Wikipedia Science Conference/Planning

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When	What	Who
May	Write publicity materials	Martin Poulter Booking form: finished Draft blog post: finished Poster: mostly done, needs more work Draft programme: online
May	Brief guidance for speakers/ keynotes	Martin Poulter See Wikipedia Science Conference/Speaker_guidance Keynotes message: done Update to subscribers: done
May to August incl.	Publicise through networks, invite bookings- see #Publicity below	Wellcome, WMUK and everybody else DONE: WMUK blog, Society of Biology, Crick Institute, Chemistry at Oxford, Ludwig Cancer Institute at Oxford, Bioengineering at Imperial College, Medical Research Council, Cancer Research UK (thanks Henry S!), Biology Online Media Group, Physiological Society, Royal Pharmaceutical Society, Institute of Physics, Physics at Royal Holloway, Open Bibliographic Data Working Group, Open Science Working Group, Medical Science division at Oxford, MPLS division at Oxford, Royal Society of Chemistry
Month before conference (early August)	Visit Wellcome to finalise arrangements & check facilities	Martin Poulter +
Month before conference (August)	Identify potential session moderators (from those who have booked) and invite them in email	Martin Poulter
25 August: Bookings close	Update messages on this wiki to that effect
Week before conference (26 August)	Extract full report on catering requirements from EventBrite and send to Wellcome	WMUK staff?
August	Design evaluation form	Martin Poulter with advice from Daria
Days before conference (31 August or 1 September)	Print and pack delegate badges, programmes, evaluation forms (x150) and expense forms (x25) in WMUK office to bring to Wellcome.
During mornings of conference (both days)	Reception: greet attendees, give them badge and handouts; point to the refreshments area down the corridor.
During mornings of conference	Speaker liaison (Martin will deal with welcoming the speakers, but a colleague would be welcome, especially in case of emergency)
During conference	Live-tweet & otherwise create resources	Everybody!
During conference	Take photographs and share on Commons
Immediately after conference	Capture social media responses
Immediately after conference	Summarise evaluation	WMUK staff?
Saturday after conference	Run hackathon at Development House	Daniel Mietchen, Stefan Kasberger & Stevie Benton

Note: the programme has no panel sessions, so the suggested role of panel moderator is not required. However, there will be session moderators, and these will be chosen by the same procedure as at the Open Educational Resources conference: attendees who have booked and who have relevant professional, academic, or volunteer interests will be chosen and invited. Invited moderators are free to decline, and people who have booked are free to request involvement in a specific session (via email to m.l.poulterbristol.ac.uk ).

Rationale and evaluation

Main rationale for the event: That more people working in Science should view Wikimedia as a platform for their work.

The sessions are constructed in a way that every one of them showcases a practical way of using Open Access in a Wikimedia context.

The conference will influence attendees' behaviour by providing them with new skills and learning, which eventually will bring in actions towards working with Wikimedia.

For the hackathon, we will look at possibility of new tools being created.

Metrics

Bracketed identifiers are references to Wikimedia UK's Strategic goals

Outputs

• Total number of participants (G2a.1) Target: 110
  • Number of female participants (G2a.2)
• Lead activity units (participants who present at or moderate sessions, volunteer support etc) (G2a.1) Target: 20
• Participants starting on Wikimedia and related tools (e.g. starting Wikipedia or Wikidata editing, or learning to use bibliographic or data tools) (G2a.3) Target: 50% of participants
• New tools created (G4.1) Hard to quantify a "tool" so this is potentially very arbitrary. Let's count an application of software to a new data set as a tool, not just a new piece of code. Target: 5
• Media coverage. (G3.2) Target: at least one article in a major national news outlet.

Outcomes

• changing attitudes of the participants towards using Wikimedia projects in their work through skills and information shared (G3.2)
• new projects of scientific collaboration with Wikimedia by the participants as a result of connections made, skills learned, or ideas shared at the conference (c. 6 months after) (G3.2 and others depending on the project)

Drafts

• /CFP

Fringe events?

Hackathon

There is lots of potential for software development at the interface between science and Wikimedia. Probably best as a satellite event.

- specific suggestion for this: Wikipedia-Europe PMC joint hackathon at the EMBL-EBI (Hinxton Genome Campus) as satellite event … on Friday the 4th Sept? (suggestion from Jo McEntyre)

Publicity

This can begin once the dates and some named speakers are finalised.

• Jointly via Wellcome Trust blog/social media and WMUK blog/social media. Logos of both organisations should appear on publicity material.
• WMUK has contacts in a couple of dozen scholarly societies/ research centres. Should be encouraged to post notifications in their newsletters/ social media.
• WMUK education contacts/ expert outreach contacts in science areas (listed on the Office wiki)
• Wikimania 2014 attendees?
• Those of us who work in scientific institutions can promote the event in their own workplaces.
  • We'd need a PDF poster to share or print.
  • Martin has been sent a contact for the Crick Institute
• Press releases as the conference approaches, perhaps leading on a controversial statement by a speaker, e.g. "Wikipedia is the future of scientific publishing"-PMR. Jointly decided/ released by Wellcome Trust/Wikimedia UK
• Circulate to contacts in science communications / STEM group at CIPR and to STEMPRA