Change Details

[[https://www.mediawiki.org/wiki/EMWCon_Spring_2019|EMWCon 2019]] will be held on April 3-5, 2019 in Daly City, a few minutes away from the WMF office. We are planning to host an open mixer between conference attendees and WMF staff. To do (see also [[https://office.wikimedia.org/wiki/How_to_request_event_space_at_the_Wikimedia_Foundation|event hosting instructions]] on officewiki): * at least two weeks before the event but preferably much sooner: [] decide the exact date and whether the mixer is during business hours (8:30 AM - 5 PM) or not (presumably not) [] at least two WMF staff need to be designated as hosts (must be present during the event, must help with preparation / cleanup for about half an hour pre/post event) - @Tgr, ??? [] estimate number of participants [] fill out application form on officewiki [] set of place where guests can RSVP (needs real name, so should not be wiki page - Eventbrite?) * 3-4 weeks before the event: [] announce to WMF SF staff list, put it on WMF calendar (are there any staff groups we want to specifically invite?) [] if possible find more volunteering staff, as guests need to be escorted up from the lobby by a staff member [] catering? (also, collect special dietary needs? too early to finalize RSVP though) [] write guest guide (based on [[https://office.wikimedia.org/wiki/Visiting_the_office|this]]), transportation tips (also maybe reimbursement rules for scholarship holders? is that a thing?) * 24+ε hours before the event: [] close RSVP, send list to building security (or is that 4 hours? conflicting docs, clarify) [] explain rules to guests (including whom/how to contact) [] share calendar event with guests * a few hours before the event: [] send reminder to WMF staff [] put up restroom etc. signs [] organize office tour, maybe? * at the event [] rules etc. speech [] do we want some kind of welcome speech?

[[https://www.mediawiki.org/wiki/EMWCon_Spring_2019|EMWCon 2019]] will be held on April 3-5, 2019 in Daly City, a few minutes away from the WMF office. We are planning to host an open mixer between conference attendees and WMF staff. To do (see also [[https://office.wikimedia.org/wiki/How_to_request_event_space_at_the_Wikimedia_Foundation|event hosting instructions]] on officewiki): * at least two weeks before the event but preferably much sooner: [x] decide the exact date and whether the mixer is during business hours (8:30 AM - 5 PM) or not (April 4th, after business hours) [x] at least two WMF staff need to be designated as hosts (must be present during the event, must help with preparation / cleanup for about half an hour pre/post event) - @Tgr, @CCicalese_WMF [x] estimate number of participants (35-70) [x] fill out application form on officewiki [] set of place where guests can RSVP (needs real name, so should not be wiki page - Eventbrite?) * 3-4 weeks before the event: [] announce to WMF SF staff list, put it on WMF calendar (are there any staff groups we want to specifically invite?) [] if possible find more volunteering staff, as guests need to be escorted up from the lobby by a staff member [] catering? (also, collect special dietary needs? too early to finalize RSVP though) [] write guest guide (based on [[https://office.wikimedia.org/wiki/Visiting_the_office|this]]), transportation tips (also maybe reimbursement rules for scholarship holders? is that a thing?) * 24+ε hours before the event: [] close RSVP, send list to building security (or is that 4 hours? conflicting docs, clarify) [] explain rules to guests (including whom/how to contact) [] share calendar event with guests * a few hours before the event: [] send reminder to WMF staff [] put up restroom etc. signs [] organize office tour, maybe? * at the event [] rules etc. speech [] do we want some kind of welcome speech?

[[https://www.mediawiki.org/wiki/EMWCon_Spring_2019|EMWCon 2019]] will be held on April 3-5, 2019 in Daly City, a few minutes away from the WMF office. We are planning to host an open mixer between conference attendees and WMF staff. To do (see also [[https://office.wikimedia.org/wiki/How_to_request_event_space_at_the_Wikimedia_Foundation|event hosting instructions]] on officewiki): * at least two weeks before the event but preferably much sooner: [x] decide the exact date and whether the mixer is during business hours (8:30 AM - 5 PM) or not (presumably notApril 4th, after business hours) [x] at least two WMF staff need to be designated as hosts (must be present during the event, must help with preparation / cleanup for about half an hour pre/post event) - @Tgr, ???@CCicalese_WMF [x] estimate number of participants (35-70) [x] fill out application form on officewiki [] set of place where guests can RSVP (needs real name, so should not be wiki page - Eventbrite?) * 3-4 weeks before the event: [] announce to WMF SF staff list, put it on WMF calendar (are there any staff groups we want to specifically invite?) [] if possible find more volunteering staff, as guests need to be escorted up from the lobby by a staff member [] catering? (also, collect special dietary needs? too early to finalize RSVP though) [] write guest guide (based on [[https://office.wikimedia.org/wiki/Visiting_the_office|this]]), transportation tips (also maybe reimbursement rules for scholarship holders? is that a thing?) * 24+ε hours before the event: [] close RSVP, send list to building security (or is that 4 hours? conflicting docs, clarify) [] explain rules to guests (including whom/how to contact) [] share calendar event with guests * a few hours before the event: [] send reminder to WMF staff [] put up restroom etc. signs [] organize office tour, maybe? * at the event [] rules etc. speech [] do we want some kind of welcome speech?