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

Emails: Welcome email
Send an email 1 week before the event, giving a short and printable reminder of the crucial details. Examples: >> source. Hackathons/Hackathon tips for organizers
 * Photo & video policy? "[person] will be at the hackathon and may ask to interview and film you. If you say no, you won't be filmed." ... or "No Photo" stickers for badges or a different lanyard color
 * Friendly space policy
 * Parking & transit
 * Schedule
 * Resources/teams
 * wm2015:Hackathon/Email1 (to everyone, 2 weeks before)
 * wm2016:Hackathon/Email1 (to everyone, 2 weeks before)
 * wm2016:Hackathon/Email2 (to mentors, a few days before)
 * wm2016:Hackathon/Email3 (to newcomers, a few days before)
 * See also: Email templates wm2015, wm2016, wmhack2017

Set up telegram group chat
t.me/wmhack encourages interaction between participants

Mentoring Program
For this year’s Hackathon we will be implementing a mentoring program for newcomers to our movement. The mentoring program is a new approach that we are trying out for the first time, where we were looking for Wikimedians who will be at the hackathon exclusively as mentors. They will come up with newcomer-friendly projects and ideas and, during the whole weekend, work with groups of about two to six newcomers, to help them with the whole onboarding process, and make their way into the great Wikimedia tech community as easy and as much fun as possible. The focus is to welcome more newcomers into the community, by introducing them to the different aspects of working with MediaWiki, and help them achieve their own first steps during the hackathon weekend. Additionally, we want to create a welcoming social atmosphere, so we can further diversity and growth in our community. Mentoring Program

Event Photography
Event photography means taking photos during the hackathon and uploading them to Wikimedia Commons.

All participants who didn’t agree to have their picture taken are recognizable by special orange lanyards with a “no-photo” print on them.

The regular lanyards are black.

Please put all of your hackathon images uploaded to Wikimedia Commons into the Category:Wikimedia Hackathon Vienna 2017 (or, even better, into fitting subcategories). If you have any questions regarding photography during the hackathon, please reach out to User:Tsui.

Event Blogging
Event blogging means publishing your personal experiences and impression of the hackathon. We have a special section here, which you can use to put links to your personal blog page, or to your user subpage, or a Wikipedia Signpost article that you contributed to, or to your public social media entries (use #wmhack) etc.

If you manage to do this even during the hackathon, and not only afterwards, more people will enjoy it!

Host
As a host, please approach other participants proactively, especially at social events and during mealtime - make sure that nobody feels left out just because he or she doesn’t know many other participants yet. Get familiar with our friendly space policy and the code of conduct for Wikimedia technical spaces as well as with the floor plan and the event management team’s faces. This will support you with helping others.

Mid-event Wiki-updates
For the mid-event wiki-updates, please occasionally wander around the hackathon, ask people what they are working on and add/assist with adding the projects to the wiki. Your task is to make sure that the projects are documented. Please also remind other participants to sign up for the hackathon showcase, and to write ongoing topics on their table's sign.

Post-event Note / Outcome Checking
Post-event note / outcome checking means to help to review documentation after the event, e.g. on Phabricator. You would help to make sure everything is clear and organized, and that next steps have owners.

>> source: Wikimedia Hackathon 2017/Participants