User:Sonkiki/Handbook Project/Hackathon Page new

this is my proposed structure for a new /Hackathon page.

I will include the handbook for organizers, but also improve the structure for participants.

Navigation: for the Handbook, create a menu like in Help:Flow. The Template is called "TNT|Flow Navigation". I will need help creating it! Who could help me?

Pending question: How do pages /Events and /Project:Calendar/How to schedule an event fit into this?

Both are relevant to our hackathon handbook. The the location (=url) for Project:Calendar/How to schedule an event is far from ideal. Can this be integrated/ merged / moved / redirected somehow?



= 0. What is a Hackathon? = >> put small bit of this on Hackathons page AND create a subpage /about for more info
 * Hackathons/FAQ
 * introductionary paragraph from Hackathons
 * Hackathons
 * Explain the differences between the MediaWiki Hackathon and the Wikimania Hackathon?
 * Typical Schedule
 * Link to general Events page on mediawiki
 * if you want to get really into it, you can satisfy your academic interest by reading up on research on hackathons.

Make it nice to look at, feature many images and videos! Use this structure and headlines: https://www.ted.com/participate/organize-a-local-tedx-event/before-you-start/what-is-a-tedx-event

How others did it: Previous Hackathons
my new table /List of previous Hackathons https://www.mediawiki.org/wiki/User:Sonkiki/Handbook?wteswitched=1#Table_to_organize_hackathon_wiki_pages - integrate this chapter either into Hackathons main page or on Subpage

pending question: maybe merge this with Link to general Events page on mediawiki?

= I want to participate in a Hackathon = >> this section could be improved/ done over as well, but this is definitely out of scope for my handbook project.
 * next hackathons are: have a little box where we announce upcoming hackathons.
 * 3 steps to prepare for a hackathon: Wikimedia Hackathon 2017/Participants
 * Resources for newcomers: Wikimedia Hackathon 2017/Mentoring Program
 * above links include Hackathons/FAQ

= I have suggestions how to improve Hackathons = Hackathons >> merge these into some other chapter

>> add the little info box on the talk page here, and/or create a hackathon/suggestions page for this.

= I think about hosting a Hackathon in the future  =

Questions to ask yourself before you start
>> create a new page for this. I sense this could be the fabled "Get started" page.

Take from the propose a hackathon chapter: Hackathons

Responsibilities:

You best also have a look at the timeline (Link to the timeline) to get an overview of your responsibilities.

Want another format? there 's all kinds of wikimedia tech events / mediawiki related events!

 * a list of all kinds of events and how to plan them: 3 Specific events

How the WMF can support you
Contains examples of previous budgets: Hackathons/Proposing a hackathon

>> plus add chapter about Rachel and her team's help!

How to propose a Hackathon
Hackathons

1First Step: Create a Phabricator Task and associate it with the Engineering-Community project: Things to plan for and keep in mind:
 * 1.1Organizing team:
 * 1.2Number of participants expected
 * 1.3Possible venue(s)
 * 1.4Proposed dates
 * 2.1Travel, accommodation, catering
 * 2.2Social Events
 * 2.3Working with other groups
 * 2.4Safety

How the selection process works
5.1Decision
 * 5.2Hackathon location decision process for 2018
 * 5.3Hackathon location decision process for 2017

= I am already organizing a Hackathon =

Timeline
>> hackathon/timeline. use format of a table. also link this in the handbook, but make it a separate page on an equal level

To-do lists sorted as a timeline, from early planning stages a year in advance, to execution during the months, weeks and days leading up to the event, the event itself as well as post-event tasks and long-term actions.

Examples of good timelines
Timeline from WordCamp: https://docs.google.com/spreadsheets/d/17eEp6kdRgA3Bu7WzrpVHvdTGXEAXPT_-gKj3knpOppA/edit#gid=0

https://meta.wikimedia.org/wiki/Wikimania_Handbook/The_Ideal_Timeline  >> this is outdated
 * https://meta.wikimedia.org/wiki/Wikimania_Handbook#Timeline_and_planning >> this is the new version


 * Sherry's take on the above timeline (with vegetables):  https://meta.wikimedia.org/w/index.php?title=User:Whatamidoing_(WMF)/Sandbox&diff=16880696&oldid=16880445
 * Here's how she improved the design:
 * 1) adding a few words to the section title,
 * 2) turning the sub-sections into section headings (instead of bold text)
 * 3) adding a colored box for an explanation at the top of the section, and
 * 4) adding a decorative image (I chose vegetables as my theme, but it could be anything, and  https://meta.wikimedia.org/wiki/Grants:Evaluation/100_Words_Campaign  could be a good starting point).
 * Hackathons/Hackathon tips for organizers

Tips for Organizers = Handbook
>> redirect existing page tips for organizers to newly created page hackathon/handbook

>> add little info box on the top about talk-page and that this is a work in progress.

