Washington, D.C./To-do

## To-do
### Agenda
* We have a video message from Jimmy to show in the morning. Need to make sure it's ready to go, including an offline copy, just in case the Internet is not working.
** http://vimeo.com/18034259 (1:31 length) - global call to action
** http://vimeo.com/18057095 (4:21 length) - for editors
* Slideshows - make sure to have these queued and have offline copies.  We can show them in the background while transitioning and waiting for speakers, etc.
** http://stats.wikimedia.org/wikimedia/gallery/SlideShowWikipedia.htm or 
** http://stats.wikimedia.org/wikimedia/gallery/GalleryWikipedia.zip 
* Katie (aude) is handling the FedFlix screening.  She still needs to organize a few short clips, and have them ready (offline)... 5–10 minutes each, 20 minutes or so total.  

### Communications
* We have a media advisory at Washington, D.C./Media advisory to send out to others.
* We need to send a follow-up notice to people already registered, tell them there is a 60-person limit for the tour and logistics info.

### Video
* Katie (aude) really doesn't have capability of doing video or recordings of anything.  If someone has ability to do this, it would be awesome.  U-stream or something open source, whatever we can do is good.  Not picky... Video or audio recordings are not necessary but would be nice.

### Venue
* Katie will stop by NARA at some point as the event gets closer to check out how the rooms are setup, etc.

## In-progress
### Budget
* We submitted to get a grant to help cover expenses.  We are waiting for approval.
** approved  15:24, 12 January 2011 (UTC)
** the budget is not enough to cover the estimate from the caterers. we are figuring out what to do.

### Food
* We will go through NARA's caterer for morning coffee & snacks, as well as lunch.
* Need to find out how much that will cost and confirm things with NARA's special events manager. The budget should be sufficient.
** The estimate from the caterer is far higher than we budgeted (originally for pizza, cupcakes, coffee, donuts for 120+ people); We have enough for $15 / person (100 people).  Everyone may have to do lunch "on their own", and we can cover morning snacks and afternoon coffee, and maybe something at happy hour.
* Katie is handling ordering cupcakes for the afternoon break.
** We are getting an in-kind donation from Georgetown Cupcake! (very happy, thanks!)

### Agenda
* The overall agenda is nearly set, with lightning talks, tour, trivia, and unconference sessions.

### Audio / Video
;A/V
* We need to make sure there are projectors in the rooms
** there are projectors but Kat is bringing an extra projector in case its needed (e.g. connecting MACs to the projector)
* Are there microphones in the rooms or what?
** there may not be microphones in both rooms are small enough that it's not an issue
* When Katie and Kristen stop by the week before, we can double-check the A/V stuff.
;Wi-fi
* NARA does have wi-fi, but it's pretty new.  They block ports like ssh, IRC, etc. and have a nanny filter. Not sure what/if anything we can do to get IRC unblocked.  Also, don't know if the wifi really has capacity for 100 wiki-nerds, but it might have to suffice.
* NARA's wi-fi requires everyone to obtain a login.  Let's get these ahead of time and available to hand out when folks arrive.
** NARA is working on this.

### Volunteers
* We need some folks who are willing to "volunteer", be at the sign-in table in the morning, and generally be helpful with cleanup.
** We have several people signed up.  Need to figure out exactly how many people are needed when and for what.
***I didn't sign up for the sign-in/tear-down because I don't really know my schedule at the moment, but I am expecting to be around to assist before and after. <font face="Euclid Fraktur"><font color="black">Dan</font><font color="goldenrod">Rosenthal</font></font> (WMF) 

### Miscellaneous
* We need to get nametags (sticker types) and pens/markers for people to write them.
** NARA can provide these.** NARA can provide these.
* Since we are also doing unconference sessions, we need post-it notes (Katie can get them).
** NARA can provide these.
* We need colored stickers (with tour times written).  We will have 60, given out on a first-come first-served basis.
** NARA can provide printed "tickets"
* Some notepads and pens for Volunteers
** NARA can provide these.

## Done
### Agenda
* Lightning talk spots are filled
* Kat is handling the wiki-trivia
*  is leading a Wiki Q&A & newbies mini-workshop, since we're getting some newbies signing up.  And NARA staff are newbies to Wikipedia.  Other campus ambassadors may also help out with this.
* will be available to answer questions and handle discussions about the fundraiser.

### Communications
* We got talk page notices sent out.
* Katie contacted NPR, Washington Post, and WAMU to invite them.

### After-event
* We will be at Capitol City Brewery for the after-event happy hour.  We have space reserved for 5:15/5:30 until ~8 PM.  They do not ask for IDs unless you order a drink, and people can have their own checks, order whatever, etc.  Katie needs to talk to them a few days before the event, just to give them a better estimate of our numbers.

### Swag
* Swag is arriving at Katie's place in the next day or so.
** Katie got one box, and is getting another box on Jan 13.  Status of a third box is unknown, but inquiring about it.
** Two boxes arrived and that's all we are supposed to get.

### Miscellaneous
* Locker facility at NARA.
** NARA has lockers, but they are in the researcher area. One needs to register as a researcher (takes 10 minutes). We may also have a locked closet in the conference room area that people (volunteers) can put stuff.

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