Wikimania Handbook/The Ideal Team

Project manager

• Budget management
  • works with Comptroller who handles accounting (office)
• Provide timeline and make sure it is respected
• Human ressources management (define and enforce roles, who does what, who does not do what)
• final cut

Volunteer coordinator

• Plans for staffing needs; support for each other group
• Identifies & screens staff & related timelines
• Fills in any gaps

Secretary

• Regular scheduling reminders
• Oversees mail/otrs answering
• Tracks progres of all groups
• Limited time/week, but extremely reliable

  (not to get drawn into other roles)

Program manager

• heads the program committee
• Program timetable
• Coordinates with communications on releases
• Coordinates with Tech & Logistics on room/hall needs

Social liaison

• Parties
• Outings
• Fun events, tourneys
• Building an enthusiastic social team
• Coordination with satellite parties & calendars

Speaker coordinator

• Relationships with speakers
• Coordinates with Program manager
• Coordinates with Registration coordinator
• Manages speakers sponsorships and special needs

Technical coordinator

• Oversees & schedules sysadmin and programming work, coordinating:
  • Server setup, during the year and onsite
  • CfP software setup
  • Software for volunteer coordination / allocatoin
  • Calendaring software for showing/editing the program
  • Registration software (see Registration)
• Define tech team needs with Logistics & Program coordinators

Registration coordinator

• Development of the registration system (technical)
• Managing registration questions/issues/problems, off and on-site.

Logistics coordinator

• A/V - streaming
• Catering
• Accommodation
• Venue allocation

On-site : Stage liaison

• Make sure people are where they need to be
• Double-check on props, materials, timing

Communications manager

• Community announcements
• Website delegations & updates (see Designer)
• Basic copy for press
• Follow up on statistics during and after

Press liaison

• Liaises with larger press group
• Deals with press inquiries and assignments

Sponsors manager

• Find sponsors
• Ensure communication with sponsors
• Follow up during and after the event

Scholarships coordinator

• Manages attendees scholarships
• Works with applicants to manage expectations & schedules