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Event Registration
Home How to Use FAQ

Event Registration is an on-wiki solution for event management. It is also the first tool of the Event Center. The Event Center will be a platform for organizing and managing events, along with other collaborative activities on the wikis. On this platform, organizers can access tools to create collaborative projects and events, and participants can find the support they need. The Event Center will simplify workflows and encourage more collaborative activity to happen on the wikis.

The Event Registration tool is available on wikis that have the CampaignEvents extension enabled. With this feature, organizers can enable registration on their event pages. Once registration is enabled, participants can register for the event by clicking the “Register” button. Then, the organizers will be able to collect a list of registered event participants, along with optional data on participant demographics. Other features includeː optional private registration, mass emails to participants, integration with the Programs & Events Dashboard, and automated event promotion through the Event List.

Why use the Event Registration Tool?

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The event registration tool is the first on-wiki solution for event registration. With this tool, event participants can click on a "Register" button to sign up for events, rather than needing to add their signature to an event page (which is confusing to newcomers) or using third-party registration solutions that are off the wikis. Meanwhile, event organizers can bring more of their organizing activity on the wikis, and they can benefit from a growing list of features that support event organizers over time.

The key benefits of the tool include:

  • Easier to use for organizers: Organizers can easily enable registration on their event pages, and they can easily manage a participant list.
  • Easier to use for participants: Participants can easily register for events on-wiki, with no understanding of editing or signatures required.
  • Greater data privacy for participants: Participants will not need to worry about how their data is managed, tracked, or stored by third-party registration solutions, since the event registration tool will be a part of the Wikimedia ecosystem and its privacy standards. Furthermore, there is an optional private registration feature, so that participants can only show their usernames to organizers, if they wish. It is also optional for participants to answer demographics questions about themselves.
  • Improved communication support: Organizers can easily send emails to registered participants, and a confirmation email is sent to participants after registering for the event.
  • Integration with wiki workflows and practices: Event pages and event registration can be integrated into wiki workflows, so users can watch and manage event pages.
  • Integration with the Programs & Events Dashboard: The event registration tool has integration with the Programs & Events Dashboard, so that all public registrants can have their usernames automatically pushed to the relevant event on the Programs & Events Dashboard. This can save time for event organizers and participants, since they will not need to manually add usernames to the Dashboard.
  • More data on campaign and event activity as a movement: Right now, many event organizers turn to third-party solutions to do things like create event pages, register participants, and other tasks. This means that we miss out on a lot of crucial data, analysis, and understanding related to movement events, in particular as related to their impact and outcomes. If we make it easier for organizers to create and manage events on the wikis, we can expect to see more transparency and cohesion around event activity on the wikis.

Who should use the tool

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For organizers

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Those who have the Event Organizer Right can access the organizer side of the tool which allows you to:

  • Create an event page in the event namespace
  • Add users (with the organizer right) as co-organizers
  • Enable registration on event pages that they created
  • Send emails to Registered participants
  • Integrate with the Programs & Events Dashboard
  • Edit event registration information
  • Disable event registration on event page
  • See who registered for the event and when they registered
  • Remove participants from the participant list
  • Specify their Grant ID (if any)
  • Send Automatic confirmation email to registered participants (if email address is associated with their account)
  • If you agree to a clickwrap agreement to handle participant data with care, get access to collect optional information on participant's:
    • Gender, age, profession, comfort level in contributing to Wikimedia projects, and if they are a part of any Wikimedia affiliates.

To request the organizer right for Meta-Wiki, visit the Event Organizers page.

For participants

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Anybody with a Wikimedia account can register for an event once the registration is enabled on that event page by an organizer giving you access to the participant side of the tool which allows you to:

  • Register for events by clicking on “Register” button
  • Choose to register publicly or privately
  • Change registration status (public vs. private) at any time
  • Unregister for events
  • See links to chat groups or video calls if added by the Organizer
  • See a public list of registered participants
  • Answer optional questions when registering on:
    • Gender, age, profession, comfort level in contributing to Wikimedia projects, and if they are a part of any Wikimedia affiliates

For observers

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You can create test events to test out the tool on the beta cluster, testwiki, and test2wiki. Additionally, you can attend our office hours to learn more about the tool and see a live demo.

Guide

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Definition of Terms

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  • Event Registration Tool is the name of the registration feature of Event Center.
  • Event is any event-related activities, such as content campaigns (e.g., edit-a-thons, writing contests, etc), meetups, social hours, office hours, and more.
  • Event namespace is a namespace specifically for event pages, which is available for any wikis that have the CampaignEvents extension enabled.
  • An event page is a wiki page of any event, which can include event registration. An event page may provide details about an event, such us event objectives, goals, dates, and location of gatherings.
  • An organizer is anyone who organizes an event and uses organizing workflows (such as creating an event page and enabling event registration). They are also the users who create event pages.
  • A participant is anyone who registers for an event.

Step by step instructions

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Visit the documentation guide for the step by step instructions on how to use the event registration tool.

Frequently asked questions

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Please see visit the Frequently Asked Questions section.

Office Hours

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Office Hour 5: Demoing new features

In this office hour, we demoed new features, including: integration with the Program & Events Dashboard, the ability for organizers to email participants, and the ability for organizers to collect optional demographic questions on participants,

Office Hour 4: Event Registration Tool: V1 Demo and Invitation to Test on Meta-wiki

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In this office hour, we will be demoing the first version of the event registration tool that is available for use on a live wiki (Meta-wiki). We will teach you how you can use the tool yourself for real Wikimedia events on Meta-wiki, or how you can test it in test environments that include testwiki, test2wiki, or the beta cluster. Participants will learn how to create an event page in the new event namespace, enable registration, and collect data on who registered (as an event organizer). We will also share how our team (the Campaigns team) can provide support to organizers who want to create events with our tools.

Office Hour 3: Event Registration Tool: V0 Demo and Invitation to Test on the beta cluster

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In this office hour, we will be demoing the new event registration tool, and we will teach you how you can use it yourself. Participants will learn how to create an event page in the new event namespace, enable registration, and collect data on who registered (as an event organizer). They will also be able to register for an event on the event page (as an event participant).

Office Hour 2: Event Registration Tool: Namespaces, Wireframes and other Updates

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In this meeting, we will introduce a new version of the desktop wireframes, the first version of the mobile wireframes and the possibility of creating new namespaces for the first feature of the Event Center, the Event Registration Tool. The Campaigns Product Team will also be providing community updates on the usability test findings, current project timeline and answer any questions you may have. Join us and share your thoughts on these developments!

Office Hour 1: Introducing the Campaigns Product Team

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The Wikimedia Foundation now has a Product team focused on the needs of campaign and event organizers in the Wikimedia Movement. In this meeting, we will introduce the product team, and how we will be addressing the first feature, Participant Registration. Join us and give feedback on our first thoughts!

Technical Development

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For a detailed breakdown of technical and design work, follow us in Phabricator.

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