Volunteers in the rooms/Gym

From Wikimania 2016 • Esino Lario, Italy

This page contains all the instructions volunteers need to manage the Gym, where User digest presentations (as well as pre-conference activities and the plenary sessions of Friday morining) will be held.

Day per day programme and needs

Please refer to the Programme for the activities that are scheduled to take place in the Gym.

Tuesday 21 June 2016

Team appointed to the room
Specific daily tasks
  • Please check the chairs: the number of the chair can not be more than the capacity of the room.

Wednesday 22 June 2016

Team appointed to the room
Specific daily tasks
  • In the morning at least 200 chairs need to be prepared and the room ready for the talks.
  • At 11.00 the morning session should end and all chairs need to be piled and stored in the locker rooms (spogliatoi). Maurizio Fusina will arrive to installa La città infinita.
  • At ---- volunteers are requested to help in the installment of La città infinita.

Thursday 23 June 2016

Team appointed to the room
Specific daily tasks

Friday 24 June 2016

Team appointed to the room
Specific daily tasks

Saturday 25 June 2016

Team appointed to the room
Specific daily tasks


Sunday 26 June 2016

Team appointed to the room
Specific daily tasks
  • At 15.30 all sessions are expected to end. Chairs need to be piled and and stored in the locker rooms (spogliatoi). Invernomuto will come to install the theremin (performance at 21 and after that the music and concert of Roberto Paci Dalò).


Technical overview of the room

Capacity of the room: [...] people. This must not be exceeded.

The room is equipped with:

Equipment Number Details
Portable computer 1 Connected to the projector.
  • The speaker needs to be able to see the monitor.
Projector 1 The projector is fixed
  • Please pay attention when you turn off the projector to wait the requested time.
Computer 1 It is meant for the team. You can use it to send posts on twitter and Facebook, make the uploads of photos and videos on youtube and Wikimedia Commons, write the report of the talks.
Pointer - Remote control for the slides 1 It is a small pointer to allow the speaker to change its slides.
Mac adapter 1 To connect a Mac computer to the projector.
Coffee break tables 4
Chairs ... Please note that the chairs need to be counted and can not be more than the capacity of the room.
Chancellery ... Paper, pens, markers, flip chart.

General Checklist

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!


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