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 volunteersEdit

In LondonEdit

  1. James Knight
  2. Lauren Cahill - wants to do SEC for Tate Modern
  3. Imogen Pickles
  4. Tom Morris
  5. John Keays - wants to be Treasurer

Near LondonEdit

  1. Harry Mitchell
  2. Seddon
  3. Marek

InternationalEdit

Coordinator - Ed SaperiaEdit

The Coordinator makes sure that all domains have capable people in charge of them, and that they keep to their deadlines.

Assemble The TeamEdit

  • 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 ManageEdit

  • Assign roles
  • Create draft schedule for each role (sense check this with experienced event organisers)
  • Track productivity
  • Alter / split roles where necessary

Venue ManagerEdit

The 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 VenueEdit

  • 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 CateringEdit

  • Fix catering requirements - amount, frequency and also dietary requirements
  • Start negotiating with caterers in earnest

Crowd ManagementEdit

  • Signage
  • Lanyards
  • Physical registration process / front of house
  • Welcome pack / gift bags
  • Childcare

Accommodation ManagerEdit

The accommodation manager helps delegates and guests find places to stay that suit their budgets and requirements.

UniversitiesEdit

  • Work out requirement in detail
  • Secure university accommodation

Hotels & HostelsEdit

  • Estimate hotel requirement in detail
  • Start negotiating with hotels in earnest
  • Assemble prices

VIP HotelsEdit

  • Rooms with a view

Social Events CoordinatorsEdit

SECs make the social events happen.

Friday: The Science MuseumEdit

Confirm VenueEdit

  • Negotiate sponsorship agreement in detail
  • Get detailed description of assets: what rooms do we have, when, for how long, how are they staffed?

CateringEdit

  • Fix catering requirements - amount, dietary requirements
  • Start negotiating with caterers in earnest

Design / EntertainmentEdit

  • Design the rest of the event!
  • How will delegates travel there and back?

Saturday: Music & Comedy at The Barbican Centre - James KnightEdit

Confirm VenueEdit

  • Get detailed description of assets: what rooms do we have, when, for how long, how are they staffed?

CateringEdit

  • Fix catering requirement (liaise with venue manager)

EntertainmentEdit

  • Book & Manage talent
  • Design the rest of the event!

AVEdit

  • Discuss AV requirements with AV Manager

Sunday: The Tate ModernEdit

Confirm VenueEdit

  • Negotiate sponsorship agreement in detail
  • Get detailed description of assets: what rooms do we have, when, for how long, how are they staffed?

CateringEdit

  • Fix catering requirements - amount, dietary requirements
  • Start negotiating with caterers in earnest

Design / EntertainmentEdit

  • Design the rest of the event!
  • How will delegates travel there and back?

Schedule Designer - James Knight + 1 OtherEdit

The Schedule designer makes all the conference related content happen at the venue.

Create Track FrameworkEdit

  • Work with Venue Manager to fix track numbers & sizes
  • Juggle tracks, rooms and submissions

Manage SubmissionsEdit

  • Ask the community for ideas for tracks / panels / talks
  • Confirm and manage keynotes, panelists, GLAM speakers, etc
  • Start vetting actual submissions (eventually)

Event ExperienceEdit

  • Any non essential fun things at the event!

AV MasterEdit

Handle the technical hardware requirements of the conference.

WifiEdit

  • Confirm Wifi partner
  • Work with them to pin down exact requirements

PresentationsEdit

  • Working with Schedule Designer, find and fulfil presentation requirements

RecordingEdit

  • Make recording, editing, livestreaming and uploading happen

Onsite CommsEdit

  • Radios and that

Tech CoordinatorEdit

sysadmin and programming workEdit

  • Server setup, during the year and onsite
  • CfP software setup
  • Software for registration

Communicator in ChiefEdit

  • Community liaison, in charge of official language and communication and managing the media.

Community - Rock drumEdit

  • 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

PublicEdit

  • Manage social media
  • Design non-wikimedian facing web presence ("What is this conference?")
  • Interface and communication of ticketing

MediaEdit

  • Write press releases
  • Oversee press part of online presence / press pack
  • Handle relationship with media partners

FundraiserEdit

Raise money and take care of sponsors

Funding MaterialEdit

  • Write funding brochures

SponsorshipEdit

  • Raise funds
  • Aggregate sponsor promises and gifts
  • Manage sponsor relationships

TreasurerEdit

Handle transactions, balance the budget and make sure everything's accounted for - parts of this may be handled by Wikimedia UK

Budget OversightEdit

  • aggregate expenditures
  • manage fundraising transactions
  • adequate reporting

InsuranceEdit

  • public liability
  • cancellation

TravelmasterEdit

Get people from A to B

VisasEdit

  • Manage Visa process
  • Work with London & Partners / Mayor's office

FlightsEdit

  • Negotiate with airlines
  • Coaches to / from airport?

Day to dayEdit

  • Negotiate with TFL

VIP TravelEdit

  • VIP Flights
  • VIP Travel
  • VIP Hotels (Liaise with accommodation)

Institutional Outreach / GLAMourist-in-chiefEdit

Engage 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

ScholarshipwrightEdit

Coordinates and helps form the scholarship committee with WMF

Scholarship PolicyEdit

  • Draft and communicate policy (i.e. who gets it)

Application processEdit

  • Handles application process
    • Receiving Applications
    • Judging
    • Accept or Reject
    • Transfer & Reporting