User:Sonkiki/Hackathons/handbook

= 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)