Wikimedia Conference 2014/Programme team/Minutes

Links

Telcon, November 11, 2013

Attending

Anna Lena
Cornelius
Asaf
Ad
James
Pierre-Selim
Nicole
Ivan Martinez

Agenda

Short introduction from Nicole about the circumstances and logistics
- Dates: Most probably April 10-13, 2013 (to be confirmed)
- Official announcement to come next week
- Decision about programme slots, rooms, number and type of participants will be decided according to the themes and goals that we come up with in the content design phase
- Ongoing process, does not end with the last day of the conference; outcomes and sustainability; follow-up at Wikimania
Anna Lena introduces the draft for the process
We discuss this draft, and agree upon the next steps
We assign tasks to each member for the content design phase: Contact organisations
Schedule a follow-up in December for agenda design phase

Involving people - before and during the conference

who should be invited – both to contribute with content ideas as well as being invited to the conference itself?
- Possible attending orgs: Chapters, Thematic Organisations, User Groups, Affiliates-to-be, WMF Partner Grantees, WMF board and staff?
- FDC and AffCom are holding their meetings there anyway; how do we want them to contribute to the conference?
- gather all relevant content suggestions and hot topics first, then prioritize those and look for blinds spots. Based on that, let’s think about who should be invited
When we’re asking for input - “why do people who are part of the movement want to take part in a conference about what’s going on in the movement?”
Keep inviting people via lists. Engage. Follow-Up. It’s a process. Continue working on the topics
How do we involve people who don’t speak up (in the team, as participants)?
- Participation standard
- People have to know what’s expected (freeloading often happens because they don’t know what to do)
- there’s a clear objective for how to remove people without drama
- people have clear roles & responsibilities

Next steps

Each team member reaches out to orgs/affiliations they picked in the google sheet and asks them for their ideas and input on hot topics and burning questions, until November 25
Each team member transfers their contact persons’ ideas and input to Meta
Status update from every team member via email list by Nov 25
Find a date for another telcon (preferably beginning of December) to
- go through hot topics and prioritize those
  - filter out the noise (did people reply to emails, calls…)
  - measure the level of interest (cluster, plus ones, dot vote…)
  - see if there are any blind spots and if we need more input from certain stakeholders
- talk about who should be invited & participation standard

Telcon, December 3, 2013

Attending

Anna Lena
Asaf
Ad
James
Pierre-Selim
Nicole

Agenda

Conference dates are fixed: 10-13 April 2014

Mindmap to cluster the topics: We have copied all things from Meta to a mindmap and clustered them accordingly. If you feel there is something missing, please feel free to add more content.

We have started voting for each topic. Please simply add +1 or -1 after each topic within the next 48 hours (Thursday, 10 pm UTC). In the end, the decision about the themes will be communicated as a common decision of the program team.

After that, Anna Lena and Nicole will make the shortlist from the voting (on Friday).

We will have another call to agree upon the themes of the conference next week. @cornelius, would you be so kind to create a doodle again (starting next Wednesday)?

Next steps

Next week

go through hot topics and prioritize those (next week)
- filter out the noise (did people reply to emails, calls…)
- measure the level of interest (cluster, plus ones, dot vote…)
- see if there are any blind spots and if we need more input from certain stakeholders
publish hot topics / themes (until Dec 13)

After Dec 13

define goals for each topic
talk about who should be invited & participation standard
how do we convert the topics into activities / formats (idea level)
create rough agenda (January)