Wikimedia Philippines/Projects/WikiCon 2011

Wikimedia Philippines conducted its WikiConference (WikiCon) last May 21, 2011. The event was planned to have not only the Regular Meeting for Wikimedia Philippines' members but also a series of activities open to the public. The event was held at the SGV Case Room, Asian Institute of Management, Makati City, Philippines. The venue was made possible by the Asian Institute of Management.

The main purpose of this event is the annual membership meeting of Filipino Wikimedians in the Philippines. Aside from that, the event aims to promote Wikimedia Philippines and Wikimedia projects to the public.

Background

As stated on the by-laws, the Annual Convention shall be held on the third Saturday of each year. In 2011, it falls on May 21. It was agreed last April 2, 2011 during the Quarterly Meeting of members at the Wikimedia Philippines' office in Makati that the Annual Convention will include a seminar, film screening of Truth in Numbers? and other related activities open to the public. The Regular Meeting of members of Wikimedia Philippines will commence after those public events. Two pre-event planning meetings were scheduled. The first meeting was a Board Meeting last April 23, 2011 while the second meeting was a Special Meeting last May 7, 2011. Both meeting were held at The Coffee Bean & Tea Leaf, SM Megamall, Mandaluyong City and attended by majority of the project team.

Event preparation

Find Venue  Done

Details: The Board of Trustees decided to held the Annual Convention at Pamantasan ng Lungsod ng Maynila (PLM). If PLM does not workout, other alternatives include Asian Institute of Management, University of Santo Tomas and Adamson University. Persons responsible: Lee Bautista for finding venue and Jojit Ballesteros for producing request letters. Juned Sonido for contacting Asian Institute of Management. Date needed: May 5, 2011 Status: As of May 9, 2011, letter was given to PLM’s officer-in-charge of the College of Engineering and PLM President. Lee will give update on May 10 regarding this. As of May 13, 2011, PLM did not worked out and Juned is currently coordinating with AIM. Tentatively, the venue is announced to be at the Gervacia Center in Makati. The reservation at Gervacia will be cancelled if another suitable venue can be found. As of May 14, 2011, Juned was able to reserve AIM. Juned said the venue will be at the SGV Case Room in Asian Institute of Management. On May 21, AIM was secured as venue for the annual convention.

Prepare the venue  Done
Details: Physical arrangement including sound system of the venue and booth. Persons responsible: Lee Bautista and volunteers Date needed: May 21, 2011 Status: This will be done on the actual convention. The two volunteers and Jojit prepared the booth on the day of the event

Prepare things for the booth  Done

Details: The booth shall contain the following: Two computers for trying to create an account and to edit articles. One of those computers will be used for showing Wikimedia-related videos including Wikimedia Philippines milestone Brochures Calling cards Acrylic stand with information about Wikimedia and Wikipedia. Tarpaulins Tarpaulin stands Optional: A new tarpaulin showcasing the achievements of Wikimedia Philippines for the past year. Optional: Monitor Persons responsible: Roel Balingit for the two computers, other brochures, acrylic stand, other tarpaulin. Jojit Ballesteros for the calling cards, other brochures, other tarpaulin, tarpaulin stands and the new tarpaulin. Jojit shall also coordinate with Roel regarding the other paraphernalia needed for the booth. Juned Sonido will try to find a monitor. Date needed: All things needed for the booth should be settled May 19, 2011 and should be delivered on the actual convention on May 21, 2011 Status: As of May 9, 2011, no action taken yet. Jojit will coordinate with Roel on May 12, 2011 regarding other paraphernalia. All necessary paraphernalia except for the optional things were delivered during the day of the event.

Man the booth  Done
Details: The booth shall be manned during the duration of the convention. Persons responsible: In the morning, Eugene Villar will man the booth while volunteers will man the booth the whole day. Date needed: May 21, 2011 Status: This will be done on the actual convention. The two volunteers and Eugune manned the booth on May 21

Prepare talks for the seminar  Done

Details: There will be a talk in the morning followed by an open forum. The talk title is "How Wikipedia Changed the World." Optional: Another talk will follow if the panel discussion will not materialize. The talk would be about the Bookshelf project "Welcome to Wikipedia". Persons responsible: Remi de Leon will give the first talk and he will facilitate the open forum. If the panel discussion will not push through, Jojit Ballesteros will give the second talk. Date needed: Speakers will confirm that they have finished their preparation for the talk on May 18, 2011. They are expected to be on time on the actual convention on May 21. Status: As May 9, 2011, speakers confirmed their availability. Remi was able to give a talk on May 21.

