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Event Toolkit

STEP BY STEP GUIDE TO HOST A WIKI LOVES WOMEN EDIT-A-THON

Before the event

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Brainstorming

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  • Read Wikipedia:How to run an edit-a-thon
  • Not all the events have to be an edit-a-thon; they could be a WikiData Event or a WikiTakes photographic event. ** need to add separate page on "Host Wikidata Event" and "Hosting WikiTakes event".
  • When should the event take place ? How long should the event last ?
  • Theme: Decide the focus of your event. Establish a list of articles to work on. You may list or pick up suggestions from this page : Wikipedia:Wiki Loves Women/Suggested articles
  • Audience : is that a private event or a public one ? is that women only or open to all ? is that organized for or with a content partner ?
  • Venue: We encourage you to use a free, public space for your event. This might be in libraries, museums, community led co-working spaces, and universities. Look into local public institutions and ask if they would be interested in partnering with you or adding the Edit-a-thon to their list of programs for the year. The best options provide space for 10-30 people, allow food and drinks nearby, provide a good internet connexion, sometimes even offer use of laptops ! Note that our first WLW partner was the Goethe Institute; you might have an easier way asking them.
  • Budget : how much is that event going to cost ? Rent of the space ? Internet access ? Food ? etc.

Funding options

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You may apply for Wikimedia Foundation rapid grant for up to $2000. Though it is rapid, consider at least 2 months before results
Typical expenses would be

  • Renting space
  • Internet or electricity costs
  • Catering
  • Transport for participants
  • Leaflets, stickers, roll-up banners etc.

Once you have received funding, it is important to gather all your receipts, documentation and feedback together for the report. This is easier to compile as you do each activity, rather than afterwards (either the week or months later):

Partners

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  • Local Wikimedia volunteers
  • Content partners
  • Venue partners
  • Aligned movement partners

Prepare communications elements

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Communication elements

  • Adapting these elements
  • Materials
  • What others have done

Available Communication templates

Using Wikimedia/Wikipedia brands: https://wikimediafoundation.org/wiki/Visual_identity_guidelines

  • Getting media love
  • Compiling media lists
  • Sending a press release
  • Press release template
  • Prepare a list of contacts to who you will send your invitation to the event

Announce event

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  • Social Media: Use the hashtag #wikiloveswomen to share your stories or your organizing work. Publish info on Twitter and on Facebook.
  • Leveraging your partner’s networks (get them to add your event in their newsletter, to retweet your announcement etc.)
  • Sent a press release. This requires you to have a list of press contact and to have actually prepared a press release. We noticed that press releases rarely make a lot of impact. Try to invite a journalist to your event rather and get a free interview.

Logistics

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  • Venue : should be accessible, clean, safe.
  • Internet: Participants must have reliable access to the internet, preferably strong wifi. This is important, as Wikipedia skills are best learned by live editing.

Refreshments

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Drinks and food will encourage people to stick around for longer than they might otherwise and provide an opportunity to take a break and talk with other editors. Make sure to have plenty of that.

Computers

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If the venue has computers, consider the following when deciding on how to incorporate them into your event:

  • What accounts/passwords do attendees need to access the computers? Does anything need to be done in advance?
  • What browser is used, and does it play nicely with Wikipedia?
  • Can people connect cameras and memory card readers? Do the computers have image editing software?

If participants will be bringing devices, consider:

  • Does the venue have wifi? Can it cope with the expected number of users?
  • What accounts or passwords do you need to access wifi?
    • If the wifi has a single password, post a sign with the details and check that you can see the sign from the farthest point of the room.
    • If the wifi requires you to have individual accounts, then have slips of paper and hand them out to each person as they arrive.
  • Can people use power sockets? Do you need extension cables?

Have you planned a m:wikifundi solution in case internet goes down ?

Safe Space policies

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Consider safety during your event !
If you decide to abide to a Safety Space Policy, we recommend the following

At the event, some of the most important elements would be :

  • Print posters and paste them on the wall
  • Appoint a Safe Space policy contact, introduce the person at the beginning of the event
  • Mention the policy during the event
  • Actually enforce the policy

Outreach dashboard

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Consider using the outreachdashboard for easiest tracking of activity during your edit-a-thons

Resources :

How to do it

  • go to
  • Log in first of all (the account is the same than your Wikipedia one)
  • Create your event on Dashboard:
  • etc.
  • The Dashboard is a tool we use to track edits to articles during edit-a-thons. You can find the Wiki Loves Women dashboard program here : https://outreachdashboard.wmflabs.org/campaigns/wiki_loves_women_2018/overview Please register your event under the Wiki Loves Women program. You’ll need your Wikipedia username and password that you just created to sign-in to the Dashboard.
  • Training module for Dashboard:
  • Learning and Evaluation
  • Research around theme or topic / create list of possible articles
  • Add the articles you intend to work on, or that you want to suggest your participants to work on to the dashboard. You may even consider assigning them to certain attendees.

