[[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?