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The organisational tasks for the International Organising Committee (IOC) for Wiki Loves Africa is outlined below.
On-Wiki Comms and Organisational elements
[edit]
| Activity
|
When
|
Managed by
|
Link
|
| Setting up, and updating all Commons pages in English (the most important ones in French as well)
|
Dec
|
English only: Islahaddow
|
https://commons.wikimedia.org/wiki/Commons:Wiki_Loves_Africa_2020
(main page, local events, FAQ, partners, team etc.).
|
| Set up of Meta pages to support organisers
|
Dec
|
Aboubacarkhoraa
|
https://meta.wikimedia.org/wiki/Wiki_Loves_Africa_2020
|
| Creation of theme page (example: https://commons.wikimedia.org/wiki/Commons:Wiki_Loves_Africa_2019/Theme)
|
Dec
|
Islahaddow
|
|
Call for translation of Wiki pages in:
- French
- Portuguese
- Arabic
- local languages:
|
Jan
|
Summering2018 (ar) et Aboubacarkhoraa (fr)
|
|
| Set up of the banner system/site notice
|
Jan
|
Romaine
|
|
| Upload wizard tunnel with category architecture
|
Jan
|
Romaine
|
|
| Clean up and improvement of documentation pages (the ones that explain "how to do this" or "where to go to do that")
|
Jan
|
English only:Islahaddow
|
|
| Facilitate setting up an international organisational team (description of all necessary roles and call for participation to team)
|
Nov
|
Isla and Anthere
|
|
| Call local teams to make their funding request (rapid grant) in December.
|
Nov
|
Anthere
|
|
| Support to local teams when needed for rapid grants.
|
Nov
|
Anthere
|
|
Communications channels and material: see Wiki Loves Africa 2020/Communications Materials
| Activity
|
When
|
Managed by
|
Link
|
| website text and updating
|
Dec/Jan
|
Islahaddow (english)
|
www.wikilovesafrica.net
|
| design briefing, facilitation and management
|
Dec
|
Islahaddow (english)
|
|
| creation of call leaflet and poster text
|
Dec
|
Islahaddow (english)
|
|
| video creation
|
Jan
|
Islahaddow (english)
|
|
| launch press release creation, translation and dissemination via the mailing list and other platforms
|
Jan
|
Islahaddow (english)
|
|
| Press release template created and shared with WM teams
|
Jan
|
Islahaddow (english)
|
|
| Dissemination of all materials across all digital platforms
|
Jan
|
Aboubacarkhoraa
|
|
| share all elements with all local volunteer teams
|
Jan
|
Aboubacarkhoraa
|
|
| launch press release dissemination and liaison with WM community blogs
|
Jan
|
Islahaddow (english)
|
|
Elements that need to be developed (and translated):
- 2020 call leaflet
- 2020 call posters
- event templates
- social media branding
- a contest video
- theme press release
- press release template
- pre-contest social media headers/cover images
- branded merchandise (t-shirt, caps, etc.)
|
Dec
|
Islahaddow (english)
+ designer
|
|
On-Wiki Comms and Organisational elements
[edit]
| Activity
|
When
|
Managed by
|
Link and comments
|
| Image monitoring: fixing category/description/Reuse
|
Feb-March-April-May
|
user:Ji-Elle, Summering2018
|
|
| Image monitoring: copyvios, watermarks, etc.