Prepare for the panel discussion  Done

Details: There will be a panel discussion after the seminar. The topic will about Wikipedia in Philippine society. Certificate of Appreciation and a token will be given to the invited panelists. T-Shirts will be given away as token. Persons responsible: Juned Sonido will moderate the discussion. Dong Ballesteros will take care of producing the Certificate of Appreciation while buying the token will be done by Jojit Ballesteros. Date needed: Moderating the event will be done on the actual convention on May 21. Producing of the Certificate of Appreciation and token shall be finished by May 19, 2011. Status: As of May 9, 2011, there is no status yet because this task is dependent on the availability of the panelists. In May 21, panel discussion was pushed through.

Invite panelists for the panel discussion  Done

Details: The panelists for the discussion will include a librarian, technology blogger, a PR person, a novelist, and a journalist. Persons responsible: Juned Sonido will contact the technology blogger and the journalist. The novelist will be Remi de Leon and he already confirmed. The PR person will be Tony Ahn and Jojit Ballesteros will contact him. Date needed: May 11, 2011 is deadline for Juned while May 12, 2011 will be for Jojit. Status: As of May 9, 2011, waiting for Juned’s feedback. As of May 12, 2011, according to Juned, TJ Dimacali, the journalist is not available. Rico Mossegold, the technology blogger is availble while no word yet from the librarian resource person. In May 21, the panelists who were able to make it were Tony Ahn, Remi de Leon, Jayvee Fernandez and Tonyo Cruz

Acquire the film Truth in Numbers?  Done

Details: Find and buy the film Truth in Numbers? for the film showing activity in the early afternoon Persons responsible: Jojit Ballesteros will find and buy the film. Date needed: April 30, 2011 Status: Film was acquired and bought last April 24, 2011 directly from the film's website. Permission for public screening is still pending because as of May 9, 2011, the film producer has not replied yet about showing the film at the annual convention. Although, Eugune Villar pointed out that Wikimedia Philippines can show this film because it is under Creative Commons license.

Prepare the film  Done
Details: Preparation of the film to be shown at the venue. Person responsible: Jojit Ballesteros Date needed: May 21, 2011 Status: This will be done on the actual convention. In May 21, the film was shown with the help of Eugene.

Prepare convention kit for participants (non-members of WMPH)  Done

Details: The convention kit for non-member participants includes: Wikipedia pins Wikipedia stickers Brochure Bookmark Raffle ticket Short brown envelope Persons responsible: Eugene Villar will be responsible for designing the bookmark. Designing and printing of the raffle ticket and bookmark will be done by Dong Ballesteros. Jojit Ballesteros will Dong on preparing the convention kit. Date needed: Eugene will submit the design of the bookmark on May 11, 2011. The convention kit should be available by May 18, 2011. Status: One hundred envelopes were bought last May 8, 2011 by Dong. Jojit still waiting for Eugene’s design. Pins and stickers are available. On May 21, all requirements for the convention kit were fulfilled with an addition of Evaluation Forms.

Prepare convention kit for members of WMPH  Done

Details: The convention kit for members includes: ID cards (for non-board member because trustees already have their IDs) Wikipedia stickers Wikipedia pins Minutes of the last Annual Convention A CD containing: Achievements of Wikimedia Philippines for the past year State of the Chapter report Pictures and videos of past events Report of the President Report of the Treasurer Optional: T-Shirt Paper bag Persons responsible: ID cards will be printed and prepared by Pao Barazon. He will also provide and print the minutes of the last Annual Convention. Josh Lim will provide the President’s report while Roel Balingit will provide the Treasurer’s report. Burning of the CDs, preparing the convention kit, canvass T-Shirts and coordination with Josh, Roel and Pao will be done by Jojit Ballesteros. Date needed: The convention kit should be available by May 18, 2011. Jojit will communicate with Josh, Roel and Pao on May 12, 2011. Status: Waiting for Jojit to communicate to concerned people. As of May 11, 2011, Pao is already aware of his task. In May 21, all requirements for the convention kit for members were fulfilled with an addition of Evaluation Forms.