User account creation

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Wikipedia has a limit on the number of accounts that can be created in a day with the same IP address. Encourage your event participants to register an account on Wikipedia prior before they come. This learning pattern helps to explain it and offers 5 ways to navigate the issue. You can also request permission to create accounts on Wikipedia so that you can do it the day of. To request account creator status : https://en.wikipedia.org/wiki/Wikipedia:Event_coordinator

Resources

Video: How to create an account
  • Video: What your username means
  • Wikipedia:Wiki Loves Women/Suggested articles
  • The All-Important Event checklist

Provide a way for people to find details and sign up to attend

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Write an event page. This is especially useful to recruit insiders to help.

Providing a way for people to sign up outside of Wikipedia will be more inviting to new editors. Asking people who may have never edited before to navigate a meetup wiki page is quite difficult... Good secondary alternatives are free tools such as Eventbrite, Meetup.com, or even a Facebook event.

During the event

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Welcome

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  • Welcome people, find them a seat, tell them where the toilets and fire escapes are.
  • Keep in mind that whatever their experience level, editors will likely come with a set of interests. Ask them, and try to direct them to any related work that needs doing.
  • Unless everyone knows each other or there are dozens, you can start with a round of introductions. Nametags help, and experienced editors can wear a special sticker or color or otherwise mark themselves. At a minimum get all the trainers/helpers to stand up so people know whom to ask for help.
  • If you expect more than a handful of people and, particularly, if they aren't all going to show up at once, consider having someone volunteer to be a "greeter," to welcome people as they arrive and help them get started.


Set up

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  • Agenda template (to be adapted to local context and experience level)
  • Possibly: Review of list of possible articles
  • Safe Space guidelines
  • Have a team of organisers
  • Resources - videos to help with introductions:

Why we are here

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  • What is Wikipedia
  • Gender Gap on Wikipedia:

Important things to know

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  • CC Licencing and using images:
  • CC introduction
  • Editing pointers:

Uploading images

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Images are a great way of contributing to Wikimedia. First, there are a few things you should know:

How licences work and when to approach OTRS with permission

To get someone else (the photographer or rights holder) to sign a release by email, you can use this Wikimedia OTRS release generator here to ensure you use the right text.

Handy tips and advice

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  • Don't forget to do an attendee survey so that you have solid feedback on the event - it can be as simple as a 3 question form, or voxpops.
  • Possible homefun and tasks
  • (easy ideas for people to continue to engage) - thoughts?
  • Wikidata updates:

Celebrate with participants

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Participants can be invited to add this box to their user pages:

This user is a participant in Wiki Loves Women.

To use this template, add the following code to your user page: 

{{User WikiProject Wiki Loves Women}}

Have a lunch together. Prefer shared resources (everyone bring a favorite dish) if possible.

Document

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Take some photos! Even just one group photo at the end is better than nothing. Taking and sharing photos and videos of the event helps others to see what has been going on, and participants can share their excitement!

  • upload photos to Commons! Remember to use both a specific name for the event, and add the Category:Wiki Loves Women - Events in [your country]. Some countries already exist. If yours does not, please add it. See how to add categories here.
  • upload photos to Facebook, Twitter and Instagram to get people inspired by your event. Please use the #GenderGap #WikiLovesWomen #WikiLovesWomenin[Your Country] hastags.
  • Remember to upload videos to Commons. This handy tool allows you to convert from the usual formats to the one used on Commons: https://tools.wmflabs.org/videoconvert/index.php


Conclude

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  • Make sure new editors know where to go to ask for help before the event is over
  • If you can get it before the event, hand out some Wikipedia merchandise. Having merchandise as a prize for the most-improved article is also a great motivator.
  • If you have another event planned for the future then make sure you announce it before people start to leave.

After the event

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  • Thank everyone who helped organize the event
  • Check your dashboard. Compile data about the event.
  • Upload the best event pictures on Wikimedia Commons
  • Try to get a list of all the articles edited or created, the usernames of participants, and anything else produced at the event (normally, this is super easy to summarize If you have used the dashboard).
  • Tell us about the event here
  • Communicate results to partners, funders and your project/social media pages
  • If you received money from the Wikimedia Foundation, be sure to include images and receipts in the report on your activities
  • Arrange the next event!!

Other options

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