In the first session (the keynote) it was unclear which IRC channel to use for questions. Some quick action set #wmhack as (only?) channel.
The keynote didn't have note-taker and other roles assigned (my fault).
Melody stepped in as note-taker, posting on IRC (there was no etherpad link either), in the middle of the action Quim thought that a question had been asked on IRC and... we went into an inception moment where I asked what actually had been one of Ward's answers... :(
Ideas for facilitator training for next year: 20 minutes: maybe morning of: where to stand, what makes a good session, how to ask someone to take notes.
Ask people to share hashtag and various sessions on social.
Maybe ping specific outsiders for talks that might be of interest (like the AI talk, or the onboarding editors talk - which have applications beyond Wikimedia.)
Session guidelines were not clear enough. Highlighting instructions for taking notes better, need to think how though. Summarizing part on wikis is also being ignored currently. Maybe it's too much of work for note-taker(s). But, the idea behind moving the notes on to the wikis after the session was to get rid of the Etherpad completely.
Any ideas for how we could still encourage this while the summit is on for sessions tomorrow. Rachel and I have been making in-person visits to the session rooms to ensure the instructions are being followed.
@MelodyKramer how about sharing a short feedback survey through social media channels at the end of the day tomorrow to reach out to people who joined remotely? as we don't have email addresses of folks who may have joined after learning about remote participation from the social media posts. happy to put something together quickly and invite you to edit?
It was a little hard to hear during Ward's talk but it was still understandable for the most part, and IRC transcription of questions helped a lot. He did start a few minutes early which caught me off guard since I was expecting it to start a bit later. At least for sessions where remote participation/viewing is expected, starting on-time (or just not early) would be appreciated.
The template in the etherpads says that at the end of the session the notes must be pasted in a wiki subpage. However, I believe we agreed that the notes should be posted in the Phabricator task related to the session, in order to have a single point of information for each session. Now that template is pasted in dozens of etherpads and I have no idea whether session owners are updating tasks or creating subpages.
@Qgil This may be something we want to note at the keynote today. There was some confusion yesterday and several sessions took notes in Google Docs and on Etherpads without templates, before realizing there was a template available. We got that worked out before the third session started, when templates were placed for each session in the program.
I've pasted all of the documentation created yesterday into the appropriate Phab task, and am more than happy to direct people to creating MW subpages or etherpads — but want to ensure that it's uniform across sessions to limit confusion. Adding @srishakatux and @Rfarrand too.
Front desk requests:
venue signs (where are rooms)
briefing for admin team in advance so they can better: how does unconferece work? how does scheduling work?
Have some "for sale" wikimedia stuff for volunteers who show up. A participant wanted to buy a wikimedia sweatshirt.
I have not yet decided if this idea makes sense for our event but I wanted to record it here.
Recommend having a backchannel for organizers and remote organizers to discuss things like YouTube link updates, additional conference sessions, and information for participants in one place.
Things that we did that are working:
- table numbers
- skill share board (use the phrase "I can help you with" instead of "I can teach")
- Ground rules sign: no reservable spaces, no closed meeting, don't kick people out of spaces.
Name tags had problems with some letters outside of the basic Latin alphabet, such as ń. Before printing the tags, it would be nice to find all such names, and check that the chosen font includes all the required letters. (I'll be happy to help with that!)
This comment is not about "problems as they come" but more about feedback. Feel free to move this to a more appropriate venue I'm either not aware of or have forgotten ("Darrn, I already filled out the Feedback form and forgot those notes I took.").
- As far as I have been told, some welcome letters and hence visa by authorities were applied for and handed out "too late" for want-to-be attendees in some country.
- Copying the Etherpad to the Phabricator task, plus summarizing the Etherpad content on some wikipage that I am supposed to create felt to me like a mix of being lazy/reluctant (as I'm supposed to create followup tasks for action tasks discussed in the session anyway?) and "not fully clear what I'm supposed to do".
- Consider preprinted sticky "post-it" papers for unconference proposals? I got confused by the expectation of putting up two pieces of paper on the wall. (But I'm easy to confuse.)
- When Ward's keynote took place, I think there was some confusion about the IRC channel (#wm-hack vs #wikimedia-tech)? But maybe I misremember.
- (And I am personally a little bit worried about having non-CC licensed content in slides captured by session videos published on Commons.)
This task has been added to the 2017 lessons learned page for review during the next planning phase. Thank you to everyone for their comments and thoughts to improve the event both during the event and afterwards. Certainly this will help us become better over time! :)