Prepare giveaways  Done

Details: Wikimedia Philippines will give away 10 Wikipedia 0.5 CDs and 5 T-Shirts (optional). Persons responsible: Jojit Ballesteros will burn the 10 Wikipedia 0.5 CDs and canvassing of T-Shirts. He will also check if there still T-Shirts left to be given away. Date needed: May 18, 2011 Status: Waiting for Jojit’s feedback. As of May 13, 2011, Jojit already bought blank CDs, CD jackets and CD stickers. In May 21, Wikipedia 0.5 CDs, T-Shirts and mugs were given away to the participants.

Provide food  Done

Details: Morning snacks will be provided to non-member participants while lunch and afternoon snack will be provided to members of Wikimedia Philippines. Donuts will be provided for snacks and fast food value meals for lunch. Persons responsible: Juned Sonido will try to find sponsor for the donuts. Volunteers will distribute the food. Date needed: May 21, 2011 Status: Waiting for Juned’s feedback. Buying of food will be done on the actual convention. In May 21, snacks and lunch were provided to all participants and members.

Produce membership forms  Done

Details: Produce at least 30 membership forms. Person responsible: Pao will print membership forms and photocopy it on the actual event. Date needed: Printing of membership forms by May 20, 2011 and it shall be available by May 21, 2011 Status: Jojit Ballesteros will still have email Pao to remind him. As of May 11, 2011, Pao is aware of his responsibility. The actual membership forms are expected to be delivered on the actual convention. In May 21, memberships forms were produced by Pao.

Communicate the event  Done

Details: There will be a notice of the event in the Wikimedia PH mailing list and an event page in all social networking sites of Wikimedia Philippines. Persons responsible: Pao Barazon will be responsible on posting of the notice while Butch Bustria will post the event on the networking sites. Jojit will be responsible on reminding them. Date needed: Posting of the notice shall be posted on May 11, 2011 while the posting on networking sites shall be done on May 14, 2011. Jojit will remind them by May 10, 2011. Status: Jojit Ballesteros will still have email Pao and Butch to remind him. On May 11, 2011, Pao already posted the notice at the Wikimedia PH list, the venue is tentatively at the Wikimedia Philippines' office at Gervacia Center, Makati City. Butch would still have to announce it on the social networking sites. The venue should be settled before Butch can do this. Eventually, the event was communicated to all means possible before May 21.

Coordinate with volunteers  Done
Details: There will be volunteers coming from PLM. Persons responsible: Lee Bautista Date needed: Lee will give updates about this on May 15, 2011 Status: Awaiting for Lee’s update. Lee was able to provide two voluteers from PLM and they helped on the actual event.

Prepare requirements for the agenda  Done

Details: Minutes of the 1st Annual Convention shall be released early on Wikimedia PH mailing list. Persons responsible: Pao Barazon shall release it and Jojit will remind him. Date needed: Release it by May 16, 2011 and remind Pao by May 14, 2011 Status: Jojit Ballesteros will still have email Pao to remind him. As of May 13, Pao is informed and we are waiting for his actions. He was able to release the minutes before the event.

Prepare press kit and press release  Done

Details: There will be a press kit for the press that will come on the day of the annual convention. A press release will be prepared prior to the event. Persons responsible: Juned Sonido will compose the press release and press kit. He will also distribute to the press. Jojit Ballesteros will give Juned the details about the press release. Date needed: Jojit will give the information to Juned on May 13, 2011. Juned will release the press release on May 14, 2011. Status: Jojit will still have to email the information to Juned. On May 16, 2011, Jojit emailed Juned about the press kit. On May 21, press kits were distributed to media people present during the event.

Invite press  Done

Details: Wikimedia Philippines will invite micro.ph/one, technology bloggers, GMANews.TV and other press. Persons responsible: Butch Bustria will contact micro.ph/one. Eugene Villar and Juned Sonido will contact technology bloggers. GMANews.TV (TJ Dimacali) and other news organization will be contacted by Juned. Date needed: Persons responsible will give their update on May 14, 2011. Status: As of May 9, 2011, we are still waiting for the updates of the persons responsible. On May 12, 2011, Juned said that TJ Dimacali is not available on May 21. Juned was able to invite other media outlets on the event.

Prepare and release budget  Done

Details: The event requires a budget. Persons responsible: Jojit Balleteros will give estimates to Roel Balingit. Roel will approve and release the budget. Date needed: Jojit will give the estimates on May 13, 2011. Roel should approve and release the budget by May 19, 2011. Status: Waiting for Jojit to give estimates to Roel. On May 16, 2011, Jojit emailed Roel about the budget. He later released the budget to Jojit.

