Talk:Wikimedia CH/Innovation/CI vs AI

Planning checklist

✅ = done 🕓 = ongoing ❌ = to do

Overall coordination

• 🕓 Finalise participant list (≈20)
• 🕓 Confirm final agenda with time slots, speakers & facilitators
• ❌ Share agenda & background materials with participants
• ✅ Define opening & closing roles (Ilario, Alek, IMD)
• ❌ Collect short bios of all participants

Logistics & venue

• ✅ Confirm meeting room, AV setup (screen, mics, Wi-Fi)
• 🕓 Arrange catering: coffee breaks + lunch
• 🕓 Arrange accommodation for participants
• ✅ Provide venue map & logistics sheet
• ✅ Inform participants to install SBB Mobile app (Swiss rail)

Communication & materials

• ✅ Design agency: produce name badges + event signage
• ✅ Create digital flyer/invitation
• ✅ Create intro & closing slides (WMCH, IMD, Open Future logos)
• ❌ Develop white paper template aligned with event branding
• ✅ Create Meta-Wiki event page (this page)
• 🕓 Create event Facebook/Meta page

Gadgets & printed materials

• ❌ Decide on notebook + pen branding
• 🕓 Decide on custom lanyard + badge holder
• 🕓 Decide on folder/envelope with printed agenda & contact sheet
• ❌ Decide on optional water bottle or mug co-branded
• ❌ Coordinate production via design agency

Documentation & follow-up

• 🕓 Prepare note-taking sheets for group work (white paper input)
• ✅ Assign rapporteurs/note-takers
• ❌ Set up shared folder (Drive/Nextcloud) for all outputs
• ❌ Send feedback form to participants after event

External communication & PR

• ❌ Draft post-event summary for WMCH site & social channels
• 🕓 Coordinate joint communication with IMD & Open Future (press/blog)
• ❌ Schedule follow-up online session for white paper contributors

Budget & suppliers

• ✅ Confirm budget allocation for design agency & gadgets
• ❌ Track travel, catering, accommodation costs
• ❌ Maintain accounting file for WMCH

Ilario (talk) 17:27, 26 October 2025 (UTC)