Wikimania-Programme/Timeline
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Mini-cal
[edit]Sun 31
[edit]- Check in with translators, interpreters, printers
Mon 1
[edit]- Devs move into Haus, start moving in NOC-equipment
- Check in with caterers, JhB, museum, bus-providers (if any)
- Check in with mail shipments en route (gear, toys, machines, awards, etc)
- Pick up final printed docs/posters; double-check bindings & layout;
- stuff folders (info packets about Frankfurt, abstract-packets)
- Stuff bags (gift bags for speakers, award-bags for contests)
Tue 2
[edit]- More dev-conf
- Get devs to work out who will handle which tutorial/workshop, if not decided yet
- Practice tutorials on newbies?
- Final schedule of people to meet speakers and important guests at the airport
- Inventory decorations, music, party-fixings
Wed 3
[edit]- More devs
- Prepare for early arrival of some volunteers (local hosts?)
Thu 4
[edit]- Arrivals
- All day: coordinate pickups from airport
- Midday : Volunteer training, deployment
- Have 1-2 volunteer coordinators just to handle the influx of volunteers
- All day: Setup NOC, branch out from gartenhaus
- Prep, coordinate w/hostel, stock up for evening party
- Dinner : informal; try to plan a few mixed dinner-groups to introduce people to one another before the party, based on arrival times
- Optional visit to sponsor's business / pub for food & drinks?
- Late evening: Pre-convention party
Fri 5
[edit]- Conference starts
- Orientation @ Breakfast : Some local who can give everyone the rundown.
- Interpreters needed
- Guests should be grouped roughly by language, for trips, orientation, other purposes. That way noone is isolated in a group they can't speak to.
- Early-riser trips
- museum, other, for gathering content?
- other trips, coinciding with an informal morning of sessions and orientations
- Jimbo speaking in the afternoon
- Keynote to kick off other presentations
- 15-min intro to all of Wikimedia (if possible...)
Sat 6
[edit]- Conference, 1-2 keynotes
- Final day to submit content and media-contest entries
- Submission of feedback forms after workshops
- Late-night slide show (and any performances/silliness)
Sun 7
[edit]- Final day of conference; wrapup discussion, closing remarks
- Jimbo's birthday
- Group dinner (catered...)
- Early departures; coordinate shuttles/taxis to airport
- Cleanup at day's end
- Coordinate move-out of decorations, prepare for moving out network on Mon
Mon 8
[edit]- Conference ends; departures & goodbyes
- Move out network, extra tables & easels
- Gather final feedback forms
- Trips into the city and surroundings
- Small group trips? Each sharing own expenses, or paid centrally?
- Coordinate shuttles & trips to airport, rideshares
- Help hostel clean up?
Tue 9
[edit]- Cleanup of papers, lost-and-found; things tossed into bags Mon night
- Feedback to volunteers and interpreters
- Feedback, brief notes thanking speakers and panelists
- Compile reports based on feedback (to each workshop/tutorial, for the whole event)
Events
[edit]Trips
[edit]- Museum : which one? : Fri morning. Revisit Monday?
- City tour : find tour guides. : Fri morning. Also Monday (longer trip then?)
- Picnic : Monday option?
- Going out dancing (: : option for Sun night?
Parties, Ceremonies
[edit]- 3rd-party event offsite : Thursday aft/dinner, at sponsor's place?
- Intro party : Thursday eve
- DJ (with own speakers, lighting), leave a dance floor free
- Full bar? Stack of beer? Check with hostel. At the very least a snack-and-normal-drink bar, at reasonable cost.
- Opening Ceremony : Friday post-lunch? (or post-breakfast? decide.)
- Content contest awards ceremony : Sunday lunch
- Closing ceremony : after closing group discussion Sunday afternoon
- Sunday dinner : catered?
Tasks
[edit]A week+ before
[edit]- putting reg-kits together
- putting basic goodie bags together
- arranging printing of info packets, proceedings
Prophylactic
[edit]- packing, storing first-aid kits
- emergency drills, fire-code review
Just before
[edit]- monitoring posters/flyers
- putting up signs
- moving in equipment, boxes of folders & bags, gear
- running around with car, getting last-minute items
During
[edit]- manning refreshment tables
- cleanup after Thurs party and Sun dinner
- selling passes on-site
- providing tech support
- for speakers
- for the conf: manning webcast cameras/audio
- for the interpreters: will have one dedicated tech, but still...
- Infodesk: answering attendee questions
- trash duty each day (janitors, but will they be enough?)
- final additions to [good-bye] goodie bags
After
[edit]- trash duty
- follow-up with speakers
- trip organization on Monday
- budget review
- conference report : parsing feedback forms