Wikipedia:Meetup/NYC/Wikipedia Day 2024/Post mortem

As suggested off-wiki, I'm starting a post-mortem/after-action page for the event.

Food and beverage

 * I don't know how much control we had over this, but we should try not to set up food distribution tables directly adjacent to the entrance to rooms. People lined (mobbed?) up to get food made it difficult to get in or out of the rooms.  RoySmith (talk) 16:55, 15 January 2024 (UTC)


 * I agree that having food tables near the entrance can be a double-edged sword. I might suggest a middle path in that the tables were only 1/2 as useful as they could have been, with one side of the tables against the wall. Instead, we could pull the tables back and have both sides be useful for food service so that we have two lines while also arranging them further from the entrance. That would make the distribution more efficient. I didn't find the lines to be too much of a problem, but it would be nice to have it more streamlined. We are also somewhat constrained by the seating space that is taken up if we have the tables elsewhere. - Fuzheado &#124; Talk 18:12, 15 January 2024 (UTC)


 * I liked the options for food and appreciated that some of it was grab-and-go, but also allowed for folks to customize their meal with the Haitian patties. I also liked the preponderance of vegetables which is not always available at these lunches. We could have done more to label the vegan options clearly. - Fuzheado &#124; Talk 18:15, 15 January 2024 (UTC)
 * I noticed there was gluten-free pizza; it's good that we offered that option. RoySmith-Mobile (talk) 19:29, 15 January 2024 (UTC)


 * It was indeed confusing and we jammed a narrow space. Could have been better, either by evacuating the last row or two of chairs, or by setting up the serving tables on the side rather than at the entrance. Also for breakfast the drinks were at one table and the bagels and spread at the other. Should be duplicates, with each table having all so no need to go back and forth. We ran out of coffee early and juice not long after, and even cups. True, we can't plan precisely when expectations are vague, but there should have been a backup water system. Lunchtime, mostly the same problems but with worse crowding and eek, I didn't know there was pizza! Boxes for boxed lunch were falling apart but that was a lesser problem than everybody picking their own items separately would have been. As long as the more picky are free to pick. I just take any box and shoved it in my mouth. Cake time and the heroic Dave is doing the job with a jackknife? Did nobody ask ahead of time, do we have a proper cake knife?

Attendance
When I asked, lots of attendees said they heard about the event through the Geonotice. Also some said the event was shared by a “free events in NYC” influencer. - Wil540 art (talk) 05:44, 16 January 2024 (UTC)

Eventbrite
We could have left eventbrite open longer to avoid "sold out" confusion. In the future, we could hard cap eventbrite at 800-900 to fill the Pulitzer Hall spaces. - Wil540 art (talk) 05:44, 16 January 2024 (UTC)

WMNYC members are guaranteed admittance
We could adopt a policy at WMNYC that states all Wikimedia New York City members are guaranteed access to all WMNYC events. This could encourage membership and keep us from accidentally excluding valued members of the community. - Wil540 art (talk) 05:44, 16 January 2024 (UTC)

Attendee retention
We could have collected more usernames/ asked people if they want to be added to our talk page spam list. - Wil540 art (talk) 05:39, 16 January 2024 (UTC)

RSVP
Next year, the eventbrite could include a call for volunteers on the RSVP form. Also include option to donate on RSVP form? - Wil540 art (talk) 06:00, 16 January 2024 (UTC)

Labor organizing?
What if we develop a team system to divide the different types of tasks needed to host Wikipedia Day? - Wil540 art (talk) 05:35, 16 January 2024 (UTC)
 * Food and drink team
 * Coordinate food delivery
 * Adequate utensils, plates, cups, napkins, and paper towels
 * Accommodating people with dietary restrictions
 * Wiki-cake
 * Adequate beverages to keep Wikipedians hydrated
 * Day Of Facilities / Trust and Safety team
 * Make map of venue
 * Ensure a T&S volunteer in each presentation room
 * Run registration desk (needs to be staffed entire time)
 * Run Lost and found at registration desk
 * Changing the trash cans in main rooms
 * Cleaning tables up after lunch / breakfast
 * Create Emergency Response plan for the event
 * Make contact with the WMF T&S team
 * Documentation & presentation team
 * Run streaming
 * Moderate stream/etherpads
 * Create slides to go between speakers throughout day
 * Enact the chapter’s photography safe space policy
 * Organizing the big group photo
 * Designate caboose for the photo train. Caboose person herds the last attendees, group photo session doesn’t end without caboose's approval
 * Predesignated person to be the firewatch (the person who stays behind in the space while everyone goes to take the photo)
 * inviting press to event
 * Merch/swag team
 * Create and produce a unique piece of merch for the event
 * Makes sure there are chapter business cards to hand out