Wikimania 2013 bids/London/Action Plan
This is to formalise roles, responsibilities and milestones in the Conference Organising Committee (as opposed to the Bid Organising Committee!), should the bid succeed. These aren't necessarily individual roles - one person may do more than one to start with, and as the event approaches these roles will split into several roles or even committees. What they represent is more independent "streams" that may be tackled fairly independently.
Unassigned volunteers
editIn London
edit- James Knight
- Lauren Cahill - wants to do SEC for Tate Modern
- Imogen Pickles
- Tom Morris
- John Keays - wants to be Treasurer
Near London
edit- Harry Mitchell
- Seddon
- Marek
International
editCoordinator - Ed Saperia
editThe Coordinator makes sure that all domains have capable people in charge of them, and that they keep to their deadlines.
Assemble The Team
edit- Liaise with WMUK and pin them down to a precise offer of resources
- Liaise with event management service partners and pin them down to a precise offer of resources
- Assemble volunteer team
Project Manage
edit- Assign roles
- Create draft schedule for each role (sense check this with experienced event organisers)
- Track productivity
- Alter / split roles where necessary
Venue Manager
editThe venue manager deals with everything to do with the venue that isn't the actual content of the conference - they provide suitable surroundings for a conference to occur. This is rooms, catering, registration, furniture, layout and design.
Confirm Venue
edit- Negotiate sponsorship agreement in detail
- Get detailed description of assets: what rooms do we have, when, for how long, how are they staffed?
Main Venue Catering
edit- Fix catering requirements - amount, frequency and also dietary requirements
- Start negotiating with caterers in earnest
Crowd Management
edit- Signage
- Lanyards
- Physical registration process / front of house
- Welcome pack / gift bags
- Childcare
Accommodation Manager
editThe accommodation manager helps delegates and guests find places to stay that suit their budgets and requirements.
Universities
edit- Work out requirement in detail
- Secure university accommodation
Hotels & Hostels
edit- Estimate hotel requirement in detail
- Start negotiating with hotels in earnest
- Assemble prices
VIP Hotels
edit- Rooms with a view
Social Events Coordinators
editSECs make the social events happen.
Friday: The Science Museum
editConfirm Venue
edit- Negotiate sponsorship agreement in detail
- Get detailed description of assets: what rooms do we have, when, for how long, how are they staffed?
Catering
edit- Fix catering requirements - amount, dietary requirements
- Start negotiating with caterers in earnest
Design / Entertainment
edit- Design the rest of the event!
- How will delegates travel there and back?
Saturday: Music & Comedy at The Barbican Centre - James Knight
editConfirm Venue
edit- Get detailed description of assets: what rooms do we have, when, for how long, how are they staffed?
Catering
edit- Fix catering requirement (liaise with venue manager)
Entertainment
edit- Book & Manage talent
- Design the rest of the event!
AV
edit- Discuss AV requirements with AV Manager
Sunday: The Tate Modern
editConfirm Venue
edit- Negotiate sponsorship agreement in detail
- Get detailed description of assets: what rooms do we have, when, for how long, how are they staffed?
Catering
edit- Fix catering requirements - amount, dietary requirements
- Start negotiating with caterers in earnest
Design / Entertainment
edit- Design the rest of the event!
- How will delegates travel there and back?
Schedule Designer - James Knight + 1 Other
editThe Schedule designer makes all the conference related content happen at the venue.
Create Track Framework
edit- Work with Venue Manager to fix track numbers & sizes
- Juggle tracks, rooms and submissions
Manage Submissions
edit- Ask the community for ideas for tracks / panels / talks
- Confirm and manage keynotes, panelists, GLAM speakers, etc
- Start vetting actual submissions (eventually)
Event Experience
edit- Any non essential fun things at the event!
AV Master
editHandle the technical hardware requirements of the conference.
Wifi
edit- Confirm Wifi partner
- Work with them to pin down exact requirements
Presentations
edit- Working with Schedule Designer, find and fulfil presentation requirements
Recording
edit- Make recording, editing, livestreaming and uploading happen
Onsite Comms
edit- Radios and that
Tech Coordinator
editsysadmin and programming work
edit- Server setup, during the year and onsite
- CfP software setup
- Software for registration
Communicator in Chief
edit- Community liaison, in charge of official language and communication and managing the media.
- Keep community updated on everything that's happening
- Including accommodation details, visa process etc... basically everything all the roles are doing
- Find volunteers for event day
Public
edit- Manage social media
- Design non-wikimedian facing web presence ("What is this conference?")
- Interface and communication of ticketing
Media
edit- Write press releases
- Oversee press part of online presence / press pack
- Handle relationship with media partners
Fundraiser
editRaise money and take care of sponsors
Funding Material
edit- Write funding brochures
Sponsorship
edit- Raise funds
- Aggregate sponsor promises and gifts
- Manage sponsor relationships
Treasurer
editHandle transactions, balance the budget and make sure everything's accounted for - parts of this may be handled by Wikimedia UK
Budget Oversight
edit- aggregate expenditures
- manage fundraising transactions
- adequate reporting
Insurance
edit- public liability
- cancellation
Travelmaster
editGet people from A to B
Visas
edit- Manage Visa process
- Work with London & Partners / Mayor's office
Flights
edit- Negotiate with airlines
- Coaches to / from airport?
Day to day
edit- Negotiate with TFL
VIP Travel
edit- VIP Flights
- VIP Travel
- VIP Hotels (Liaise with accommodation)
Institutional Outreach / GLAMourist-in-chief
editEngage with local institutions (GLAM, but also local councils, schools etc)
- Aggregate previous institutional relationships (consult WMUK and community)
- Reach out to local institutions to:
- Do talks / panels
- Organise or host trips / tours
Scholarshipwright
editCoordinates and helps form the scholarship committee with WMF
Scholarship Policy
edit- Draft and communicate policy (i.e. who gets it)
Application process
edit- Handles application process
- Receiving Applications
- Judging
- Accept or Reject
- Transfer & Reporting