Wikipedia 20/Eventos/Planificación de un evento virtual

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Durante el próximo año, es posible que necesites planear un evento para celebrar el 20º cumpleaños de Wikipedia, o el hito relevante de tu propia comunidad. Este kit de herramientas de eventos virtuales te ayuda a identificar tus necesidades de eventos, para que puedas planificar un evento de cumpleaños exitoso.

How to get involved

15 January 2021 marks Wikipedia's 20th birthday, and there are many ways to celebrate. You can:

Create your own Wikipedia 20 event

Do you want to celebrate Wikipedia at 20 years old? Great. Cannot find one near you listed on Wikipedia 20 Events? Make your own gathering and invite your community to join.

Event suggestions

Wikipedia 20 celebrations do not have to be a party in the traditional sense of the word. Suggestions for ways to frame a successful celebration can be found below.

Finding a venue


Match the size of your venue to event needs. If you are having an edit-a-thon, you'll need internet access power options and more. Consider requesting public spaces for your events such as libraries, school spaces, or public gathering points. Galleries and museums may also be good venues.

Online events

If in-person events and public gatherings are not permitted, consider holding your Wikipedia 20 celebration online. Tips for organizing can be found below

Promoting your event

  1. Start by listing your event on Wikipedia 20 Events.
  2. Then consider sharing event details on your community mailing lists.
  3. Invite attendees to bring friends, colleagues, and family members along.
  4. Announce the event on social media channels, using the hashtag #Wikipedia20 to help others find it.


However you celebrate, this set of links and recommendations can help you plan a great event, and get people in your community involved in celebrating Wikipedia at 20 years old.

Como usar el Kit de herramientas para eventos

Esta guía está lo suficientemente estructurada como para garantizar la consistencia, y lo suficientemente flexible como para garantizar la adaptabilidad. He aquí un breve resumen de cómo utilizar el kit de herramientas:

  1. Lea el kit de herramientas completo, o las partes más relevantes para su objetivo, para familiarizarse con el contenido.
  2. Tómese un momento para definir claramente lo que está creando (reunión en línea corta o evento programático completo con oradores, presentaciones y multimedia, etc) A continuación, considere para quién lo está creando (en otras palabras, ¿es para otros miembros de la comunidad? ¿La prensa? ¿El público?). Por último, defina por qué está creando esto (¿Cuál es su objetivo principal o su llamado a la acción?)
  3. Si necesita más asistencia para planificar su evento, comuníquese con wikipedia20@wikimedia.org o únase a horas de oficina del Equipo de Eventos Comunitarios.

¿Cuáles son algunos de los objetivos comunes del evento de cumpleaños?

El cumpleaños de Wikipedia es una celebración del movimiento y de los humanos que lo hacen posible. Algunos de los objetivos comunes pueden ser descritos como los siguientes:

  • Aumentar el contenido de un determinado tema mediante la organización de maratones de edición temática
  • Incorporación y participación de los recién llegados al incluir pistas de "introducción a" en su evento
  • Eventos de extensión donde usted puede apelar a socios de movimiento, aliados de código abierto y sectores externos
  • O simplemente, celebrando el éxito de los 20 años de Wikipedia.

¿Cómo planeo un evento virtual?

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Planear un evento virtual es muy similar a planear uno en persona. Necesitas tomarte el tiempo para diseñar el programa, tener conferencistas e involucrar a tus participantes.

La buena noticia para los organizadores de eventos, es que los eventos virtuales tienen menos gastos que un evento cara a cara. Los eventos virtuales ahorran costos relacionados con: viajes, alojamiento, alquiler de locales, catering, artículos impresos (señalización, carteles, programas de conferencias), equipos A/V, etc.

Su estrategia de contenido debe estar interrelacionada con los objetivos que desea alcanzar. Planifique con el resultado en mente. ¿Cuál es el cambio que te gustaría iniciar a través de un evento?

Su programa debe estar anclado en las metas generales que usted ha establecido para el evento. Por ejemplo; si quieres atraer a los recién llegados, es posible que quieras considerar tener contenido con el que es fácil interactuar.

Si estás planeando una celebración, pasa algún tiempo definiendo qué sentimiento te gustaría crear con tu evento. ¿Cuáles son los elementos que conforman una celebración? ¿Compartirás momentos destacados o logros? Idealmente, ¿a cuánta gente te gustaría asistir? ¿Cuál es el formato en el que te gustaría que la gente se involucrara con tu contenido?

La elección de la tecnología adecuada sólo debe hacerse tan pronto como se han establecido los objetivos y un formato para lograrlos. Su elección de tecnología debe alinearse con los objetivos que desea alcanzar.

¿Estás invitando a expertos en la materia para entregar contenido en el programa? ¿Deseas que el contenido sea en vivo, grabado o ambos? ¿Estás facilitando la participación a través de múltiples zonas horarias e idiomas? La tecnología que elijas debe de facilitar estos deseos.

Necesito ideas para actividades en mi evento

Al incluir técnicas de participación y actividades en tu programa, permitirás la participación activa de tus asistentes. Estas son algunas formas de crear interacción en tu evento virtual:

  • Have participants each present a problem they've identified, and use your event as a problem-solving workshop
  • Mail your participants Wikipedia 20 stickers/iron-on prints for t-shirts beforehand
  • Use polling tools to have participants engage in Wikipedia trivia
  • Use whiteboard tools to have people sketch or brainstorm collaboratively
  • Repurpose breakout rooms as virtual escape rooms or even hackathon brainstorm rooms
  • Create a live music video by asking participants to play an instrument or sing along to a song and record
  • Host a 20 minute dance party: a minute for each year of Wikipedia!
  • Have participants order food for one another, in order to get to know each other

How do I incorporate Wikipedia's 20th birthday theme in my event?

