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

In London

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 London

1. Harry Mitchell
2. Seddon
3. Marek

Coordinator - Ed Saperia

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

Assemble The Team

• 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

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

Venue Manager

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 Venue

• 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

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

Crowd Management

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

Accommodation Manager

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

Universities

• Work out requirement in detail
• Secure university accommodation

Hotels & Hostels

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

VIP Hotels

• Rooms with a view

Social Events Coordinators

SECs make the social events happen.

Friday: The Science Museum

Confirm Venue

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

Catering

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

Design / Entertainment

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

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

Confirm Venue

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

Catering

• Fix catering requirement (liaise with venue manager)

Entertainment

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

AV

• Discuss AV requirements with AV Manager

Sunday: The Tate Modern

Confirm Venue

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

Catering

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

Design / Entertainment

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

Schedule Designer - James Knight + 1 Other

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

Create Track Framework

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

Manage Submissions

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

Event Experience

• Any non essential fun things at the event!

AV Master

Handle the technical hardware requirements of the conference.

Wifi

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

Presentations

• Working with Schedule Designer, find and fulfil presentation requirements

Recording

• Make recording, editing, livestreaming and uploading happen

Onsite Comms

• Radios and that

Tech Coordinator

sysadmin and programming work

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

Communicator in Chief

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

Community - Rock drum

• 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

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

Media

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

Fundraiser

Raise money and take care of sponsors

Funding Material

• Write funding brochures

Sponsorship

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

Treasurer

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

Budget Oversight

• aggregate expenditures
• manage fundraising transactions
• adequate reporting

Insurance

• public liability
• cancellation

Travelmaster

Get people from A to B

Visas

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

Flights

• Negotiate with airlines
• Coaches to / from airport?

Day to day

• Negotiate with TFL

VIP Travel

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

Institutional Outreach / GLAMourist-in-chief

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

Scholarshipwright

Coordinates and helps form the scholarship committee with WMF

Scholarship Policy

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

Application process

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