2021/Organizing teams

Like previous WikiConferences, this conference will be organized by a core team and focused teams or committees on various issues

• Core team: Pharos (Richard) (WMF Liaison), Econterms (Peter) (Budget/finance), and more to come
• Logistics team: (translations, broadcast, video, platforms, working w/ Event Manager): Platforms will include presentations (zoom/google meet/jitsi, social spaces like gather, and perhaps broadcast, like Streamyard/youtube; must choose and test these, and how to degrade/backup). Also real-world logistics for the picnics. Might have social time on Clubhouse, before or during the conference or during

• Program team (running programming proposal process; selections; emails to all submitters; follow-up emails regarding position on schedule; training coordinator; editathon coordinator; academic coordinator; Lightning Talks coordinator): Kevin, BobCummings, Peaceray, Brandon, Richard, Peter, Rosie, Victoria

• Scholarships (running scholarship app process, selections)
• Communications team (design logo; outreach emails; social media; Meta page; WCNA wiki page/subpages; pre-/post-surveys)
• Volunteer coordinators (identify roles, seek out volunteers, manage scheduling for them)
• Safe space (check registration, liase with WMF, monitor behavior, take complaints - keep small (2-3 highly-trusted members of the community); full time responsibility during the conference; they are the points of contact for the WMF event-ban list)
• Awards committee? Is that separate, or part of scholarships? communications? a grants committee?
• Fundraising committee - as opportunities present
• Games committee:
• WikiCommons committee (set up category/subcategories)

Early tentative decisions by program committee (April 26 2021)

• We'll model our call for presenters on this 2019 one: https://wikiconference.org/wiki/2019/Submissions -- that way all forms and submissions are simply on-wiki. That worked well for academic submissions too -- they'll go through a different evaluation process
• We'll want to have Spanish and French versions.
• Theme? We tentatively pick "glocal," with near alternatives: localize, decentralization, glocal, connections. (Yes, it's a word: https://en.wiktionary.org/wiki/glocal). Let's sound out these possibilities over Telegram, and make sure they are translatable. glocal is apparently a plausible word in Spanish and French too.
• Rosie: Let's prepare categories of programming, notably an academic track which we didn't have in 2020.
• In 2020 we had panels, training, individual sessions, plenaries, Coolest tool, video. Day 1 was mostly broadcast, day 2 was mostly zoom presentations and day 3 was mostly small groups and more interactive. Social time online was on Wonder. Overall the design worked and we could replicate that
• We don't know how many sessions and tracks we'll have ; it depends how many submissions we get, and how many we accept
• We can plan time slots for lightning talks, perhaps an hour a day. People can sign up early or late.
• We can have again a slot for presentations by affiliates
• We can welcome some pre-recorded presentations by affiliates
• Before we can make available a submission form, we'll upgrade the MediaWiki on wikiconference.org.
• Submissions can be classified as academic-track, lightning-talk, panel, training, perhaps duration (long, short, or other time choices); adn by topic: Tech, Safety, Editing, Academic, etc
• Tentatively we'll announce our conference and launch of our call-for-presenters on June 1 (or thereabouts)
• Academic submissions can be considered through August. Other submissions can perhaps be considered even after that. We might have rolling acceptances, not one hard date.
• Are we a real organization? Or unreal? Or surreal?

Next week, May 3, Logistics committee meeting -- hard issues -- what platforms to use?

• Last year, every session had a different zoom link; an alternative design is breakout rooms
• Wonder was open 24 hours a day. We can consider spatial.chat, gather, or other social spaces this year.
• an alternative design: breakout rooms
• like Streamyard/youtube; must choose and test these, and how to degrade/backup)
• Also real-world logistics for the picnics
• We note that the captioning by google meet runs smoothly. That kind of feature would help our conference.
• Might have social time on Clubhouse, before the conference or during