Build your team
Volunteers, staff, WMF
 * Administrative Tasks/ Team Communication: Breakdown of internal team-tasks
 * Team Roles and Responsibilities
 * https://meta.wikimedia.org/wiki/Wikimania_Handbook/The_Ideal_Team
 * Hackathons/Hackathon tips for organizers

when partnering with WMF engineering community team
20 When Partnering with the WMF Engineering Community Team

Budget
Hackathons/Hackathon tips for organizers

Sponsor Relations/ Strategies

 * how to approach potential sponsors, identifying them etc.
 * Stakeholders: MediaWiki Stakeholder's group as well as local politicians etc.


 * fundraising part of this chapter: Hackathons/Hackathon tips for organizers
 * Template: Sponsor Material from WMAT

Partnerships
look for collaborations and in kind donations

The registration form
Hackathons/Hackathon tips for organizers

Link to template

Scholarships
Scholarships

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.

Visas
Information still missing, please help create content

Travel
13 Public Transportation Tickets

Accommodation
room assignment

prepare paypal invoice and mail it to participants OR chapters

Communicate with Participants

 * Hackathons/Hackathon tips for organizers
 * Email templates wm2015, wm2016, wmhack2017

Promotion + Press

 * How to reach out to Outreach strategies to sponsors, stakeholders and like-minded communities


 * Promotion within Wikimedia world
 * Stories for the press
 * press part of this chapter: Hackathons/Hackathon tips for organizers
 * Template: PR document: Hackathons/Hackathon tips for organizers

Choose the Venue
was muss man vorher beachten

Venue logistics

 * Venue selection
 * Venue:
 * A/V setup
 * Wifi:
 * WMAT had access points for 1000 devices - you will need to account for 2 devices per participants. WMAT had hotel wifi + company specialized for conference internet connections. highlight importance.
 * link to (see also): https://meta.wikimedia.org/wiki/Grants:Learning_patterns/Step_by_step_guide_for_finding_the_right_venue_for_a_conference

Food, Drinks, Snacks
so important that they get their own chapter
 * Hackathons/Hackathon tips for organizers


 * Food/Drinks/Snacks:

Prepare for Emergencies
Emergency information: Hackathons/Hackathon tips for organizers

Friendly Space Policy

Planning and scheduling content before the hackathon

 * Selecting Community Wishlist recommendations
 * Developer outreach before the event >> move this chapter to outreach
 * 2.3Preparing the schedule

Sessions

 * 10.1Opening & Closing Sessions
 * 10.2Don't print schedule of sessions in advance
 * 10.3Sessions not edited until event

Social Events

 * 9.1Pre-Event Social Events
 * 9.2Hackathon Social Events
 * Take a Group Photo! Hackathons/Hackathon tips for organizers

things to print

 * name badges: Hackathons/Hackathon tips for organizers
 * documentation of options, for informed strategic decisions
 * banners, etc.

Goodies for participants

 * 2.4Welcome Packs, what should they include?

Encourage Diversity
Strategies to further diversity and inclusivity in the community, with a focus on women* in tech and implementation as well as execution of the friendly space policy. strategies to engage newcomers / enlarge the community / bring more newcomers into the community, by means of pre-hackathons, outreach activities and the mentoring program on the hackathon itself.

Accessibility

 * Accessibility Event page on Meta from Benoit and Sherry: https://meta.wikimedia.org/wiki/Events/Accessibility

Children + Family Travel
14 Kindergarten/Support of Family travel

Friendly Space Policy
...

Engage Newcomers

 * outreach/recruiting part of this chapter: Hackathons/Hackathon tips for organizers
 * promotion within wikimedia world: 2Promotion

Mentoring Program:
Wikimedia Hackathon 2017/Mentoring Program

The Event
Einsatzplan

Helpers for the event

Maintain the venue each day

Set up the venue: At the venue
how rooms should be set up: Hackathons/Hackathon tips for organizers

Technical Setup: Internet, cables, etc.
 * 8.1Help desk
 * 2.3Help Desk:
 * 8.2Wall postings
 * 8.3Hacking Table Labels
 * 8.4Misc

most intensive day is day 0 and day 1

2 people at registration

2 people + helpers at setup

engage other participants to help you, make it a fun activity

Wrap up + Evaluate

 * Hackathons
 * create Lessons Learned

Abrechnung, Reporting an WMF
 * how to wrap up, what to do after event
 * hackathon tips for organizers page: 12 After the event
 * Project Calendar page: After the event
 * mit anderen chapters
 * mit suppliern
 * mit participants

Be the first: New ideas waiting to be tried out

 * Hackathons/Hackathon tips for organizers
 * plus link to participant's suggestions (chapter 4)

Templates
texts as well as graphics/ layout templates for various forms of communication, such as registration forms, emails and sponsoring materials https://docs.google.com/document/u/0/?tgif=d&q=hackathon
 * emails: see also Esino Lario Emails!
 * registration form
 * Feedback form
 * website text, maybe, too?

Missing Information?
(please add anything else you want to know about, that is missing above, to this list)

23 Still Missing

More Tips
>> add any links that we can not sort right away here.

24 Other Hackathon Tips

(Please help merge the best contents from these, and any useful structure, to here) = Still to sort into correct chapter: = From page Project:Calendar/How to schedule an event
 * 1General Event Suggestions
 * 1.1Additional Suggestions
 * 4Further Resources