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.
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.
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
Create a page for the event on Wikipedia in Italian
Add the event to the meeting list on Wikipedia in Italian Wikipedia:Raduni
Add a short information about the meeting in the history of Wikimania Esino Lario, include a link to the page for the event you have created on Wikipedia in Italian.
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.
