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Event Registration

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Introduction to Event Registration Tool and how to create an event page in the Event namespace

Why use the Event Registration Tool?

The event registration tool is the first on-wiki solution for event registration. With this tool, event participants can click on a "Register" button to sign up for events, rather than needing to add their signature to an event page (which is confusing to newcomers) or using third-party registration solutions that are off the wikis. Meanwhile, event organizers can bring more of their organizing activity on the wikis, and they can benefit from a growing list of features that support event organizers over time.

The key benefits of the tool includeː

• Easier to use for organizersː Organizers can easily enable registration on their event pages, and they can easily manage a participant list.
• Easier to use for participantsː Participants can easily register for events on-wiki, with no understanding of editing or signatures required.
• Greater data privacy for participantsː Participants will not need to worry about how their data is managed, tracked, or stored by third-party registration solutions, since the event registration tool will be a part of the Wikimedia ecosystem and its privacy standards. Furthermore, there is an optional private registration feature, so that participants can only show their usernames to organizers, if they wish. It is also optional for participants to answer demographics questions about themselves.
• Improved communication supportː Organizers can easily send emails to registered participants, and a confirmation email is sent to participants after registering for the event.
• Integration with wiki workflows and practicesː Event pages and event registration can be integrated into wiki workflows, so users can watch and manage event pages.
• Integration with the Programs & Events Dashboardː The event registration tool has integration with the Programs & Events Dashboard, so that all public registrants can have their usernames automatically pushed to the relevant event on the Programs & Events Dashboard. This can save time for event organizers and participants, since they will not need to manually add usernames to the Dashboard.
• More data on campaign and event activity as a movementː Right now, many event organizers turn to third-party solutions to do things like create event pages, register participants, and other tasks. This means that we miss out on a lot of crucial data, analysis, and understanding related to movement events, in particular as related to their impact and outcomes. If we make it easier for organizers to create and manage events on the wikis, we can expect to see more transparency and cohesion around event activity on the wikis.

Requirements to use the event registration feature

Enabling, creating and managing registration using Event Registration Tool

• To enable registration on an event page:
  • You must logged in to a wiki account.
  • You must be in the Event Organizer user group. Visit the information page learn more about the user group.
  • You must be the creator of the event page.
  • The event page needs to be in the event namespace.
• To register as a participant on an event page:
  • You must be logged in with a wiki account. If you are not, you will be redirected to the login/sign-up page in order to complete the event registration process.

Event registration toolː organizer experience

Figure 1:
How to create an event in the event namespace

Create an event page in the event namespace

You can create an event page like how you create other wiki pages, with one difference: the page must be in the Event namespace. To do this, the name of the event page must start with “Event” + “:” (colon) + "(Name of your event) . For example, if your event is called “African Women Editathon,” the page name would be “Event:African Women Editathon.” You may use the Event:Sandbox to try creating an event in the event namespace.

Note that an event page is structured like any other wiki page, so rules for how it is deleted, managed, or patrolled are the same as for any other wiki pages.

See Figure 1: How to create an event in the event namespace.

Choose to enable registration on the event page

Figure 2.1:
Enabling event registration via pop-up

Figure 2.2:
Enabling event registration via link

There are two way to enable registration to your event page. You may enable your event registration via pop-up or via the Event Registration link.

• Via pop-upː Once you have created an event page in the event namespace, you will see a pop-up that asks if you want to enable registration. You can click “Enable registration” to begin the process. You can also click “Dismiss” to dismiss the pop-up.
• Via event registration linkː Once you have created an event page in the event namespace, you will see a link to “Enable registration” in a registration header on the event page. Click on the "Enable registration" link to begin the process.

See Figure 2.1: Enabling event registration via pop-up and Figure 2.2: Enabling event registration via link

Provide event information to enable registration

Figure 3.1
How to fill the form:Important information for enabling event registration

Figure 3.2
Sample event registration details for an online editathon

Fill out information form: Once you have chosen to enable registration, you will need to fill out a form with your event information. Some information will be shown to all users, regardless of whether they sign up for the event (i.e., event date, event time, event type, organizer usernames, and the event location). Some information will only be displayed to users who register for the event (i.e., video and chat group links, if any).

To enable the "Questions for Participants," the organizer must accept the clickwrap agreement.

Once complete, click on the button to “Enable Registration.” 2. Review changes (optional): Once you have clicked on “Enable Registration,” you will see a success message with a link to the event page. You can click on the event page link to review the changes.

See Figure 3.1: Important information for enabling event registration and Figure 3.2: Sample event registration details for an online editathon

Manage event registration

Ways to view your event participants

View event participants

There are two ways you can view the event participant list:

• Via event page: On the event page, click on "More details".
• Via Special:EventDetails: You will see the participant list on this page.

See Figure 4.0: Ways to view your event participants

View participant data

Participants can optionally answer questions about themselves. Some of the questions are Personally Identifiable Information (PII), which areː gender identity, age range, and profession. Some questions are non-PII, which areː wiki editing skill level, and if the participant is a member of an affiliate (yes/no, with a free text field to name their affiliate). The non-PII responses can be viewed on an individual basis before the event ends. When the event ends, the organizer can see both the PII and noɲ-PII responses displayed in aggregate in the Response Statistics tab.

