Wikimedia Developer Summit/2018/Org Timeline

From mediawiki.org

This is a public posting for our intended organizing timeline for the Developer Summit, currenty this is not completely final and is subject to change:

August[edit]

  • Organizing team formed, first meetings, develop timeline (DONE)
  • Research venue options (DONE)
  • Create first draft of MediaWiki event page (DONE)
  • Begin discussing scholarship / participant selection process (done)
  • Define theme and scope of Summit (DONE)
  • Form program committee (DONE)
  • Form organization committee (DONE)
  • Draft call for papers (done)

September[edit]

  • Decide on venue, begin contracting venue (DONE)
  • Research c Catering (doing)
  • Announce event / hold dates / inform registration & decision timeline (done)
  • Finalize and publish call for papers (done)

October[edit]

  • Contract catering
  • Plan and contract social events
  • Open registration at the beginning of the month (DONE)
  • Discuss event merchandising? T-shirts? Stickers? Anything?
  • Plan for video recording support
  • Close registration
  • Brainstorm keynotes (Doing)

November[edit]

  • Program committee chooses participants (finalized by early in the month)
  • Participants information published on wiki
  • Final participants list, book participants travel, visa support
  • Note taking / documentation plan
  • Contact and finalize keynotes
  • Add major updates to wiki
  • Start work on the program, sessions and hourly schedule (need to finalize sessions by early December)

December[edit]

  • 1st email to participants
  • Continue with all logistics / contacts
  • Continue work on the program, sessions and hourly schedule
  • Launch public conversations on each session topic (early December, but after sessions are finalized)

January[edit]

  • 2nd email to participants
  • 3rd email to participants
  • January 22 / January 23: Wikimedia Developer Summit Event Dates
  • Feedback survey sent out

February[edit]

  • Publish session notes
  • Follow up on action items generated during the event
  • Participate in follow up discussions
  • Debrief with organizers
  • Debrief with program committee
  • Debrief with other staff (make it better next time?)
    • IT
    • Admin
    • Travel
    • Finance
  • Publish finding from feedback survey
  • Process reimbursements for volunteers
  • Confirm all bills paid
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