Wikipedia:WikiProject Wiki Loves Women/Event Toolkit/Tools

Tool to measure the gender-gap

 * https://tools.dicare.org
 * http://wigi.wmflabs.org

Further links
 * http://www.wikiloveswomen.org/about-the-project/mind-the-gap/
 * https://meta.wikimedia.org/wiki/Workshop_Wikidata_SUPSI
 * https://meta.wikimedia.org/wiki/Address_the_gender_gap

Project management
Tools may facilitate your activities. We particular recommend the following ones (all of them free for a standard use)

To record meeting notes, list tasks, plan
This is in particular useful if you are working as a team. A tool often use in the Wikimedia community is etherpad. This very simple software allows you to take on-the-fly notes. You may create a pad hosted by Wikimedia Foundation here : https://etherpad.wikimedia.org Google docs are often a simple solution as well to host notes and share them within a team. To list tasks and todos with the small team, a free tool also recommended is : Trello

Sending invitations to the event
We strongly recommend that you start early on collecting contact information from all those who may be potentially interested by joining or hosting a Wiki Loves Women event. Build up a database with those contacts. Start little, with a few names. Then each time you get new contacts, new interested people, collect their name, email and even phone number.

There are several ways you can do this. Examples
 * in case you were invited to attend an event and were offered a table to drop some goodies and talk to people, do show up with a big jar. Any jar will do but make it big enough. Transparent is nice. Then next to the jar, drop some post-it notes and a pen. Get anyone interested by Wikipedia and Wiki Loves Women to write his or her contact information on the post-it note and drop it into the jar ! At the end of the event, collect...
 * in case you are hosting a Wiki Loves Women event, make sure to print a attendance list before the event. Keep it simple... A table asking people to fill up first name, last name, username of wikipedia, email, and phone number. Make it clear that it is absolutely NOT an obligation to fill-up everything (some people will not want to disclose their real name or their phone number) but if they want to keep in touch... please add contact information... Make sure to circulate this page several times during the event !
 * anytime you receive an email from an interested party... make sure to collect the contacts as well

Why would you need all this ? Key point is to get people to know when an event is taking place. The best tool to use is Mailchimp (free for standard use). Create an account (this can be shared with all members of the team), and over there, create a simple database with all contacts. Then create a template to send invitations (essentially, an email of invitation) and with one click on the send button, the message will be sent to all your contacts. This is very confortable !

Our teams in Africa also reported that their favorite option (in particular amongst younger people) was to simply create a WhatsApp group. Each time someone is interested, get the person on the what's app and then invite them to new events using the channel.

Track activity during your events

 * to track activities : the outreach dashboard

Other useful tools

 * Video tutorial on how to submit media to Wikimedia Commons using OTRS