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Weeks of the year
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Actitivites of the Event and Logistics Coordinator123456789101112131415161718192021222324252627
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Cost managementCreate budget plan
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Process invoices, expenses tracking and cost control
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Set up actual cost overview
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Create invoice from WMDE to WMF
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Location managementConference venue research and negotiation
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Location contracting
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Check technical & equipment as well as catering needs
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Catering contracting
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Create location signage concept
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Create room plans & schedules
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Set up / Dismantlement
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Manage location and catering team on-site
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Hotel ManagementHotel research and quotations solicitation
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Hotel negotiations
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Hotel contracting
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Hotel reservation for participants
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Participant Management (Set up concept and create registration form
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Checking and managing incoming registrations
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Adding participants on meta
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Communicating with participants
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Visa and Insurance Management, creating and sending invitation letters
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Participants support, registration on-site
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Communication ManagementCreation and maintenance of meta page
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Sending information and updates via mail to participants
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Creation and administration of mailing list
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Respond to individual needs and requirements of participants and other stakeholders
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Create documents for on- site usage (signage, conference guide etc.)
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Social Event Location scouting
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Location booking
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Brainstorming and preparing social activities
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On-site management participants and service providers
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Feedback Management
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Volunteer Management
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Actitivites of the Program and Engagement Coordinator
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Project managementCreate project plan
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Update/adjust project plan
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EvaluationDevelop evaluation concept (with WMDE's evaluation team)
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Design survey
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Publish survey
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Evaluate survey
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Publish survey results
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Write first report (together with the Logistics Coordinator)
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DocumentationDocumentation concept / design (with facilitators)
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Create organizational profile form
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Send organizational profile form
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Evaluate/Print organizational profiles
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Find documentation volunteers for WMCON
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Coordinate documentation volunteers for WMCON
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Post-processing / evaluation of the documentation
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Publish documentation of WMCON
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Debrief with Anna Lena and Andreas
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Continuous engagementConstant communication with the movement public (in any form)
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Identify and find thematic ambassadors
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Identify and define important (major) topics
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Check importance of topics and status
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Outcome orientationLiaise with the program team
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Support programme team with session design
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Liase between the logistics coordinator and the program team
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Liase between the facilitators and the programme team
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Communication with the sessions leads and participants; inform specific target groups about specific sessions
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Continuous consulting with the International Relations advisor, the WMDE communications team and evaluation team
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Building bridgesPreparation of the WMCON Follow-Up Day
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Creating awareness for the Wikimania pre-conference day
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Selection of topics for the Wikimania pre-conference day
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