadline: last week of august (before the program is delivered).
Confirmation to the selected interpreters and ask them to inform us of their transport and accommodation needs (first date of departure, last date of return, if they need accommodation in London and if they mind about being)

3. List of people selected and confirmed

• Create a template for each interpreter regarding personal information that will have to be used by all Babels European co-ordinations (including accommodation & transport information) Ask files from Paris
• Create a template where each European co-ordinator will include the interpreters he/she has selected for the ESF. Ask files from Paris
Deadline: as soon as the interpreters are being selected among the list of fsesf-london available.

Points 1,2, 3 are cyclical until the 14th of October:
1st round of selection: professional and experienced all over Europe + London and UK based interpreters.

XIII. Booth Planning protocol

• Design a methodology for the booth
• Provide a training session on the planification protocol to 10 volunteers
Deadline: by the 1st week of September or during the Babels European preparatory meeting around 2nd/3rd week September.

1. Selection of interpreters for each plenary session

• Meeting with the program group to assess the linguistic needs of the sessions on the basis of the languages of the speakers. Deadline: 20th of August
• Design 4 booths for each session Deadline: 20th of August
• Compare the languages of the interpreters selected and confirmed and whose travel and accommodation are arranged with the source and target languages needed in each booth Deadline mid-September
• Organise the planning of each interpreter (templates)
• Organise the planning of each session (templates) and nominate the room co-ordinator
Deadline: third week of September

2. Selection of interpreters for each seminar

Before we get the program
• Estimation of the number of interpreters needed for the seminars
• Estimate the linguistic requirements of the seminars
• New selection of interpreters missing if necessary (selection + transport + accommodation)
After we get the program
• See point 1.
• Complete the welcoming pack with the individual schedule, the schedule of each session + other information
Deadline: 12th of October
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