Remove event participant

1. Go to the Special:EventDetails page for your event.
2. Select the participants you would like to remove.
3. Click on the trash icon (“Remove”). The participant(s) will then be unregistered from the event.

Email participants

To email participants as an organizer, you can do the following:

1. Go to the Participants tab and select the usernames of the people you want to email
2. Select the "Message Participants" button
3. You will be redirected to the Message tab
4. Add Subject and Message text
5. Select the "Send Email" button

Note that the usernames of the participants are not displayed to the organizer through this method. The participants will see the email address of the organizer if they reply to the email message, and the organizer will see the email addresses of the participants only if they receive replies to their emails.

Edit event registration information

If you are an event organizer who has enabled registration for your event page, you can edit registration information in the following way:

1. Special:MyEvents: Click on the three dots, and select "Edit event."
2. Special:EventDetails: Click on the "Edit" button.
3. Go directly to Special:EventRegistration, if you have the event ID.
4. Make changes, and then click on the “Edit registration” to save your changes.

Open/close event registration

If you are an event organizer who has enabled registration for your event page, event registration is automatically open. However, you can close registration at any time. This means that no new participants can register for the event. If event registration is closed, participants who have already registered will remain registered for the event, and they will still be allowed to cancel their registration. The event organizer can re-open registration through the same process for closing registration.

1. Access Special:MyEvents. You can access the page via Special:EventDetails (click “Back”) or directly via the URL.
2. Identify the event registration that you want to close in the event list.
3. Click on the three dots.
4. Select “Close event” or “Open event.”

Disable event registration

If you are an event organizer who has enabled registration for your event page, or if you are a wiki admin, you can disable registration. This means that the registration user interface and registration data will no longer be displayed on the wikis to you or the event participants.

1. Access Special:MyEvents. You can access the page via Special:EventDetails (click “Back”) or directly via the URL.
2. Identify the event registration that you want to delete in the event list.
3. Click on the three dots.
4. Select “Delete event.”

How can an organizer register for their own event?

Organizers of an event can add register for their own event on the Special:RegisterforEvent page. So, for example, if the EventDetails page of the event is https://meta.wikimedia.org/wiki/Special:EventDetails/143, then an organizer can register on https://meta.wikimedia.org/wiki/Special:RegisterforEvent/143, as long as registration is open. However, this user flow may be improved in the future (see https://phabricator.wikimedia.org/T321823 for proposed improvements).

How can an organizer add participants to an event?

An organizer can currently not add participants to an event. Only a participant can add themselves.

How can an organizer remove participants from an event?

Organizers can remove participants from an event on the EventDetails page.

How does the tool manage the privacy of the participants?

We have taken a few steps to ensure the privacy of the participants, which includes the followingː

• The participants register under their username. We do not collect the personal names, email addresses, or phone numbers of the participants.
• Participants have the option to register privately. This means that their username in the participant list will only be displayed to to the event organizers.

How do I disable my event registration?

An organizer can disable event registration via SpecialːMyEvents.

How do I add other organizers to my event registration?

As an organizer, you may add other organizers to event registration by specifying their username in the "Organizers" field while enabling or editing your event registration.

If a new organizer is added to an event, they have all basic organizer privileges, including being able to:

• Edit event registration information
• Cancel the registration of a participant
• Open or close event registration
• Delete event registration

• Remove other organizers under certain conditions (see below)

Can I remove myself, as the event creator?

• Every event should have at least one organizer. If there is more than one organizer, you can remove yourself.

If I am not the event creator, can I remove the event creator?

• No. The primary organizer name is not editable by other organizers.

Note that all organizers currently have the same rights, but we will looking into separate organizer roles in the future (T316138).

Event registration toolː participant experience

Registering as a participant

1. On the event page, click on the “Register for event” button at the top of the page.
2. If you are not logged in, you will be redirected to the login/sign-up page. Once you have logged in or signed up with a Wikimedia account, you will be brought back to the event page, where you can complete your registration.
3. When you register, you can choose to register publicly or privately. If you register publicly, your username will be viewable to anyone who visits the event page, and your contributions may be analyzed in tools like the Programs & Events Dashboard during the event. If you register privately, your username will only be viewable to the organizers of the event in the participant list. Also, your contributions will not be included in tools like the Programs & Events Dashboard. When you register, you will also be asked optional questions about your gender identity, age range, and profession (which will be displayed in aggregate only to the organizer), and your wiki editing skill level and if you are a member of an affiliate (which will be displayed as individual answers for the organizer to view). You can choose to answer some, all, or none of the questions.
4. Once the registration process is complete, the participant is registered for the event.
5. The participant will receive a confirmation email of registration if they have an email address associated with their accounts and if they have not disabled email being sent to them via Preferences (note that the confirmation email feature is currently being developed by the engineers).

How to cancel participant registration

On the event page, click on the trash icon in the registration header. The participant will then be unregistered from the event.

Can I join an event privately?

A participant can choose to join an event privately when registering.

How do I join an event?

A participant can click the "Register" button on the event page to join an event.