Project:Calendar/How to schedule an event

The instructions you want to follow to organize a successful community meeting.

Required

 * 1) Book your slot in the Calendar.
 * 2) Setup
 * 3) * Videoconference - send an email request to Quim Gil, Guillaume Paumier and Rachel Farrand; they will schedule a Hangout-on-air connected to the MediaWiki Google+ page.
 * 4) * IRC - coming soon.
 * 5) * San Francisco meetup - coming soon.
 * 6) Upload to Commons any free materials used in your presentation. Categorize them properly under e.g. Category:Wikimedia_presentations.
 * 7) Arrive on time. Ready.... set... go!
 * 8) If you are going to share your screen, increase the font size of your browser or terminal.
 * 9) Link your entry in the calendar to the video, IRC log, or blog post of the event.

Promotion

 * Guillaume and Quim can distribute the announcement through Tech News and the MediaWiki social media channels. Send them your short text, URLs, and optional free image.
 * They will also create an invitation in the Wikimedia Foundation Engineering calendar (visible to employees only).
 * You are in charge of announcements in wiki pages, mailing lists, and other channels of your choice. If regular editors are a target audience, you should send a notice to wikitech-ambassadors, in addition to other lists.
 * After the event, consider writing a post for the Wikimedia blog.

Event management checklist

 * Hangout on air
 * Go to MediaWiki Google+ page Hangouts.
 * "Start a Hangout on air".
 * Fill title and description, "Starts: Later" (set time and duration), "Audience: Public" + add speakers. Save.
 * You will get a new page. Click "Links" to get the URL to use when advertising the event.

Specific Events
RFC Discussions
 * Agenda is finalized by Architecture Committee
 * Send announcement to wikitech-l/development
 * Add meeting to https://www.mediawiki.org/wiki/Project:Calendar
 * Reserve IRC channel during meeting time: https://meta.wikimedia.org/wiki/IRC_office_hours