User:Sonkiki/Hackathons/handbook/Team

Build your team
Volunteers, staff, WMF
 * Administrative Tasks/ Team Communication: Breakdown of internal team-tasks
 * Team Roles and Responsibilities

Event Team/Volunteers
Each event will probably have a team of volunteers helping participants find what they need. >> source: Hackathons/Hackathon tips for organizers
 * Have a meeting in advance with all event volunteers
 * Daily meet-up (what went wrong what could be better)
 * Facebook or Telegram group for volunteers to communicate issues easily
 * Find a special way to thank volunteers
 * Make the volunteers easily identifiable via custom colored name badges, lanyards, or t-shirts (however this option creates daily laundry problems)

When Partnering with the WMF Engineering Community Team
This is specific information for groups who want to host and plan either the Wikimedia Hackathon or the Wikimania Hackathon in partnership with WMF Lessons from WMFR Organizer: >> source: When Partnering with the WMF Engineering Community Team
 * We generally use Phabricator as a task tracking tool, if you are unfamiliar with this tool we can provide training.
 * Planning in English. English is generally the official language of these events as they are international engineering events. We also generally hold our pre-event planning meetings and all spreadsheets, registration information and notes in English. There should be no problem to include track for local engineers in the local language if different than English.
 * Translation tools allow email communication between organizers speaking different languages - so the entire local organizing team does not need to be fluent.
 * Many attendee emails will come in and be answered in the local language.
 * The WMF Developer Relations Team is here to back you up whenever you run into a problem or need help, please don't hesitate to ask. It is likely that we have faced that issue before and have ideas for a solution.
 * The Developer Relations Team will work with you to manage hotel and hostel reservations for WMF staff attending the event. It is part of our travel policy that WMF staff are not required to share rooms although many of them are willing to do so. Because of this we need access to single rooms. Usually the easiest way to manage rooms for WMF staff is to reserve a block of rooms (both singles, and shared) and your contact at WMF can fill in the names of traveling WMF developers. Often we need to add a few last minute travelers (new hires, etc.), so if possible holding a some empty rooms for that would be helpful as well.
 * Generally the WMF Developer Relations Team drives the schedule, content and agenda of the event while the hosting group drives the logistics. The local team is welcome to organize a track for issues of interest local developers in the local language.
 * Registration: The local organizing team and WMF should agree on the content of the registration form. In the past we have used google forms or eventbrite successfully for registration. We have past registration forms available to copy/reuse but there will likely be a few changes each year. We open registration for this event on the wikitech-l mailing list, but can forward it anywhere else as needed. There should be a predetermined opening date for registration, a deadline for scholarships (published) and a closing date for registration. The local team and the WMF team may want to hold a few extra spots to add any last minute participants that they want to add to the the event.
 * Scholarships: WMF, the local organizing team, other Wikimedia Chapters and anyone you can convince will pool funds for scholarships. Everyone who contributed funds will have the opportunity to vote for or against scholarship recipients. The local team does flight, accommodating and visa support for scholarship recipients. It is possible for the organizing team to allow scholarship recipients to book their own travel and reimburse them after the event. There should be a plan in place for transferring money internationally for these reimbursements and the should should be completed as soon as possible after the event.
 * Biweekly hangout meetings starting 3-4 months with WMF before the conference (always in the evening at 6 pm CET)
 * Weekly hangouts during ramp-up to the conference (about 1 month prior)
 * Mainly contact with Rachel
 * Use phabricator as project planning tool

= Wikimania Handbook/The Ideal Team =

Project manager

 * Budget management


 * works with Comptroller who handles accounting (office)


 * Provide timeline and make sure it is respected


 * Human ressources management (define and enforce roles, who does what, who does not do what)


 * final cut

Volunteer coordinator

 * Plans for staffing needs; support for each other group


 * Identifies & screens staff & related timelines


 * Fills in any gaps

Secretary

 * Regular scheduling reminders


 * Oversees mail/otrs answering


 * Tracks progres of all groups


 * Limited time/week, but extremely reliable


 * (not to get drawn into other roles)

Program manager

 * heads the program committee


 * Program timetable


 * Coordinates with communications on releases


 * Coordinates with Tech & Logistics on room/hall needs

Social liaison

 * Parties


 * Outings


 * Fun events, tourneys


 * Building an enthusiastic social team


 * Coordination with satellite parties & calendars

Speaker coordinator

 * Relationships with speakers


 * Coordinates with Program manager


 * Coordinates with Registration coordinator


 * Manages speakers sponsorships and special needs

Technical coordinator

 * Oversees & schedules sysadmin and programming work, coordinating:


 * Server setup, during the year and onsite


 * CfP software setup


 * Software for volunteer coordination / allocatoin


 * Calendaring software for showing/editing the program


 * Registration software (see Registration)


 * Define tech team needs with Logistics & Program coordinators

Registration coordinator

 * Development of the registration system (technical)


 * Managing registration questions/issues/problems, off and on-site.

Logistics coordinator

 * A/V - streaming


 * Catering


 * Accommodation


 * Venue allocation

On-site : Stage liaison

 * Make sure people are where they need to be


 * Double-check on props, materials, timing

Communications manager

 * Community announcements


 * Website delegations & updates (see Designer)


 * Basic copy for press


 * Follow up on statistics during and after

Press liaison

 * Liaises with larger press group


 * Deals with press inquiries and assignments

Sponsors manager

 * Find sponsors


 * Ensure communication with sponsors


 * Follow up during and after the event

Scholarships coordinator

 * Manages attendees scholarships


 * Works with applicants to manage expectations & schedules

>> source: https://meta.wikimedia.org/wiki/Wikimania_Handbook/The_Ideal_Team