Wikipedia 20 is all about celebrating the best of human ingenuity, generosity, collaboration, creativity and resilience that can be found in our movement and the work we do.

Think about what aspect of humanity you would like to highlight, and let that guide the theme of your event, or the topics you would like your speakers to present.

Ideas:

  • "Humans of Wikipedia": an event with other members of the community, where you share anecdotes and favourite stories from the last 20 years.
  • "Human Rights & Wikipedia": an exploration/celebration of advocacy work on and around Wikipedia
  • "Tech for Humans": a tools-based hackathon to improve, enhance or make easier the work of humans on Wikimedia projects
  • "The Next 20 Years of Humanity on Wikipedia": an event with topics addressing diversity and inclusion in the movement, as well as newcomer onboarding and engagement efforts

Please refer to our press and messaging toolkit for more information on writing thematic messages for your events.

What is a basic event program?

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Considerations

Is there an intentional flow of the program that needs to be followed to engage with the content? Or can your participants engage with the content at any given time?

How does the content relate to the desired action or change for your participants? What is the knowledge gap they have? Check in with your key stakeholders, community and industry experts, committees and other community organizations, to identify topics that are of the most relevance to your participants.

Opening  

Helps your participants "land" and familiarize with the environment

Setting the tone so participants are engaged and ready to learn more. Pick a speaker that will not only draw an audience to your event, but also serve your objectives and thematic approach in the right way.

Questions and Answers (Q&A)

Interact with the content with meaningful conversation

Allow for open forum engagement on the speaker topics. Audiences enjoy talks where they can ask questions and interact with the speaker.

Breakout Sessions

Deep-dive into topics in small groups

Breakout sessions can be a tool to hone in on a specific item or topic and instantly provide helpful insights that feed into their reason for attendance. Consider having a facilitator for breakout sessions to ensure participants are getting the most from their time together. Avoid topics that are too vague, or facilitators that are not able to manage effective discourse.

The Closing Session

Leave your audience with a key thought or feeling

This is usually the part of an event audiences remember the most. Identify three things you want people to feel by the end of your event. Is it the sense that something was accomplished? That a problem was solved? That they felt connected even apart? Find ways to create those feelings through activities.

You can find more resources on program planning here.

What goes into planning an event?

Here is a step-by-step breakdown of your ideal event planning milestones. Choose which steps are most relevant for you to build your timeline.

STEP 1: Vision and Strategy

  • Develop your event concept
  • Choose the technology that serves your event goals
  • Define your program objectives

STEP 2: Project Management

  • Set up timelines
  • Review required resources
  • Set project roadmap (including deadlines & priorities)

STEP 3: Risk & Financial Management

  • Apply for a grant (if applicable)
  • Overall risk mitigation (technical risks)
  • Manage finances throughout the event lifecycle

STEP 4: Plan for Engagement

  • Add tools that support the content: plan breakout sessions, think of polling opportunities, set up Q&A, include gamification
  • Developing a social media content plan to spread the word about the event

STEP 5: Promotion of Event

  • Start sending invitations / Introduction materials
  • Program teaser, event countdown and agenda sharing

STEP 6: Pre-production Planning

  • Preparing speakers with talking points and notes
  • Gathering pre-recordings and assets required for the event
  • Program run through / rehearsal

STEP 7: Event Execution

  • Recording the event
  • Taking attendance
  • Engagement and feedback survey

STEP 8: Wrapping Up

  • Content wrap-up with clips and highlights from your event that can be shared across platforms, or saved in your archives for storytelling and learnings

How do I choose the right virtual event platform?

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Your choice of technology should be based on the format of your event. Will participants be collaborating? Will speakers be presenting? Or both?

Presentation

  • Presenters (one or more) address attendees
  • Typically a one-way address, sometimes dialogue-driven

Collaboration

  • Interaction between many presenters or attendees
  • Team meeting

Select the right technologies for your meeting type based on collaboration vs. presentation.

Tier one: Easy to obtain software that does not require an advanced technical setup, such as: Zoom, WebEx, or GoToWebinar, Google Hangouts or Skype.

Tier two: Requires a level of expert assistance and supplier intervention due to higher number of attendees and desired functionalities (branded platform or on-demand video's).

Tier three: A full-service robust platform. Requires much expert assistance. The platform provider has an experienced team to lead the development and delivery of a virtual event

Learn more about software and platforms here:

What are the components of a virtual event budget?

The cost of a virtual event is determined by the tier of platform you choose, the functionalities you desire, and the amount of participants you are planning for. This can range anywhere from $50 - $1000. These prices typically increase by the type of support you need. If you need a virtual event producer, a project manager or need to pay your speakers, then you would need to consider an hourly rate or a flat fee for services rendered. This would vary, depending on your region.

Your budget line items could include:

  • Virtual event platform or service
  • Contracting an event producer: for larger and more complex events
  • Contracting a project manager
  • Compensating facilitators / moderators
  • Pre-production of video and content: material designs, recording and editing costs
  • Entertainment
  • Post production of content: wrap up materials etc

Where can I get support from the Wikimedia Foundation?

  • If you have any questions, or would like to share ideas or receive guidance on event planning, The Community Events Team hosts office hours.
  • See the Useful Links section below to find other materials and toolkits for Wikipedia 20 celebrations.

Useful links