Program

Call time for members and volunteers: 8:00 am

Venue preparation: 8:00am – 8:30am

Activity	Estimated time	Speaker
Registration	8:30am – 9:00am
Invocation	9:00am – 9:02am	Jojit Ballesteros
Welcome Remarks	9:02am – 9:05am	Jojit Ballesteros
WikiTalk	9:05am – 10:05am	Remi de Leon
Open Forum/Wikipedia Edit Demo	10:05am – 10:35am	Remi de Leon
Morning break	10:35am – 10:50am
Panel discussion	10:50am – 11:35am	invited panelists
Raffle	11:35am – 11:45am
Morning wrap-up	11:45am – 11:50am	Juned Sonido
Lunch break	11:50am – 12:50pm
Film screening	12:50pm – 2:20pm
Discussion about the film	2:20pm – 2:35pm
Afternoon break	2:35pm – 2:50pm	invited panelists
Regular Meeting of members	2:50pm – 5:20pm	Presider: Jojit Ballesteros

Pack-up: 5:20pm – 5:40pm

Agenda for the Regular Meeting of members

• Proof of the presence of a quorum
• Reading and approval of the minutes of the previous annual meeting, except when such reading is dispensed with by a majority vote of those present
• Unfinished business (will be based on the things discussed during the 1st Annual Convention)
• Report of the President
• Report of the Treasurer
• Election for the Board of Trustees (when needed)
• Election for Auditor
• New business
  • Amendments
  • Three-year expansion plan
• Other matters

NOTE: The actual Regular Meeting of meeting did not pushed through because of lack of quorum. It will be rescheduled based on a date set by the Board of Trustees. The same agenda will still be used for the meeting.

Project Team

Project Lead – Jojit Ballesteros

Roles

Oversee the whole project Preside the members' meeting Coordinate with the whole team Consolidate all requirements and help in the production of the booth, giveaways and convention kit Provide request letter for the venue Provide some of the paraphernalia Give a talk (if panel discussion will not push through) Provide token for panelists Responsible for the film screening of Truth in Numbers? Prepare requirements for the press release Prepare budget

Project Members (It includes those who volunteered to do a specific task on the project and have roles to fulfill even if they did not volunteer.)

• Josh Lim

Roles
Prepare President’s report

• Pao Barazon

Roles
Print and provide ID cards for members who are not Trustees Provide minutes of the 1st Annual Convention for online viewing and for the convention kit for members Print membership forms Release Notice of the Annual Convention to the Wikipedia PH mailing list

• Roel Balingit

Roles
Provide some of the paraphernalia Provide projector Provide laptops Provide Treasurer’s Report Release budget

• Lee Bautista

Roles
Find venue (initially) Coordinate with proper authorities for the venue (PLM) Prepare the venue Coordinate with volunteers

• Eugene Villar

Roles
Man the booth in the morning Design the bookmark Invite technology bloggers for the event

• Butch Bustria

Roles
Post the event at all networking sites of Wikimedia Philippines

• Juned Sonido

Roles
Coordinate with AIM for its reservation as venue Find monitor for the booth (optional) Moderate panel discussion Host for the whole morning events Contact technology blogger and a journalist as panelists Find sponsor for the snacks Release press release Invite press

• Dong Ballesteros

Roles
Produce Certificate of Appreciation for panelists Preparing the convention kit for members and non-members Help in the preparation of the booth

• Remi de Leon

Roles
Resource speaker for the talk Conduct open forum and Wikipedia demo Resource person for the panel discussion

• Tony Ahn

Roles
Resource person for the panel discussion (subject to his approval)

• Volunteers

Roles
Prepare the venue Man the booth Run errands Distribution and buying of food

Actual event

Gallery

• 

  Remi de Leon gives his talk about Wikipedia and development communication

• 

  Participants of WikiCon listening

• 

  The invited panelist of WikiCon: Tony Ahn, Tonyo Cruz, Jayvee Fernandez and Remi de Leon

• 

  Vice President Jojit Ballesteros distributing Certificates of Attendance to participants.

• 

  The attendees of WikiCon

Media exposure

• Searching for Wikipedians at WikiCon2011. Manila Bulletin. 2011-05-30.

Social media

• Facebook Invite
• UStream Channel