Wikimedia Research/WikiWorkshop

PC Member Invite template (for Workshop proposal)
The email we send to potential PC members when submitting the workshop proposal. Subject: Wiki Workshop [YEAR] PC/Reviewer Invitation

Dear Colleague,

Together with [ORGANIZERS] we are submitting a proposal for Wiki Workshop as part of [CONF] in [LOCATION] (last year's here [1]).

Given your extensive experience in the field, we would like to ask you to help us with reviewing ~[X] papers for the workshop (if it gets accepted). The papers can be 2-8 pages, from work-in-progress all the way to complete research projects.

Would you be willing to volunteer as a reviewer? It would be great if you let me know by [DEADLINE].

Many thanks!

The Wiki Workshop Chairs

[1] http://wikiworkshop.org

PC Member Easychair Invite template (when workshop is accepted)
The email we send to PC members who have said yes in the previous email. We do this from the easychair portal after the workshop is accepted. Subject: invitation to Wiki Workshop [YEAR] program committee

Dear [*NAME*],

We are happy to announce that the Wiki Workshop will be held in conjunction with the [CONF] in [LOCATION]. Thanks for accepting to be part of the PC, we’re honored and thankful to have you!

We anticipate the reviewing commitment will be light: each PC member will be asked to provide reviews for not more than [X] submissions. Papers can be 2-8 pages, from work-in-progress all the way to complete research projects.

The tentative submission deadline is [DEADLINE 1] for papers with proeccedings, and [DEADLINE 2] for papers without proceedings, and we expect the review period to last around [TIME] weeks.

We would be grateful if you could confirm your participation via the EasyChair link provided. Please also do consider submitting your own research work to the Wiki Workshop, and help us spreading the word about the event!

Best regards, The Wiki Workshop Chairs

Call for papers template
The following email was used in the past for announcing Wiki Workshop and its CfP on wiki-research-l.

Subject: Wiki Workshop [YEAR] Announcement and Call for Papers

Hi everyone,

We are excited to announce that the [Year-count]th annual Wiki Workshop [1] will take place in [Destination-City] on [Date] and as part of The Web Conference [YEAR] (a.k.a. WWW) [2].

You can access the call for papers at [Link_to_cfp]. Please submit your ongoing or completed research related to Wikimedia projects to the workshop. Note that [Date] is the submission deadline if you want your paper to appear in the proceedings, and [Date] is for all other papers.[3]

Following the past year's model, the workshop will have a set of invited talks ([CALL Out Confirmed Speakers]), a poster session, and more.

Questions and comments are welcome. Otherwise, we're looking forward to receiving your submissions and seeing you in [City] in [Month]. :)

Best, [Person], on behalf of the organizers [5]

[1] http://wikiworkshop.org/ [2] https://www2019.thewebconf.org/ [3] http://wikiworkshop.org/2019/#dates [4] http://wikiworkshop.org/2019/#speakers [5] http://wikiworkshop.org/2019/#organization

Announcing the workshop internally in WMF
The template used in 2018 is below:

Hi all,

This is an announcement that we are co-organizing [0] the annual Wiki Workshop [1] in 2018 for the fifth time. The workshop will take place on April 24, 2018 in Lyon, France and as part of The Web Conference 2018 [2]. We have started the invitations for invited talks and quite thrilled about the line-up so far. [3]

Over the past years, the workshop has served as the platform for bringing together the researchers of Wikimedia projects and creating a pathway for direct communication, exchange of ideas, and brainstorming towards future research projects and collaborations [4] between Wikimedia Foundation and researchers in academia and industry.

If you'd like to attend the workshop, please remember that early bird registration for the conference (where the workshop is part of) is on 2018-02-21 [5]. We also want to encourage those of you who do research (loosely defined, ping us if you are in doubt) to submit your ongoing or completed research to the workshop. [6] The call for papers is now out [7] and we have two deadlines for receiving submissions (2018-01-28 and 2018-03-11). [8] Also, if there are people in your network that do research on Wikimedia projects, please consider encouraging them to submit. :)

If you have questions about the workshop, please feel free to reach out to Dario or myself.

Best, Leila ​ [0] In collaboration with our co-organizers at EPFL and Stanford University. [​1] http://wikiworkshop.org [2] https://www2018.thewebconf.org [3] http://wikiworkshop.org/2018/#speakers [4] https://www.mediawiki.org/wiki/Wikimedia_Research/Collaborators [5] https://twc2018.insight-outside.fr/ [6] There is a dedicated 10-person Program Committee to review submissions and that committee doesn't include Dario or I, at least for the papers submitted from WMF. :) [7] http://wikiworkshop.org/2018/#call [8] http://wikiworkshop.org/2018/#dates

Paper assignment email
The email we send to PC members when assigning the papers to review, this is done from easychair's portal. Subject: Wiki Workshop [YEAR] paper assignment

Dear [*FIRST-NAME*],

Thank you for agreeing to review the submissions for Wiki Workshop [YEAR]! Here are some details about your paper assignment and the review process.

No more than [X] submissions have been assigned to you for your review, please find the titles of the papers below. Your reviews are due by *[DEADLINE]*.

If you can't meet the deadline, please let us know asap. Also, if the paper assigned to you is something you cannot review at all, please let us know as well. We can try to swap papers :)

General statistics
We have received [Y] submissions in this round. These are papers that if accepted will appear in proceedings (there will be a second round for papers without proceedings). Each paper will be reviewed by at least [Z] PC members.

What to look for in your review
There are two main goals for your reviews:
 * Help authors improve their work.
 * Reject any work that is too low quality to appear in proceedings.

Any questions you may have, please ping us. Otherwise, thanks for helping these papers become better! :)

Best,

The Wiki Workshop Chairs - [*ASSIGNMENT*]

Amendment to the above email, to clarify the scope of the Wiki Workshop
This is something we send if we see the need of clarify the nature of the assessment we need from reviewers Subject: Reviewing for the Wiki Workshop [YEAR]

Dear PC Members of the Wiki Workshop,

Thank you once again for agreeing to review the submissions to our workshop!

This is just a quick note to clarify the nature of the assesment we expect from reviewers.

We really want the workshop to be a venue for researchers to gather, pitch and explore new ideas, even if preliminary, about their work on Wiki spaces. We are very open to work-in-progress papers, and we are happy to accept brave new idea or position-like papers. That is why we would like to keep a pretty high acceptance rate, and reject only very low-quality or flawed works.

Please keep this in mind when reviewing the papers. Looking forward to receiving your reviews - which, reminder, are due [DEADLINE] from now ;)

Many thanks,

Miriam on behalf of the Wiki Workshop organizers