Wikimania-Programme/Timeline

Mini-cal

Sun 31

• Check in with translators, interpreters, printers

Mon 1

• 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

• 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

• More devs
• Prepare for early arrival of some volunteers (local hosts?)

Thu 4

• 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

• 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

• 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

• 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

• 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

• 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

Trips

• 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

• 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

A week+ before

• putting reg-kits together
• putting basic goodie bags together
• arranging printing of info packets, proceedings

Prophylactic

• packing, storing first-aid kits
• emergency drills, fire-code review

Just before

• monitoring posters/flyers
• putting up signs
• moving in equipment, boxes of folders & bags, gear
• running around with car, getting last-minute items

During

• 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

• trash duty
• follow-up with speakers
• trip organization on Monday
• budget review
• conference report : parsing feedback forms