|
Feb-March
|
User:T Cells, Summering2018
|
|
| Image monitoring: feeding a best images category to help communicators
|
February-March
|
Summering2018
|
|
| Image monitoring: If we do photo stories (as in 2017), track and display them properly
|
March
|
|
|
| Jury selection: Selecting, approaching and onboarding jurors
|
March
|
Summering2018
|
|
| Jury selection: Introducing Jurors to organising team
|
end-March
|
|
|
| Tracking data : Mass messages to former participants during the contest
|
Feb-March
|
Romaine (only the sending, not writing) and Florence
|
Actually, there is a research program on this with Civil Servant. Romaine and Florence will talk about that later
|
| Tracking data : Mailing list management
|
Feb-March
|
User:T Cells
|
|
| Connect : Telegram account management
|
Feb-March
|
Islahaddow (english)
|
|
| Connect : Answering questions of ‘’confused’’ people : usually mostly on facebook account and on the wiki
|
Feb-March
|
User:T Cells
|
|
| Tracking data : Tracking local events organized in the countries
|
Feb-March
|
|
|
| Activity
|
When
|
Managed by
|
Link
|
| Pre-contest: social media campaign strategy (coordination across all channels)
|
Jan
|
Islahaddow (english) + team
|
|
| Pre-contest: social media message creation, translation and scheduling
|
Jan
|
Aboubacarkhoraa
|
|
| Launch press releases sent out locally
|
1st Feb
|
Islahaddow (english)
|
|
Social media posting (translating)
- Facebook person per major language
- Twitter person
- Instagram person
|
1st Feb-15th March
|
Summering2018 and Aboubacarkhoraa
|
|
Social media and mailing list responses
- Facebook person per major language
- Twitter person
- Instagram person
|
1st Feb-15th March
|
|
|
| Social media re-posting from teams onto main WLA channels
|
1st Feb-15th March
|
Aboubacarkhoraa
|
|
| Monitor and announcements on WLA telegram channel
|
1st Feb-15th March
|
Islahaddow (english)
|
|
On-Wiki Comms and Organisational elements
[edit]
| Activity
|
When
|
Managed by
|
Link
|
Jury process: Setting up and facilitating use of Montage or other jury selection platform
- Liaising local teams for selection of final round of images
- Incorporating local teams for the selection of final round of images into larger non-selected batches
- Communicating selection criteria and process
- Keeping jurors to timeline - 3-4 rounds
- Winners contact details checked and communicated to IOC
- Shortlist uploaded to Best Images page for 2020
|
March-April
|
Erina and Isla
|
|
Prize organisation
- Communication with prize winners
- Certificates design and printing
- Prizes selection, creation/ordering and postage
|
May-June
|
Summering2018
|
|
Tracking data :
- images views, number of participants, new participants, image reuse, evolution over time etc.
- pulling clear data for communication and reporting. Perhaps graphics
|
March-June
|
|
|
Post communication material :
- creation of the final poster
- creation of photo exhibition
|
March-June
|
Islahaddow (english)
|
|
| Activity
|
When
|
Managed by
|
Link
|
| Interviews with prize winners for the press release and blog posts
|
May-June
|
Islahaddow (english)
|
|
| Dissemination of final poster
|
May-June
|
Islahaddow (english)
|
|
| Winners social media announcements (translated)
|
May-June
|
|
|
| Winners press release and dissemination
|
May-June
|
|
|
| Winners posts on WM blogs and Wiki Spaces
|
May-June
|
|
|
| Plan for and run an ISA MetaData weeks contest for WLA 2020 entries
|
July-Aug
|
|
|
| Set up a photo exhibition (details to be discussed)
|
July-Sept
|
|
|
- December 2019 :
- Announce theme
- Pre-contest communications start
- Theme press release launched
- Social media strategy created
- Pre-contest on-wiki elements created and updated
- January 2020:
- Social media campaign starts: 20 Jan – 3 times per week (over three weeks) across all platforms
- Pre-contest on-wiki elements created and updated and finalised
- Comms elements prepared and shared with WM teams
- February 2020:
- Launch press release and call-to-action posts
- 15th February - contest begins
- Contest comms and social media active
- Image and category monitoring
- Social media message
- Mid-point press release (if needed)
- Jurors approached
- March 2020 :
Until 31st: contest runs:- Jury process set up
- April 2020:
- deadline extended: until 15th April
- Jury vetting set up on the global jury selection platform
- Local jury process begins
- Final round of local juries incorporated into the global jury selection platform
- Jury process starts
- Statistics tracked, assessed and shared
- May 2020
- International Winners selected and announced
- International Winners Press release and blogs are written, translated and disseminated
Here are a few nice to haves, if anyone is interested!!
