Wikimedia Summit 2019/Program Design Process
| Wikimedia Summit 2019 |
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General outline
The Wikimedia Summit will be a focused annual event for conversations on strategy, governance and organizational development across affiliates, the WMF and its committees. An event that carries the conversations from the Movement Strategy Process further into the future, and is constantly developed along with the structural changes that will also support the organized part of the movement to successfully implement the strategic direction in programmatic work.
The Wikimedia Summit 2019 will be designed along the needs and status of the Movement Strategy Process and its Working Groups, as well as the participants’ input. The 2019 event will be an important milestone of the Movement Strategy Process serving following goals:
- The Summit will be an occasion where the affiliates’ and WMF’s leadership will come together to check in on the broader direction of the Strategy Process, with the opportunity to reinforce their co-ownership in this process. Also, the Summit will focus on organizational questions including movement level decision-making and governance.
- After creating and assembling the Working Groups at/after the Wikimania 2018 in Cape Town, they will have had the time to diversify themselves and to work on their scope. Some Working Groups might have had the chance to commission research on their topics. The Wikimedia Summit will be a chance for many Working Groups (depending on their members’ presence) to meet for the first time, as well as to synchronize among the nine Working Groups. Thus, the Summit will be a good opportunity to look back and to give feedback (to the Core Team) on what happened over the last months.
- At the same time, the Summit provides the opportunity to look ahead on the next steps within the Strategy Process until Wikimania 2019, being an important platform for in-person discussions regarding the development of recommendations of the nine Working Groups. Ideally, by the Summit, all Working Groups will have reached the point in their work where they prepare to draft and discuss first recommendations within their thematic area.
The Wikimedia Summit will be an event with one thematic focus, that brings all participants together in broader plenary sessions and more specific break-out sessions. It will be three intense days where results will be reviewed and next steps will be designed. Participating in the event means that representatives will need to be present in the sessions all the time. We will make sure that the essential conversations will be held in the sessions, and don’t need to be moved to the corridor track.
Narrative
The Wikimedia Summit is a three-days conference for the Wikimedia organizations and groups. Main focus of the event is the ongoing Movement Strategy process. We have invited both Wikimedia affiliate and Wikimedia Foundation leadership to this event, as both as important stakeholders of this ongoing process. Additionally, working group members throughout all nine working groups have been invited to review/feedback their work so far, and present and outlook to what will (or needs to) happen until Wikimania 2019.
Throughout the three day event the participant group of approx. 200 people will regularly convene in plenary sessions, as well as split into the main groups (Affiliate/WMF leadership & working group members).
The outline for the Wikimedia Summit program is as follows:
1. Re-Connecting
Main idea: Welcome to the new Wikimedia Summit, what is the Wikimedia Summit what will we do here, and who is in the room.
o To understand the different roles of participants at the Wikimedia Summit – Working Group Members, Affiliate Representatives, WMF Board of Trustees and Staff.
o To understand the role of the Wikimedia Summit within the Movement Strategy process.
o To understand the difference between programmatic and structural.
o To understand the change from "Wikimedia Conference" to "Wikimedia Summit".
EXPERIENTIAL AIMS:
o To feel connected to each other and excited about the event objectives.
2A. Working Group Time
Main idea: Time for each Working Group to reconnect live and get ready for the work during the Wikimedia Summit.
o To spend time together as a Working Group for either the first or second time live.
o To review the journey so far, both the work and the teamwork.
o To work further on the Scoping Questions if needed.
o To prepare for discussions with other Working Groups.
EXPERIENTIAL AIMS:
o To feel connection and confidence within each Working Group.
2B. Your involvement in the Movement Strategy process
Main idea: Participants can find out more about their involvement in the Strategy work, and also have a chance to discuss and share their own work with each other.
o To answer questions on the overall process.
o To introduce the Strategy Liaison role.
o To explain the preparation needed for tomorrow and what will happen.
o To make the distinction clear between movement structural and local programmatic.
o To understand the relevance of structural change to programmatic work.
o To give time for Open Space Technology style Programmatic discussions.
EXPERIENTIAL AIMS:
o To feel clear about the structural conversations the next day.
o To have time to talk about what they really care about in their programmes.
3A. Working Group Time
Main idea: Working Groups discuss the overlaps between them and how to start connecting and coordinating their work.
o To identify specific overlaps between Working Groups and how to work on them.
o To update Scoping Questions for tomorrow.
o To discuss the mindset and method for tomorrow.
EXPERIENTIAL AIMS:
o To feel confident that the ‘between Working Group’ integration process has started (or is ongoing).
3B. Your involvement in Movement Governance (to be confirmed)
Main idea: Wikimedia Affiliates discuss eventual candidates for the Board of Trustees and, eventually, decide on them.
This session is to be confirmed, depending upon the election process for the Affiliate Selected Board Seats.
o To run the Affiliate Selected Board Seats (ASBS) process.
EXPERIENTIAL AIMS:
o To feel influence over the movement/WMF governance.
4. Changing Movement Structures
Main idea: Lots of time to discuss all the possible changes to Movement Structures that will enable the Movement to better support everyone move towards the 2030 Strategic Direction.
o To discuss the Scoping Questions of each Working Group.
EXPERIENTIAL AIMS:
o To feel like this is where real change is possible.
5. Progress check-in
Main idea: Time to stop to reflect on the Summit so far, and to hear from the Board of Trustees and ask questions.
o To explain the Recommendations process till Wikimania, the feedback cycle, and endorsement.
o To give time to each Working Group to develop their project plan from now till Wikimania for getting the work done.
EXPERIENTIAL AIMS:
o For Working Groups to feel confident in the process and their plans to get the work done.
6A. Working Group Time
Main idea: Working Groups planning for the months ahead and working towards the final Recommendations.
o To explain the Recommendations process till Wikimania, the feedback cycle, and endorsement.
o To give time to each Working Group to develop their project plan from now till Wikimania for getting the work done.
EXPERIENTIAL AIMS:
o For WGs to feel confident in the process and their plans to get the work done.
6B. Your agenda
Main idea: A second chance for participants to discuss and share about whatever is relevant for them.
o To give space for any type of discussion suggested by participants.
o To absorb the party latecomers because missing this session is ok.
EXPERIENTIAL AIMS:
o To feel like whatever a participant wanted to talk about had space for discussion.
7. What happens next
Main idea: Understanding what happens after the Wikimedia Summit and how everyone can be involved.
o To explain the Recommendations process till Wikimania, the feedback cycle, and endorsement.
o To explore initial Recommendations and directions, and where all of this might be going.
EXPERIENTIAL AIMS:
o To get excited about what is to come and the possible changes ahead.
8. Closing
Main idea: Let’s celebrate and go home!
o To hear the final thoughts from participants.
o To appreciate the WG members, and everyone.
EXPERIENTIAL AIMS:
o To feel a sense of closure and celebration.