Session checklist

This checklist is used to describe the tasks that the volunteers should follow during the sessions their are overseeing.

Content

Before the talks

Area	What to look at before the talks	If there is a problem
Team	Sign up on the room's book.
Logistics	Check the calendar of the room to see how the furniture need to be arranged and how you are expected to leave the room.
Equipment	Check the list of the equipment of the room (technical, forniture, chancellery, necessary for the coffee break). The equipment needs to be in good conditions and the technical equipment needs to be labeled. Please also consider that each room needs to have all the necessary equipment to manage a session if electricity and connectivity are not working (paper, pens, flip chart, paper for the flip chart, markers).	If there is not enough chancellery, water, coffee, cups, snack... go to the deposit between 9 and 10. If something is missing of the technical equipment contact Simone Sala. If there are evidences that someone who has broke in call the emergency number. If something is not labeled just add the label.
Equipment	Check that the technical equipment (PCs, projectors, microphones) works.	If something doesn't work check the instructions below. If it still doesn't work contact Simone Sala.
Speakers	Check that the people who are supposed to talk and to moderate the talks are there.	Ask in the room. In case people are missing contact Michele Lavazza.
Slides	If relevant, connect the speaker's USB key to the PC, upload the presentation on the room's PC and test the presentation.	It might be useful to convert the presentation in a pdf. If the speaker wants to use his/her computer is possible; for mac provide the adapter and make sure to take it back.
Coffee	Check the coffee table, the necessary supplies (coffee, water, drinks, snacks, cups, sugar, spoons, napkins...) need to be easily reachable, check that the coffee machines are ready to function. Display the snacks and drinks.

During the talks

	What to look at during the talks	If there is a problem
Time	Keep the time (talks last 20 minutes + 10 minutes question time. Show the "– 5 minutes" sign to the speaker 5 minutes before the end of the talk and 5 minutes before the end of the question time). It is very important that no talk exceeds 30 minutes overall.	If people do not stop talking, just stand up and walk towards them.
Communication	Count the people in the room (try to be as precise as possible but without spending 10 minutes doing it).
Communication	Share the talk on the social networks: we aim at having one post with the title of the presentation at its beginning, plus one photo and/ore one short quotation or excerpt from the talk.
Communication	Share your posts with your own Facebook and/or Twitter account. Use the hashtag #wikimania and the tag Wikimania Esino Lario on Facebook. Use the hashtag #wikimania and the mention @WikimaniaEsino on Twitter. The communication team will repost your items using the official accounts. The post we expect you to send are A post at the beginning of each talk with the title. A post during the talk with an interesting quote [yes, we expect you to listen also to the talks].	If you have problem contact Lorenzo Colombo.
Behaviours	People (and yourself) have to behave correctly. Wikimania has a Friendly space policy which means we do not accept Personal attacks, violence, threats of violence, or deliberate intimidation. Offensive, derogatory, or discriminatory comments. Gratuitous or off-topic use of sexual language or imagery. Inappropriate or unwanted attention, touching, or physical contact (sexual or otherwise). Inappropriate or unwanted public or private communication, following, or any form of stalking. Unwanted photography or recording. Please note that the green lanyard indicated people who do not want photos or videos. Disclosure of a person's identity or other private information without their consent. Disclosure of some identifying information is not consent to disclose other identifying information. Inappropriate or unwanted publication of private communication. Publishing or reporting private communication or personally identifying information for the purposes of reporting harassment (as explained here) and/or in the case of whistleblowing, is acceptable. Harming the discussion or community with methods such as sustained disruption, interruption, or blocking of community collaboration (i.e. trolling). Discrimination (unless required by law), particularly against marginalized and otherwise underrepresented groups. Targeted outreach to such groups is allowed and encouraged. Using the code of conduct system for purposes other than reporting genuine violations of the code of conduct (e.g., retaliating against a reporter or victim by filing a report claiming their response was harassment). Attempting to circumvent a decision of the Committee or appeals body, e.g. unblocking someone during a period the Committee banned them.	Ask people to stop and if they do not contact the Wikimania emergency number. Please note that during Wikimania there are two policemen in each building.

After the talks

Area	What to look at after the talks	If there is a problem
Communication	Fill in the session report using the template on the relevant discussion page.	To find the page go to the programme, open the link to the talk and selection discussion. Then, clock the Edit button!
Equipment	Shut down the PC, the projector, tide up the cables and put together all the small items (pointer and Mac adapter)
Equipment	Check the list of the equipment.
Logistics	Check the room is not messy or too dirty. Put the trash in the bins. Check if the toilets are not a disaster.	There are brooms and the necessary cleaning equipment in the toilets. If the room or the toilets are exceptionally dirty please contact -----
Logistics	Check the calendar of the room and how the seats need to be arrange. Leave the room how it is requested for the next event.	If the necessary equipment is missing for the next event contact -------
Logistics	Make sure the door is closed once you leave or that there are people in charge. Never leave a room open without any volunteers in it!