Wikipedia Science Conference/Planning

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When What Who
May Write publicity materials Martin Poulter
Booking form: finished
Draft blog post: finished
Poster: mostly done, needs more work
Draft programme: online
May Brief guidance for speakers/ keynotes Martin Poulter

See Wikipedia Science Conference/Speaker_guidance
Keynotes message: done
Update to subscribers: done

May to August incl. Publicise through networks, invite bookings- see #Publicity below Wellcome, WMUK and everybody else

DONE: WMUK blog, Society of Biology, Crick Institute, Chemistry at Oxford, Ludwig Cancer Institute at Oxford, Bioengineering at Imperial College, Medical Research Council, Cancer Research UK (thanks Henry S!), Biology Online Media Group, Physiological Society, Royal Pharmaceutical Society, Institute of Physics, Physics at Royal Holloway, Open Bibliographic Data Working Group, Open Science Working Group, Medical Science division at Oxford, MPLS division at Oxford, Royal Society of Chemistry, Open access unit at Imperial College

Month before conference (early August) Visit Wellcome to finalise arrangements & check facilities Martin Poulter (hoping to go through a checklist remotely)
Month before conference (August) Identify potential session moderators (from those who have booked) and invite them in email Martin Poulter
25 August: Bookings close Update messages on this wiki to that effect
Week before conference (26 August) Extract full report on catering requirements from EventBrite and send to Wellcome Martin Poulter
August Design evaluation form Martin Poulter with advice from Daria
Days before conference (31 August or 1 September) Print and pack delegate badges, programmes, evaluation forms (x150) and expense forms (x25) in WMUK office to bring to Wellcome. Martin Poulter + volunteer needed
During mornings of conference (both days) Reception: greet attendees, give them badge and handouts; point to the refreshments area down the corridor.
During mornings of conference Speaker liaison (Martin will deal with welcoming the speakers, but a colleague would be welcome, especially in case of emergency)
During conference Live-tweet & otherwise create resources Everybody!
During conference Take photographs and share on Commons
Immediately after conference Capture social media responses
Immediately after conference Summarise evaluation WMUK staff?
Saturday after conference Run hackathon at Development House Daniel Mietchen, Stefan Kasberger & Stevie Benton

Note: the programme has no panel sessions, so the suggested role of panel moderator is not required. However, there will be session moderators, and these will be chosen by the same procedure as at the Open Educational Resources conference: attendees who have booked and who have relevant professional, academic, or volunteer interests will be chosen and invited. Invited moderators are free to decline, and people who have booked are free to request involvement in a specific session (via email to ).

Rationale and evaluation

Main rationale for the event: That more people working in Science should view Wikimedia as a platform for their work.

The sessions are constructed in a way that every one of them showcases a practical way of using Open Access in a Wikimedia context.

The conference will influence attendees' behaviour by providing them with new skills and learning, which eventually will bring in actions towards working with Wikimedia.

For the hackathon, we will look at possibility of new tools being created.


Bracketed identifiers are references to Wikimedia UK's Strategic goals

  • Total number of participants (G2a.1) Target: 110
    • Number of female participants (G2a.2)
  • Lead activity units (participants who present at or moderate sessions, volunteer support etc) (G2a.1) Target: 20
  • Participants starting on Wikimedia and related tools (e.g. starting Wikipedia or Wikidata editing, or learning to use bibliographic or data tools) (G2a.3) Target: 50% of participants
  • New tools created (G4.1) Hard to quantify a "tool" so this is potentially very arbitrary. Let's count an application of software to a new data set as a tool, not just a new piece of code. Target: 5
  • Media coverage. (G3.2) Target: at least one article in a major national news outlet.
  • changing attitudes of the participants towards using Wikimedia projects in their work through skills and information shared (G3.2)
  • new projects of scientific collaboration with Wikimedia by the participants as a result of connections made, skills learned, or ideas shared at the conference (c. 6 months after) (G3.2 and others depending on the project)

Questions for evaluation forms

There are going to be

  • A paper evaluation form distributed at the conference, to measure reactions and intentions
  • An electronic survey distributed by email 6(?) months after the conference, to measure changed behaviour

Paper evaluation form

Please rate the quality of the following. (rate from 1-5 where 1=not satisfying/not useful and 5=Very satisfying/useful)

  • The conference as a whole
  • The speakers
  • The information available beforehand and booking process.

Which session(s) was most useful for you?

In the Unconference session, did you (tick all that apply):

  • Take part in group discussion
  • Lead a session
  • Learn to use on online tool

As a result of this conference, will you

  • Talk to colleagues about Wikimedia and Wikipedia
  • Edit Wikipedia or other Wikimedia sites
  • Share research with an open access licence or in a Wikimedia-compatible form.

Please write three words/expressions which describe this conference for you

Tell us at least one thing that would have improved this conference for you.

Further comments -­ anything positive or negative that you would like to share!

If you would prefer your comments not be used in future Wikimedia UK publicity please tick

Electronic survey


Fringe events?


There is lots of potential for software development at the interface between science and Wikimedia. Probably best as a satellite event.

- specific suggestion for this: Wikipedia-Europe PMC joint hackathon at the EMBL-EBI (Hinxton Genome Campus) as satellite event … on Friday the 4th Sept? (suggestion from Jo McEntyre)


This can begin once the dates and some named speakers are finalised.

  • Jointly via Wellcome Trust blog/social media and WMUK blog/social media. Logos of both organisations should appear on publicity material.
  • WMUK has contacts in a couple of dozen scholarly societies/ research centres. Should be encouraged to post notifications in their newsletters/ social media.
  • WMUK education contacts/ expert outreach contacts in science areas (listed on the Office wiki)
  • Wikimania 2014 attendees?
  • Those of us who work in scientific institutions can promote the event in their own workplaces.
    • We'd need a PDF poster to share or print.
    • Martin has been sent a contact for the Crick Institute
  • Press releases as the conference approaches, perhaps leading on a controversial statement by a speaker, e.g. "Wikipedia is the future of scientific publishing"-PMR. Jointly decided/ released by Wellcome Trust/Wikimedia UK
  • Circulate to contacts in science communications / STEM group at CIPR and to STEMPRA