Wikimania 2016 bids/Esino Lario/Procedures/How to organize a Wikimania Esino Lario meeting

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This is a Wikimania Esino Lario procedure.
Problem: Making sure anyone can organize a Wikimania Esino Lario meeting and finding all the information he/she needs.
Solution: Checklist and references to the relevant documentation in one place.

What problem does this solve?[edit]

For the planning and implementation of Wikimania Esino Lario we are preparing a series of meetings. We need to store and provide all the information and references in one place so anyone can prepare it, contribute to it and do it quickly.

What is the solution?[edit]

Summery of the things to do[edit]

Issue Short description
Location Book the space, check the equipment and connectivity, check the maximum number of people who can be accommodated.
Make it efficient Clearly define what you want to achive, make sure you involve the right people to achieve it and tell these people why you need them and what they will be asked to do.
Communication Prepare a poster in which you include all the necessary information (full date including the year, location, the aim of the meeting, and the contact information of a reference person), and a report (with at least a photo) in which you summarize what happened.


When What
3 weeks before the event
  • You need to know
    • What is the objective of the meeting
    • Who are the people and institutions you need to reach your objective
    • Which is the best format to reach your objective
    • Where is going to take place (it should the most convenient place for the people and institutions you need)
    • How much it will cost. Please note that you don't necessarely need money
    • If you have any leftover communication materials, handouts, chancellery, food who will you give it to
  • Decide 1-2 dates. Check the dates with the people you absolutely need at the event.
  • Check for the availability of the venue
    • Book the room. Provide date and time.
    • Check if they have a projector, electricity plugs.
    • In winter, check if they have heating and if and when they can turn it on.
    • Organize a site-visit
      • Check the size of the space. For security reasons the number of people needs to be proportionate to the number of emergency exits.
      • Check where are the toilets
      • Check if there is a space for refreshments (either a place where you can put stuff or a cafeteria or bar near-by)
  • People you might need
    • People who will speak
    • People who will moderate (in case of working sessions)
    • Consider having someone with the specific task of taking photos (very important for the documentation of the event and it is better to plan it, not to wait for the last minute)
    • Consider someone recording/filming the event (it can be useful to produce the "making-off of Wikimania Esino Lario")
  • Meeting page and report
  • Prepare a poster for the event
  • Communicate the event
    • Send an email to the Wikimania mailing list in Italian esinolario(_AT_)
    • Send an email to the Wikimedia Italia mailing list associazione(_AT_)
    • Ask Ilario Valdelli to inform the Italian speaking Swiss community Ilario.Valdelli(_AT_)
    • Create an event for the Wikimania Esino Lario Facebook account (in Italian) Example (you can ask for help also to laramar. or Ilario)
    • Write a 140 character post for the Wikimedia Esino Lario twitter account (in English) Example (you can ask for help also to laramar. or Ilario)
1 week before the event
  • Prepare the handouts
    • Authorization for the photos.
    • Authorization to upload photos of specific people.
  • Print the poster and the material (and make the distribution in Esino Lario and small towns)
    • In Esino Lario you can ask for help to Ester Maglia and Tecla Bertarini who will manage also the distribution. Print 10 copies of the poster.
    • Small towns. Print 12 copies of the poster (keep 3 for the venue; you will hang them the day of the event.
  • Communication of the event
    • Check how many people will be at the event (check on the meeting page on Wikipedia in Italian and on the event page on Facebook).
    • If needed (if it looks like no-one is coming) send a reminder to the above addresses
The day of the event
  • Bring with you
    • The printed materials (posters and handouts).
    • A projector, audio, computer and cable to connect the projector to the computer if necessary.
    • Coffee, refreshments, cookies and sandwiches if needed (remember plastic glasses, napkins and a table cloth).
    • A USB stick with a copy of your presentation (also if you have the computer bring a backup).
    • Some trash bags (and products if needed) for the cleaning.
  • Hang the posters on the venue to guide people to the entrance, building and room.
  • Settings
    • Set the computer, audio and projector. Test your presentation.
    • Set the food and beverages.
    • Reserve some seats if needed.
    • You can already put the handouts on the chairs or table if convenient.
  • Cleaning and reorganizing the venue
    • Turn of the projector, store safety all the equipment according to the agreements
    • Collect all the materials and anything is leftover.
    • You need to leave the plane how you find it: collect all the trash and do the necessary cleaning.; reposition tables and chairs.
After the event
  • Upload the images on Wikimedia Commons, add the category Example of another meeting. The title of the category can be something like Category:Wikimania Esino Lario meeting January 2015 Esino Lario. Put this category under Category:Wikimania Esino Lario meetings.
  • Update the meeting page on Wikipedia in Italian with a report of the event and add some images.


Objective Type Needs
Informing Presentation
  • Duration: 1h30
  • A main speaker
  • One or two people doing the welcome
  • As many people attending as possible or a significant location
Getting things done Working session
  • Duration: 2h30
  • Few selected people or more people, more time and more rooms (so you can split people into groups)
  • A table
  • At least two moderators and at least two moderators for each group
Since you are already here... Training
  • Duration: 1h30 (it can take place at the same time or after the presentation)
  • At least two Wikipedians (two because is more fun than one)
  • Computers and internet connectivity
  • Someone who might be interested
Showing Esino Lario Site visit

How to organize a Wikimania Esino Lario site visit

General considerations[edit]

When to use[edit]

  • To prepare and organiza a Wikimania Esino Lario meeting.

See also[edit]

Related patterns[edit]

External links[edit]