Wikimania 2010/Bids/Oxford/Organisation

From Meta, a Wikimedia project coordination wiki
Jump to navigation Jump to search
Oxford2010banner.svg


Project Deliverables[edit]

A winning bid[edit]

Bid team leader: User:Cfp

Requirements: Arrange for delivery of all the below deliverables. Sell the Oxford bid as the best location, promising the most interesting conference, perfectly run.

Steps necessary to achieve deliverable Step depends on Resources needed for step and their source Risks and severities Mitigation strategies Estimated time Assigned to Status
The bid logo No dependencies
  • Time - The bid team

None

N/A 1 month Finished
The bid page
  • The bid logo
  • Time - The bid team

None

N/A 1 month In progess
The bid information pack
  • The bid page
  • Time - The bid team

None

N/A 1 month Not started
Liaising with potential cohosts
  • The bid page
  • The bid information pack
  • Time - The bid team

None

N/A 2 months In progress
Planning
  • The bid page
  • Time - The bid team

None

N/A 2 months In progress

A venue[edit]

Venue team leader: User:Tango

Requirements: Our venue(s) must be able to accommodate at least 500 people in its largest room, though 700+ is desirable. It/they must have at least two rooms capable of accommodating 150-200 and 4 or so smaller rooms accommodating around 50. It/they must have social spaces and catering facilities. Ideally we want a single venue capable of providing all of this, but multiple buildings may be tolerable if they are sufficiently close. All lecture theatres should be suitable for projections and we must be able to arrange blanket wireless coverage over the entire building(s).

Steps necessary to achieve deliverable Step depends on Resources needed for step and their source Risks and severities Mitigation strategies Estimated time Assigned to Status
Draw up a list of venue possibilities No dependencies
  • Time - The bid team
  • Low - Miss the perfect venue
Remain open to new possibilities for as long as possible. 1 week Complete
Cost venues
  • Drawing up a list of venue possibilities
  • Time - The bid team
  • High - Uncertainty about exact quotes due to lingering uncertainty about Wikimedia UK's charitable status.
Draw up costings based on all scenarios. 2 weeks Complete
Venue feasibility studies - catering, internet access, room sizes
  • Drawing up a list of venue possibilities
  • Time - The bid team

None

N/A 2 weeks In progress
Final venue decision
  • Drawing up a list of venue possibilities
  • Cost venues
  • Venue feasibility studies - catering, internet access, room sizes
  • Time - The bid team

None

N/A 1 week
  • The entire bid team.
Not started
Make provisional booking
  • Winning Wikimania 2010 Bid
  • Time - The bid team

None

N/A 1 week Not started
Arrange technical equipment
  • Provisional bookings made
  • Time - The bid team

None

N/A 2 weeks Not started

Accommodation[edit]

Accommodation team leader: User:????

Requirements: The accommodation must be able to house up to 700 delegates all in reasonably close proximity to each other. It should provide social spaces for the evening, and possibly dining facilities.

Steps necessary to achieve deliverable Step depends on Resources needed for step and their source Risks and severities Mitigation strategies Estimated time Assigned to Status
Draw up a list of accommodation possibilities No dependencies
  • Time - The bid team
  • Low - Miss the perfect venue
Remain open to new possibilities for as long as possible. 1 week In progress
Cost accommodation
  • Drawing up a list of venue possibilities
  • Time - The bid team
  • High - Uncertainty about exact quotes due to lingering uncertainty about Wikimedia UK's charitable status and the OII's level of involvement.
Draw up costings based on all scenarios. 2 weeks In progress
Accommodation feasibility studies - social spaces, catering(?), internet access
  • Drawing up a list of venue possibilities
  • Time - The bid team

None

N/A 2 weeks Not started
Final accommodation decision
  • Drawing up a list of venue possibilities
  • Cost venues
  • Venue feasibility studies - catering, internet access, room sizes
  • Time - The bid team

None

N/A 1 week
  • The entire bid team.
Not started
Make provisional booking
  • Final venue decision and winning Wikimania 2010 bid
  • Time - The bid team

None

N/A 1 week Not started
Arrange technical equipment
  • Making provisional booking
  • Time - The bid team

None

N/A 2 weeks Not started

Admin staff time[edit]

Admin team leader: User:????

To do: insert admin requirements.

Steps necessary to achieve deliverable Step depends on Resources needed for step and their source Risks and severities Mitigation strategies Estimated time Assigned to Status
Sample step No dependencies
  • A lottery win - Lottery tickets
  • High - We won't win the lottery.
Buy many tickets. 1 week Not started

Budget and funding[edit]

Budget team leader: Wikimedia UK Treasurer User:Cfp

Requirements: We need to draw up a budget and find a way of covering all the costs in includes through sponsorship. As an initial guesstimate we expect this to be in the £100,000 to £200,000 region ($150,000 to $300,000).

Steps necessary to achieve deliverable Step depends on Resources needed for step and their source Risks and severities Mitigation strategies Estimated time Assigned to Status
Draw up budget
  • Venue costings
  • Accommodation costings
  • Time - The bid team
  • Low - Difficult to get accurate quotes this far in advance.

Factor in some extra room for future price increases.

1 month
  • Bid Team
In progress
Approach potential local sponsors
  • Bid page
  • Bid information pack
  • Time - The bid team
  • High - We are ignored.
  • High - We can't get in touch with the right people.
Phone rather than e-mail, stress we are acting on behalf of Wiki Educational Resources Ltd. 1 month In progress
Approach potential national sponsors
  • Bid page
  • Bid information pack
  • Time - The bid team
  • High - We are ignored.
  • High - We can't get in touch with the right people.
Phone rather than e-mail, stress we are acting on behalf of Wiki Educational Resources Ltd. 1 month In progress

Scheduling[edit]

To do.