Documentation and learning

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The aim of this page is to collect learnings, outcomes and experiences of the various parts that organizing a Wikimania entails. The learnings are based on the organization of Wikimania 2019 in Stockholm, where the local organizers secured additional funding for making sure that there is proper documentation on how to prepare for and successfully carry through a Wikimania. The text will be divided into two main parts: what is needed to be done for the conference to work, and what can be done, if the local organizers have the capacity. The texts are supposed to help the local team, not the staff of the WMF.

Parts of it will be based on the Wikimania Handbook, which at this point unfortunately is outdated – especially given the fact that there is now an events team at the Wikimedia Foundation helping the local hosts with the most time consuming parts of organizing a Wikimania.

Responsibilities of the WMF Events Team[edit | edit source]

See roles and responsibilities

  • Budget (of which local hosts have no knowledge)
  • Overall timeline (with input from local hosts)

What needs to be done[edit | edit source]

Early preparations[edit | edit source]

Starting to build the conference[edit | edit source]

  • Early communication – especially wiki and social media accounts
  • Main components of the program
  • Local scholarship responsibilities
  • Carrying out a successful site visit
  • Ensuring a sustainable conference

Developing the core conference[edit | edit source]

  • Preparing the community village
  • Working with the program committee
  • Organizing related activities

Recruiting and coordinating volunteers[edit | edit source]

Carrying out the conference[edit | edit source]

  • Successfully managing the registration desk
  • Internal communication: Communicating important information to the attendees, as for example via Telegram
  • Ensuring the safety of attendees
  • Find rooms for recurring meetings

What can be done[edit | edit source]

Early preparations[edit | edit source]

  • Securing partnerships and sponsorships
  • Recruiting local staff

Starting to build the conference[edit | edit source]

Recruiting and coordinating volunteers[edit | edit source]

  • Preparing a risk analysis and crisis management plan

Organizing social activities[edit | edit source]

Further information[edit | edit source]

Wikimedia Sverige debrief[edit | edit source]

Evaluation[edit | edit source]