Wikimania 2010/Bids/Oxford/Organisation

Main page — Local Team — Organisation — Criteria — Media Library — Questions and Answers

Project Deliverables

A winning bid

Bid team leader: User:Cfp

Requirements: Arrange for delivery of all the below deliverables. Sell the Oxford bid as the best location, promising the most interesting conference, perfectly run.

Steps necessary to achieve deliverable	Step depends on	Resources needed for step and their source	Risks and severities	Mitigation strategies	Estimated time	Assigned to	Status
The bid logo	No dependencies	Time - The bid team	None	N/A	1 month	User:Seddon	Finished
The bid page	The bid logo	Time - The bid team	None	N/A	1 month	User:Warofdreams	In progess
The bid information pack	The bid page	Time - The bid team	None	N/A	1 month	User:Poeloq	Not started
Liaising with potential cohosts	The bid page The bid information pack	Time - The bid team	None	N/A	2 months	User:Cfp	In progress
Planning	The bid page	Time - The bid team	None	N/A	2 months	User:Cfp	In progress

A venue

Venue team leader: User:Tango

Requirements: Our venue(s) must be able to accommodate at least 500 people in its largest room, though 700+ is desirable. It/they must have at least two rooms capable of accommodating 150-200 and 4 or so smaller rooms accommodating around 50. It/they must have social spaces and catering facilities. Ideally we want a single venue capable of providing all of this, but multiple buildings may be tolerable if they are sufficiently close. All lecture theatres should be suitable for projections and we must be able to arrange blanket wireless coverage over the entire building(s).

Steps necessary to achieve deliverable	Step depends on	Resources needed for step and their source	Risks and severities	Mitigation strategies	Estimated time	Assigned to	Status
Draw up a list of venue possibilities	No dependencies	Time - The bid team	Low - Miss the perfect venue	Remain open to new possibilities for as long as possible.	1 week	User:Cfp User:Majorly	Complete
Cost venues	Drawing up a list of venue possibilities	Time - The bid team	High - Uncertainty about exact quotes due to lingering uncertainty about Wikimedia UK's charitable status.	Draw up costings based on all scenarios.	2 weeks	User:Cfp	Complete
Venue feasibility studies - catering, internet access, room sizes	Drawing up a list of venue possibilities	Time - The bid team	None	N/A	2 weeks	User:Cfp User:Majorly User:Seddon User:Tango	In progress
Final venue decision	Drawing up a list of venue possibilities Cost venues Venue feasibility studies - catering, internet access, room sizes	Time - The bid team	None	N/A	1 week	The entire bid team.	Not started
Make provisional booking	Winning Wikimania 2010 Bid	Time - The bid team	None	N/A	1 week	User:Cfp	Not started
Arrange technical equipment	Provisional bookings made	Time - The bid team	None	N/A	2 weeks	User:Skenmy	Not started

Accommodation

Accommodation team leader: User:????

Requirements: The accommodation must be able to house up to 700 delegates all in reasonably close proximity to each other. It should provide social spaces for the evening, and possibly dining facilities.

Steps necessary to achieve deliverable	Step depends on	Resources needed for step and their source	Risks and severities	Mitigation strategies	Estimated time	Assigned to	Status
Draw up a list of accommodation possibilities	No dependencies	Time - The bid team	Low - Miss the perfect venue	Remain open to new possibilities for as long as possible.	1 week	User:Cfp	In progress
Cost accommodation	Drawing up a list of venue possibilities	Time - The bid team	High - Uncertainty about exact quotes due to lingering uncertainty about Wikimedia UK's charitable status and the OII's level of involvement.	Draw up costings based on all scenarios.	2 weeks	User:Cfp	In progress
Accommodation feasibility studies - social spaces, catering(?), internet access	Drawing up a list of venue possibilities	Time - The bid team	None	N/A	2 weeks	User:????	Not started
Final accommodation decision	Drawing up a list of venue possibilities Cost venues Venue feasibility studies - catering, internet access, room sizes	Time - The bid team	None	N/A	1 week	The entire bid team.	Not started
Make provisional booking	Final venue decision and winning Wikimania 2010 bid	Time - The bid team	None	N/A	1 week	User:Cfp	Not started
Arrange technical equipment	Making provisional booking	Time - The bid team	None	N/A	2 weeks	User:Skenmy	Not started

Admin staff time

Admin team leader: User:????

To do: insert admin requirements.

Steps necessary to achieve deliverable	Step depends on	Resources needed for step and their source	Risks and severities	Mitigation strategies	Estimated time	Assigned to	Status
Sample step	No dependencies	A lottery win - Lottery tickets	High - We won't win the lottery.	Buy many tickets.	1 week	User:????	Not started

Budget and funding

Budget team leader: Wikimedia UK Treasurer User:Cfp

Requirements: We need to draw up a budget and find a way of covering all the costs in includes through sponsorship. As an initial guesstimate we expect this to be in the £100,000 to £200,000 region ($150,000 to $300,000).

Steps necessary to achieve deliverable	Step depends on	Resources needed for step and their source	Risks and severities	Mitigation strategies	Estimated time	Assigned to	Status
Draw up budget	Venue costings Accommodation costings	Time - The bid team	Low - Difficult to get accurate quotes this far in advance.	Factor in some extra room for future price increases.	1 month	Bid Team	In progress
Approach potential local sponsors	Bid page Bid information pack	Time - The bid team	High - We are ignored. High - We can't get in touch with the right people.	Phone rather than e-mail, stress we are acting on behalf of Wiki Educational Resources Ltd.	1 month	User:???? User:Cfp	In progress
Approach potential national sponsors	Bid page Bid information pack	Time - The bid team	High - We are ignored. High - We can't get in touch with the right people.	Phone rather than e-mail, stress we are acting on behalf of Wiki Educational Resources Ltd.	1 month	User:Majorly User:???? User:Cfp User:Seddon	In progress

Scheduling

To do.