Standards/National Congress

=Standard: National Congress=

Purpose
For organising, setting up and running of the Annual Pirate Party National Congress

Deadlines

 * Agenda to be finalised 7 days prior to Congress
 * Financial Report to be finalised 7 days prior to Congress
 * Constitutional Amendments to be submitted 28 days prior to Congress
 * Announcement of Congress details must be made 42 days prior to Congress
 * Congress must be held in July XXXX <check amendment - website down so cant atm?
 * Nominations don't close until during congress, but people should be encouraged to nominate sooner (ie pre 7 day agenda finalisation).
 * No deadlines for motions etc, but policy motions especially should be encouraged to be put sooner (ie pre 7 day agenda finalisation).

Book Venue

 * NC to assign someone local to congress location to scout and find venue
 * Venue should have
 * Good lighting, room must not be limited to down lights
 * Good quality high speed internet
 * Accessible power outlets
 * Check/clarify following details:
 * Entry times and someone to let us in
 * Exit time, how soon after booking do we need to be packed up and out
 * Can items be left overnight, securely
 * Can items be left over lunch, securely or will someone need to stay
 * Bar?
 * Water supply for NC (oooh, an elaborate rider!)
 * Projector and/or projector screen/surface
 * PA & Mics
 * Deposit, amount and by when.
 * When does full payment need to be made by
 * Cost for venue or per person, will this vary depending on amount
 * Must be secured and finalised some time prior to the 42 day prior announcement

PA/Audiovisual

 * NC to assign someone to book PA (mics, speakers, etc)
 * PA Details/Specs (sample: PA-Hire-congress-2014.jpg)
 * Be good to flesh this out with reqs but i dunno enough about it, alternately just reference the details from last congress (pic above)
 * 6x Mic's with table stands for NC table
 * 2x Mic's with floor stands for participants
 * 2x Speakers with stands
 * Mixing desk
 * Power and cabling as required etc
 * Camera with tripod is required for video streaming broadcast
 * Projector that laptop can be plugged into should be acquired either from venue or independently if possible
 * NC to assign someone from ITWG to handle PA, Streaming, recording etc

Booking System

 * NC to determine best software solution for handling bookings/RSVP's for Congress
 * Unless otherwise decided, at the moment this is "Eventbrite"
 * eg : http://piratecon2014.eventbrite.com.au
 * NC to assign someone responsible for setting up RSVP/Booking system
 * Ticket types, unless otherwise decided by NC, are as follows:
 * Member [for full and associate members]
 * Non-Member [for all non-members]
 * Student (Member only)[Concession rate for student members. Student ID card (any Australian university) will be required to be shown.]
 * Online Participant (Donation) [Please contribute to the costs of running the online Congress services if you can!]
 * Online Participant (No Donation) [RSVP for free!]
 * The presentation and demarcations of the above may differ depending on the software used to handle the RSVP's
 * Ensure booking site displays details of
 * Date & Times
 * Location
 * Map
 * Link to the Congress wiki page
 * hmmm, feel like im missing something...

Publications

 * Prior to Congress a number of webpages, wiki pages and documents must be produced by the Secretariat (or others where assigned)
 * Congress wiki page
 * To be created some time prior to the 42 day prior announcement by Secretariat
 * Naming convention of wiki page is to be "Pirate_Congress_YYYY" where YYYY is the year in full.
 * Example: http://pirateparty.org.au/wiki/Pirate_Congress_2014
 * Standing orders
 * add details etc....
 * Agenda
 * add details etc....
 * Financial report
 * add details etc....
 * Streaming/Remote Participants page
 * add details etc....
 * Nominations page
 * add details etc
 * more to add, 

Nominations

 * Initial call for Nominations should be included in the 42 day prior announcement
 * Remind people to Nominate during general meetings in lead up to Congress
 * Further email reminders or calls for Nominations can be sent on an as needs basis (there should be at least one more before Congress)
 * Email each nominee a week before congress to remind them to decide if they wish to:
 * Give a nomination speech in person at congress
 * Have a written statement read out by an NC member at Congress
 * Provide a video clip to be played at Congress
 * Provide an audio file to be played at Congress
 * Choose to rely on their written nomination
 * Email 24 hours prior to Congress any Nominees who have not yet provided a choice in relation to the above, requesting that they identify their preferred option
 * Note that uncontested positions are not required to provide one of the above options, but that they should be given the option to provide video files etc to use should someone nominate against them at last minute.

More

 * Standard incomplete, more to be added here