Wikimania-Programme/Timeline

Mini-cal

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Sun 31

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  • Check in with translators, interpreters, printers

Mon 1

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  • 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

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  • 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

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

Thu 4

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  • 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

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  • 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

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  • 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

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  • 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

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  • 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

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  • 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

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Trips

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  • 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

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  • 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

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A week+ before

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

Prophylactic

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

Just before

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

During

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  • 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

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