Wikimedia CEE Meeting 2017/Timeline
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Wikimedia CEE Meeting 2017
Warsaw, Poland, September 22-25
This is the timeline of the conference - documenting how we managed to organize the conference
Basic timeline
[edit]| October 2016
Committee decision: Warsaw |
November 2016
Grant application |
February - May 2017
Programme committee |
May 2017
Scholarships & Visas |
May - July 2017
Submissions |
23-25 September
2017 Conference |
October - December
2017 Post-conference works |
Detailed jobs timeline
[edit]| Deadline | Job | Area | Team Member
in charge |
Status |
|---|---|---|---|---|
| 30.11.2016 | Submission of grant application | Grant & Finances | Tomasz | done |
| 02.12.2016 | Contract with POLIN Museum | Venue & Hospitality | Tomasz | done |
| 02.12.2016 | Contract with MDM Hotel | Venue & Hospitality | Krzysztof | done |
| 20.12.2016 | Discussions with grant reviewers | Grant & Finances | Tomasz | done |
| 28.02.2017 | Assembly of Programme Committee | Programme | Natalia | done |
| 1.03.2017 | Final preparation of meta page of the Conference | General | All team | done |
| 15.03.2017 | Establishing social media presence (Facebook event page etc.) | Programme | Natalia | done |
| 28.03.2017 | Final contracts with meals providers | Venue & Hospitality | Krzysztof | done |
| 09.04.2017 | Program Committee creates and sends a programme survey to chapters | Programme | Natalia | done |
| 15.04.2017 | Final arrangements with Polin and hotel | Venue & Hospitality | Tomasz, Krzysztof | done |
| 15.04.2017 | All the details of Birthday event & party | GLAM + Venue & Hospitality | Marta/Krzysztof | done |
| 15.06.2017 | Final agreements with GLAM Tracks partners | GLAM | Marta | done |
| 15.06.2017 | Deadline for registration of CEE chapters & usergroups scholars | Travel & Scholarship | Anna | done |
| 15.06.2017 | Visa invitations of scholars needing visas | Visas | Wojciech & Janusz | done |
| 15.05.2017 | Survey results published | Programme | Natalia | done |
| 15.05.2017 | Preliminary, general shape of programme published by Programme Commitee | Programme | Natalia | done |
| 15.05.2017 | Call for conference applications | Programme | Natalia | done |
| 30.05.2017 | Bus hire contract with MZA (the bus company) | HR & Transport | Jarosław | done |
| 15.06.2017 | Airplaine tickets for chapters' & usergroups' scholars purchased | Travel & Scholarship | Anna | done |
| 20.09.2017 | Merchandise purchase orders | Merchandise | Małgorzata | done |
| 30.06.2017 | Deadline for program applications | Programme | Natalia | done |
| 15.07.2017 | Recruitment of short-term volunteers | HR & Transport | Jarosław | done |
| 15.07.2017 | Preliminary, detailed programme published | Programme | Program Committee | done |
| 17.07.2017 | Second call for programme application - for topics not well covered | Programme | Programme Committee | done |
| 15.07.2017 | Invitation to special lecturers sent | Programme | Programme Committee | done |
| 30.07.2017 | Technical arrangements for audio & video registration | Programme | Natalia | done |
| 16.08.2017 | Deadline for second call of applications | Programme | Programme Committee | done |
| 20.09.2017 | Final visa trouble-shooting | Visas | Wojciech & Janusz | done |
| 15.09.2017 | First official info e-mail to participants: travel arrangements | Travel & Scholarships | Anna | done |
| 20.09.2017 | Purchase of late submitters airline tickets, travel arrangements | Travel & Scholarships | Anna | done |
| 15.09.2017 | Final programme published | Programme | Programme Committee | done |
| 15.09.2017 | Assigning staff and volunteers to conference tasks and shifts | HR & Transport | Jarosław | done |
| 15.09.2017 | Assigning hotel rooms to participants | Travel & Scholarships | Anna | done |
| 15.09.2017 | Rehearsal of the Old Town guided tour | GLAM | Marta & Michał | done |
| 15.09.2017 | Press release (incl. media invitation to Birthday celebrations) | Venue & Hospitality | Krzysztof | not done |
| 19.09.2017 | Final checks with POLIN Museum & MDM Hotel. Passes, clearances etc. | Venue & Hospitality | Krzysztof & Polimerek | done |
| 20.09.2017 | Final checks with GLAM Track Partners | GLAM | Marta | done |
| 20.09.2017 | Final checks with meals providers | Venue & Hospitality | Krzysztof | done |
| 21.09.2017 | Setup in the venue, hotel etc. | Venue & Hospitality | Team | done |
| conference | Supervision of volunteers, assisting in arrivals and check-ins | HR & Transport | Jarosław | done |
| conference | Operational troubleshooting with POLIN, MDM and meal providers | Venue & Hospitality | Krzysztof | done |
| conference | Special services for VIP guests (e.g. WMF Executive Director) | All Areas | Tomasz | done |
| conference | Conference main reception desk | All Areas | Małgorzata & Anna
& Marta & Natalia & Jarosław |
done |
| conference | Supervision of conference programme | Programme | Natalia | done |
| conference | Supervision of records and social media output | Programme | Natalia | done |
| conference | Supervision of GLAM Programme | GLAM | Marta | done |
| 01.10.2017 | Survey for participants prepared and sent | Grant & Finances | Natalia & Jarosław | in progress |
| 15.10.2017 | Results from Survey for participants published | Grant & Finances | Natalia & Jarosław | [tba] |
| 30.11.2017 | Financial closure of the project | Grant & Finances | Marek, Tomek & Anna | in progress |
| 15.12.2017 | Final grant report | Grant & Finances | Tomasz | tbd |