User:Sonkiki/Hackathons/handbook/Manage Participants

Additional application questions[edit]
During the registration processing, some additional questions may need to be asked to eased the process for persons attending the conference, some examples may include; >> source: Hackathons/Hackathon tips for organizers
 * No/limited photography
 * Requesting a Certificate of Attendance to be provided

Scholarships
Lessons from WMFR Organizer:
 * Ask every chapter to send ppl to the hackathon with scholarships
 * Committee with the stake holders (i.e. the chapters that contributed money or material to the hackathon)
 * Registration form
 * French form with link to CiviCRM was error prone
 * Registration wizards with several steps (split them up thematically)
 * 45 people applied for scholarship, 40 were admitted
 * Flights for scholarship recipients organised by WMFR
 * Should be organised by a travel agency

Scholar ship email templates:
Thank you for applying to attend the ____ Wikimedia Hackathon in _____. We had a large more applicants this year than ever before and had to turn some qualified applicants away. We are sorry to inform you, but your scholarship application for this year's Wikimedia Hackathon has been denied.
 * Reject

Factors used to decide: There are several options for you now: If we don't hear from you, we consider your registration as cancelled, and may re-assign your accommodation to other participates. If you end up self funding or finding another scholarship, please let us know.
 * Active Wikimedia Volunteer Developer
 * Had not been sponsored in the past
 * Well thought out plan to contribute
 * Participate without a scholarship
 * Apply to participate in the upcoming Wikimania Hackathon in Esino Lario  https://wikimania2016.wikimedia.org/wiki/Main_Page
 * Find a sponsor (your employer, your local Wikimedia chapter, or someone else) to cover your costs.

There will be more Wikimedia Developer events in the future. We hope to see you another time!

- Wikimedia Hackathon Organizers Thank you for applying to attend the ____ Wikimedia Hackathon in _____. We had a large more applicants this year than ever before. You were not accepted in the first round of scholarships however you are on the waiting list for the second round in case we are able to find more budget. We should be able to let you know one way or the other by the end of this month.
 * Waitlist

Factors used to decide: There are several options for you now: There will be more Wikimedia Developer events in the future. We hope to see you another time!
 * Active Wikimedia Volunteer Developer
 * Had not been sponsored in the past
 * Well thought out plan to contribute
 * Participate without a scholarship
 * Apply to participate in the upcoming Wikimania Hackathon in Esino Lario  https://wikimania2016.wikimedia.org/wiki/Main_Page
 * Find a sponsor (your employer, your local Wikimedia chapter, or someone else) to cover your costs.
 * Wait to see if you are accepted in round two.

- Wikimedia Hackathon Organizers

>> source: Hackathons/Hackathon tips for organizers

Lessons Learned from WMAT
not just the central WMF scholarships, but also chapter scholarships. as a host, you have to coordinate closely with other chapters. some chapters pay for travel costs themselves, and host pays for accomodation and gets money back from chapter.

Visa
Information still missing, please help create content

Travel
Ideally hackathons allow people to travel to and from the airport and around the host city for free. WMDE and WMCH were able to work with their local governments / transportation agencies and find ways to provide attendees with hackathon name badges that also included public transportation passes. WMCH even was able to email these passes out in advance of the event. Whenever possible, we like to spare costs to event attendees.

>> source: Public Transportation Tickets

Accommodation
room assignment takes organizer's work

Payment process for participants
prepare paypal invoice and mail it to participants OR chapters