[15:55:41] hello everyone [16:00:12] hello [16:00:21] hello everyone [16:08:49] hello everyone [16:09:24] Hello [16:09:27] hello everyone [16:09:48] hi !! [16:11:56] hello everyone [16:14:11] Hello :) [16:14:13] Today's agenda is teams and timelines [16:14:42] Okay [16:15:03] There were some people asking how https://meta.wikimedia.org/wiki/WikiConference_India_2016/Community_and_Team/Team_Role was finalized [16:15:11] So, how do we form teams ? [16:15:16] It isn't finalized yet. There are no elections or selections. [16:15:25] We just keep contributing and the team emerges [16:15:54] agree [16:16:07] The names found there were just documentation of people who volunteered in similar fashion during past IRC sessions [16:16:49] Chandigarh team will take care of https://meta.wikimedia.org/wiki/WikiConference_India_2016/Community_and_Team/Local_Organizing_Team [16:17:16] hiii everybody [16:17:28] So now we have 4 people from the Local Organizing Team here [16:17:43] nope 5 [16:18:01] 5 of us had a meetup today [16:18:17] Hello everyone [16:19:12] Chandigarh team already has some idea about local organizing here - https://meta.wikimedia.org/wiki/WikiConference_India_2016/City/First_Bids#Duty_Chart_2 [16:19:55] Although we are still going to shuffle some roles [16:20:17] okay What are the categories ? [16:20:30] That is OK, Satdeep. It is entirely up to tmhe local tea [16:20:38] It is entirely up to the local team [16:20:51] So, everyone's question is what next and how we go ahead [16:21:03] Immediate priority is to file the PEG application [16:21:07] full autonomy to the local team should be given [16:21:23] yea [16:21:37] By the time we file PEG application, all other teams should have evolved and started working [16:22:05] So, Satdeep what are the tenatative dates based on local conditions? [16:22:26] We are hoping for 29-30-31 July [16:22:51] It may be end in july... may be 28 to 31 july [16:23:17] OK. One month of after Wikimania is good enough time [16:23:30] PEG requires that we file it before 6 weeks of program start date [16:23:45] Yes exactly one month after Wikimania... [16:24:19] If we can file PEG by Feb 15th, we can receive money in April [16:24:22] Okay... But we should do this as soon as possible [16:24:45] Yes... Let us fix some timelines... [16:24:45] It's better to have such conference at a time when people r coming to the University for admission.... [16:24:45] July end means we have exactly 6 months from now [16:24:53] so good enough time. Not too short and not too long [16:25:33] Yes... [16:25:43] What other timelines are we planning to have ? [16:26:04] Like 15 Feb or Let us say 10 Feb - PEG request.... [16:26:10] july end means we can have easy accomodation at university hostels [16:26:41] Already Netha, Karthik volunteered for PEG and reporting work [16:26:48] We need more hands experienced in grant writing [16:27:11] We can start working on it in the meta (subpage under WCI 2016) [16:27:24] yes in july we can easily get 100-150 rooms in hostels [16:27:29] From what I observed in jury process, we need at least 3x strength in team [16:27:53] Hostel rooms? [16:27:54] So, we need to identify more people who have experience in grant writing and take their help [16:27:57] Please suggest names [16:28:41] yes hostel rooms [16:28:41] Subhashish [16:28:44] hostel rooms for accomodation [16:28:52] PEG will need inputs from finance, sponsorship, conference planning teams [16:29:00] Arjuna,Viswa [16:29:28] more people means we can arrange some volunteers by doing pre-conference events/workshop [16:29:37] Yes, Arjuna and Viswa [16:31:36] I still feel not to plann too much on Pre/Post events &keep it simple. In the end, we are organizing such a large conference in India after a long time [16:31:45] But if the local team feels they are capable, they should go ahead [16:32:25] we can do that [16:32:40] Not much Pre Post events [16:33:28] Disclaimer:These are my personal thoughts & might not reflect with thoughts of WMIN [16:33:29] One is Wikipedia India Month will be organized by the Big team not by local team. [16:33:30] And I just want to say something, Satdeep please take care about the accomodation. I believe hostel rooms will be good for accomodation of 100-150 participants without any problem. If you remember the guest house accomodation. [16:34:17] Guys hostel rooms in CU are clean [16:34:26] but for Boys there are common washrooms [16:34:44] it is a private university... the facilities r good [16:35:07] sailesh, hostel rooms will be good... [16:35:12] clean and spacious [16:35:38] one room for 4 peoples with cooler [16:36:41] I think, through community consensus, we should select https://meta.wikimedia.org/wiki/WikiConference_India_2016/Community_and_Team/Team_Role team roles. And I think at least 3 volunteers would be necessary for every particular role. [16:37:35] If somebody has inconvenience with the hostel accomodation, we can suggest some hotels to them... :) [16:38:18] hostel rooms? As Harpeet indicated, it should be spacious and clean. [16:38:38] agree [16:39:09] Yes spacious and clean [16:39:21] common washrooms not attached with every room [16:39:37] that might be a problem for some people [16:39:44] Getting back to teams and timelines :) [16:39:56] Oh Yes... Teams and Timelines [16:39:57] girls hostels has atached washrooms [16:40:06] Please volunteer and suggest names for finance, sponsorship, conference planning teams [16:40:52] So, can we add at organizers from the Local Team in this [16:40:52] https://meta.wikimedia.org/wiki/WikiConference_India_2016/Community_and_Team/Team_Role [16:41:05] Just a question, is it possible to take some pics of the hostel rooms and post it somewhere such that the community can make a consensus? [16:41:47] Yes, it is possbile [16:41:49] Good point Jim. let the community decide!! [16:41:51] Harpreet can confirm that [16:41:54] yea i will upload on faceook [16:42:11] not facebook.. Commons [16:42:13] but we can upload the same on the wikiconference page [16:42:21] moreover, upload it on mailing list too [16:44:03] So, I would suggest Manav for Prorgram Management and Registration & Help Desk [16:44:09] Just for info: It was very common to provide accommodation for even Wikimania participants in university hostel rooms [16:44:11] I think, we should upload on commons and mail the link to the file to the mailing list as well as sharing the link to Facebook. [16:44:45] we have a wikiconferenceindia mailing list used during 2011 [16:44:50] we can try to revive it [16:44:55] and keep any announcements there [16:45:30] That is a nice idea, Ravi [16:46:14] Getting back to the timelines, what we have realized so far is that we need to stick to strict deadlines and don't delay things too much [16:46:28] Consensus is good. But, we can keep 7 days extensions and move ahead [16:47:02] Now that we have a tentative conference date adherence to timelines are even more important [16:47:43] Formation of teams: At once. Finalize Team 1.0 by Feb 7 [16:47:59] I suggest Harpreet the Venue Coordinator for Hall Management, Diversity Inclusion [16:48:05] and Technical and IT team [16:48:07] All teams can have more participation later but we need the initial teams [16:48:41] Yep, I think we should start finalizing the team. [16:48:47] Satdeep, if needed the local organizing team can have chats here on another day to have an idea on local logistics [16:49:02] Okay [16:49:18] PEG filing Feb 15. [16:49:51] Yes, PEG filing Feb 15 [16:50:09] and Finalize Teams by Feb 7 [16:50:19] What should be the next priority? [16:50:35] Scholarships / Program planning? [16:50:46] We will definitely need inputs from WCI 2011 [16:50:50] People should volunteer, or suggest experienced once. [16:51:03] to know the problematic areas and plan accordingly [16:52:16] Yes.. Sponsorship Team is pretty much required [16:52:20] From my experience, I found that Travel & Logistics Coordination Team should have experienced members. [16:52:48] We can change the number of Scholarship recepients according to Sponsorship we get [16:53:07] Agree with Satdeep. [16:55:06] first of all we need to finalize teams coz for any kind of sponsorship or promotion, we need to have our brochures or letters ready [16:55:20] I think we should finalize the teams first [16:55:40] AshLin: Are you here? [16:56:10] atleast drafts for the teams [16:56:11] We should be covered in all aspects by July 1st [16:56:21] yes [16:56:44] From what I know, lot of effort needed for scholarship team [16:56:50] What should be other targets to achieve by Feb end ? [16:56:53] last time they were flooded with 1000s of applicants [16:56:55] I can volunteer for scholarship team. I have experience of this role. I had been a member of https://en.wikipedia.org/wiki/Wikipedia:WikiProject_Editor_Retention/Editor_of_the_Week [16:57:44] I am ready to do the effort [16:57:50] for the Scholarships [16:57:52] Having two months time to plan travel will allow more chance for tickets availability and less price [16:58:18] So, we can aim for scholarships to be finalized by June 1st [16:58:28] So, we need all the times in working conditions by 7 Feb [16:58:31] Just working backwards :) [16:58:50] If you need results by June 1st, then close the applications by May 15th at least [16:59:07] Let us all agree to have an IRC every Saturday 9:30 PM IST... [16:59:24] Agree [16:59:27] Okay So we open them up from 15 April to 15 May [16:59:54] float the applications on 1st april [17:00:31] Ya, let us aim for April 1st [17:00:41] Agreed for weekly official IRC chats [17:00:47] agree [17:00:50] we can alternate between saturdays and sundays [17:00:55] agree [17:01:29] I think open it by April 1st and close it by 25 April, scholarship team will need time to evaluate the applications [17:01:51] i think we should give a month [17:02:40] 1st to 30th for filing applications... [17:02:43] what about registration on the spot [17:03:02] the team will have the month of May for evaluation [17:03:20] And it is most probable that this time also, the numbers will be more than 1000 [17:03:28] yes, I was about to ask the same question Harpreet raised. [17:03:39] Another request is for everyone to use IRC and Meta only for any conversation related to WCI 2016 [17:03:49] ok [17:03:49] Etherpads can be used and linked from Meta [17:03:59] Any local meets or other meets can capture summary in Meta [17:04:14] This is to ensure asynchronous communication and documentation of work, teams [17:04:31] So, let us resist the tendancy to ping in FB and direct people here [17:04:46] You can use IRC cloud app for IRC communications in mobile phones [17:04:55] I will also check if we can get it integrated with Slack [17:05:18] Okay.. [17:05:30] ok [17:05:31] We will have both online and on the spot registration [17:05:41] there are vendors who handlte tha [17:05:43] ok [17:05:45] I suggested Saturday because we can chat till 12 as Sunday will be off for everyone.. [17:06:09] How is someone parties on Saturday night :) [17:06:22] they can check meta for updates [17:06:28] Over a time, we can find which day works :) [17:06:29] ;) [17:06:38] Okay... [17:07:10] let us again discuss about team roles [17:07:36] How do we select Teams ? [17:08:09] We can add some local organizers to each of the teams [17:08:43] obviously, all teams can meet on any other day based on their convenience and needs [17:08:49] one local member in all team is good [17:09:01] yep, agree [17:09:08] Yes :) [17:09:56] one local memeber can be in two or more than teams too? [17:10:00] Satdeep, from my experience, selecting someone for any team doesn''t work. People can volunteer to any team. Not more than two teams to allow diversity and realistic work load [17:10:20] Okay not more than two teams :) [17:10:32] Team members can evolve a dynamics and see how to deal with an unsuitable member if such a situation happens [17:10:38] and Where do we ask people to volunteer for teams [17:10:47] the transparency in organizing will take care of such situations [17:11:08] As I said, we need 3x team strength [17:11:14] 1x will end up doing the work [17:11:19] 1x will sign up but will never work [17:11:28] 1x is on and off [17:11:50] Agree with Ravi [17:12:12] So, how do we ask more people to volunteer for teams [17:12:33] We need to publish all teams and needs in meta and FB [17:12:42] then identify and reach out to potential people [17:12:45] personallu [17:12:54] people respond better when personally reached out to [17:13:05] keep updating the meta page so we know the latest status [17:13:18] And everyone keep following https://meta.wikimedia.org/wiki/Grants:Learning_patterns [17:13:28] and all recent PEG awards for all wikiconferences [17:13:44] so we know the expectation from grants team and the reviewing community [17:14:21] Hoping to wind up today's conversation by 11 pm :) [17:14:24] Is it OK? :) [17:15:01] Yes, it is okay [17:15:21] yep [17:15:32] So, who will summarize today's IRC ? [17:16:37] One who does that will initiate Outreach and Communications Team ;) [17:17:22] Gaurav can do that. [17:17:37] ?? [17:17:59] Hehe.. [17:18:10] :P [17:18:42] Which Team does Jim want to be on... (by the way best wishes for the internship) [17:19:28] Jim already expressed interest in scholarship team [17:19:46] Okay okay... [17:19:58] what about you Satdeep [17:20:02] Thank you, Satdeep, I'm interested in scholarship team. I have experience with that. [17:21:06] Travel & Logistics Coordination Team [17:21:15] Social Events Planning Team [17:21:20] is entirely up to local team [17:21:39] Yes [17:21:49] That is all upto the local team [17:22:43] I have volunteered for the Scholarship Team but I can change that if required... [17:23:05] first of all, we has to work on peg. it will need inputs from finance, sponsorship, conference planning teams... and other teams. then we will decide about application starting date.. [17:24:16] I can help in Finance Team [17:24:36] Do we need to open a separate joint account here ? [17:24:42] I can help for the Outreach and Communications Team [17:24:53] Or Will the money be transfered to WMIN's account ? [17:26:01] WMF Grants team is visiting India next week [17:26:16] We can have a talk with them and understand what is possible [17:27:30] Why isn't anaybody opting for core team... [17:28:16] Well, there are more who are showing interest from the beginning [17:28:18] We already have many people there [17:28:22] and volunteer coordination team [17:28:24] we will make sure all team details are updated [17:28:32] we need more people for core team for sure [17:28:34] 3x rule [17:28:36] : [17:28:37] :) [17:28:43] Did anyone volunteer for "Technical & IT Team" ? [17:28:58] No [17:29:01] not yet [17:29:04] Can I join that? [17:29:08] Vikas [17:29:09] :) [17:29:33] Can we ask people to add themselves [17:29:39] Sure, Vikas. I remember rahim or someone volunteering in an earlier chat [17:29:52] yes, people can add themselves [17:30:08] and also reach out to other probable guys and expand the team [17:30:17] each team evolves by own [17:30:33] it is beyond human capacity for few individuals to take care of everything [17:30:41] yes [17:30:45] exactly [17:30:45] what if somebody opts for more than two teams [17:31:05] manav.. he can but not more than 2 [17:31:14] So, it is 11 now and I will be signing off.. Feel free to continue discussing [17:31:17] I will follow the logs [17:31:31] Okay Ravi.... [17:31:40] Good night Ravidreams [17:31:45] Manav: Only 2 teams is a practical rule [17:31:50] not hard and fast [17:31:51] okk [17:32:06] we should ensure diversity and space for more people to join [17:32:12] signing off [17:32:12] bfn [17:32:24] okk... :) [17:33:11] Okay Ravi... See Ya [17:33:22] good night [17:33:23] Also I have few doubts. The schedule("Programs") given in "https://meta.wikimedia.org/wiki/WikiConference_India_2016" is finalized ? [17:33:33] No Vikas [17:33:48] Satdeep_: oK [17:33:49] We need Program Management team for that [17:34:23] One person can volunteer for more than one team [17:34:29] two teams [17:34:34] Hmm ! Nice. [17:34:44] So, everybody feel free to add yourself to [17:34:48] any two teams [17:34:49] here https://meta.wikimedia.org/wiki/WikiConference_India_2016/Community_and_Team/Team_Role [17:34:55] Can we update https://meta.wikimedia.org/wiki/WikiConference_India_2016/Community_and_Team/Team_Role this? [17:35:34] Yes, Jim [17:35:36] go ahead [17:37:53] Satdeep.. how r we supposed to resgister [17:37:56] register [17:38:17] No registration [17:38:31] just add your Usernames [17:41:55] Okay everyone [17:42:01] good night [17:42:41] gn