We have a video message from Jimmy to show in the morning. Need to make sure it's ready to go, including an offline copy, just in case the Internet is not working.
Slideshows - make sure to have these queued and have offline copies. We can show them in the background while transitioning and waiting for speakers, etc.
Katie (aude) is handling the FedFlix screening. She still needs to organize a few short clips, and have them ready (offline)... 5–10 minutes each, 20 minutes or so total.
We need to send a follow-up notice to people already registered, tell them there is a 60-person limit for the tour and logistics info.
Video
Katie (aude) really doesn't have capability of doing video or recordings of anything. If someone has ability to do this, it would be awesome. U-stream or something open source, whatever we can do is good. Not picky... Video or audio recordings are not necessary but would be nice.
Venue
Katie will stop by NARA at some point as the event gets closer to check out how the rooms are setup, etc.
In-progress
Budget
We submitted to get a grant to help cover expenses. We are waiting for approval.
the budget is not enough to cover the estimate from the caterers. we are figuring out what to do.
Food
We will go through NARA's caterer for morning coffee & snacks, as well as lunch.
Need to find out how much that will cost and confirm things with NARA's special events manager. The budget should be sufficient.
The estimate from the caterer is far higher than we budgeted (originally for pizza, cupcakes, coffee, donuts for 120+ people); We have enough for $15 / person (100 people). Everyone may have to do lunch "on their own", and we can cover morning snacks and afternoon coffee, and maybe something at happy hour.
Katie is handling ordering cupcakes for the afternoon break.
We are getting an in-kind donation from Georgetown Cupcake! (very happy, thanks!)
Agenda
The overall agenda is nearly set, with lightning talks, tour, trivia, and unconference sessions.
Audio / Video
A/V
We need to make sure there are projectors in the rooms
there are projectors but Kat is bringing an extra projector in case its needed (e.g. connecting MACs to the projector)
Are there microphones in the rooms or what?
there may not be microphones in both rooms are small enough that it's not an issue
When Katie and Kristen stop by the week before, we can double-check the A/V stuff.
Wi-fi
NARA does have wi-fi, but it's pretty new. They block ports like ssh, IRC, etc. and have a nanny filter. Not sure what/if anything we can do to get IRC unblocked. Also, don't know if the wifi really has capacity for 100 wiki-nerds, but it might have to suffice.
NARA's wi-fi requires everyone to obtain a login. Let's get these ahead of time and available to hand out when folks arrive.
NARA is working on this.
Volunteers
We need some folks who are willing to "volunteer", be at the sign-in table in the morning, and generally be helpful with cleanup.
We have several people signed up. Need to figure out exactly how many people are needed when and for what.
I didn't sign up for the sign-in/tear-down because I don't really know my schedule at the moment, but I am expecting to be around to assist before and after. ⇒DanRosenthal (WMF)
Miscellaneous
We need to get nametags (sticker types) and pens/markers for people to write them.
NARA can provide these.** NARA can provide these.
Since we are also doing unconference sessions, we need post-it notes (Katie can get them).
NARA can provide these.
We need colored stickers (with tour times written). We will have 60, given out on a first-come first-served basis.
NARA can provide printed "tickets"
Some notepads and pens for Volunteers
NARA can provide these.
Done
Agenda
Lightning talk spots are filled
Kat is handling the wiki-trivia
User:MichChemGSI is leading a Wiki Q&A & newbies mini-workshop, since we're getting some newbies signing up. And NARA staff are newbies to Wikipedia. Other campus ambassadors may also help out with this.
User:Drosenthal will be available to answer questions and handle discussions about the fundraiser.
Communications
We got talk page notices sent out.
Katie contacted NPR, Washington Post, and WAMU to invite them.
After-event
We will be at Capitol City Brewery for the after-event happy hour. We have space reserved for 5:15/5:30 until ~8 PM. They do not ask for IDs unless you order a drink, and people can have their own checks, order whatever, etc. Katie needs to talk to them a few days before the event, just to give them a better estimate of our numbers.
Swag
Swag is arriving at Katie's place in the next day or so.
Katie got one box, and is getting another box on Jan 13. Status of a third box is unknown, but inquiring about it.
Two boxes arrived and that's all we are supposed to get.
Miscellaneous
Locker facility at NARA.
NARA has lockers, but they are in the researcher area. One needs to register as a researcher (takes 10 minutes). We may also have a locked closet in the conference room area that people (volunteers) can put stuff.
aude) is handling the FedFlix screening. She still needs to organize a few short clips, and have them ready (offline)... 5–10 minutes each, 20 minutes or so total.