This wiki-editable post summarises what needs to be done to organise an openmod workshop.
The most important things are (assuming around 50-60 attendees):
Onsite:
- Book 3-4 rooms for the breakout groups, including 1 big room for plenary sessions, for 2 days (or 3 days if tutorial day is included)
- Projector for presentations
- Camera/microphone if the presentations are being recorded
- Coffee and tea in the breaks (cost is around €100 for 3 days of 60 people based on Frankfurt Workshop; it requires a team of several people to refill coffee and hot water pots in the breaks)
- WiFi
- Plugs for everyone’s laptops
- Name badges (recommended, were useful in earlier workshops)
- Book a restaurant for the workshop dinner
Online:
- Wiki page for the workshop
- Information on arriving, local lunch destinations
- Registration (e.g. with Google Forms so that we can protect email addresses)
- Programme organisation
- Breakout groups: explain them; link an organising document where people can suggest and contribute to topics; encourage to suggest groups
- Tutorial organisation (if tutorials are happening…)
- Short presentations list (4 mins + 1 or 2 mins questions works well; encourage presenters to licence their slides, preferably CC BY 4.0 International licence and indicated on the title slide, so they can be uploaded to the openmod wiki and Wikimedia Commons sites)
Afterwards:
- Edit video files (WebM format preferred)
- Upload presentations and video files to a suitable file server
- Organise the voting for the location and dates of the next workshop
Don’t try to do everything by yourself; ask for volunteers on the openmod email list to form a committee to divide up the work.
The wiki pages for old workshops can be found here:
https://wiki.openmod-initiative.org/wiki/Events
The old Google Doc with tips on organising a workshop is here: