Privacy Policy Changes for WordCamp.org

We’ll be making some changes to the WordCamp.org privacy policy this month. This post outlines the changes we’ll be making, including information on WordCamp.org data retention and erasure in what I hope is easy-to-understand language. Read on for details and if you have any feedback, questions, or suggestions, please comment on this post! 🙂

What data we collect and who can access it

The majority of what’s collected and stored on WordCamp.org is WordCamp attendee data, through our registration plugin called CampTix. Currently we require the following information: name, email address, agreement to follow the code of conduct, whether the attendee has a life-threatening allergy, and whether the attendee needs special accommodations to participate in the WordCamp.

Local WordCamp organizing teams can (and do) collect more information than that, when they set up registration. This data can vary widely, but the reason questions are added is to help our volunteers organize an event that’s better for attendees, and to assist the growth of the WordPress community and, by extension, the WordPress open source project.

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#privacy

do_action Zurich 2018

In April, we organized the first do_action Event in Switzerland – the second in Europe after Bristol. We Haptiq, a small design shop from Zurich organized the event with the great help of other members of the Zurich Meetup Group. I’d like to share some of the things we learned along the way.
It was just before WordCamp Europe last summer, when I first read about do_action Hackathons. We were already talking about the possibilities of organizing one in Switzerland and whether it could work here as well, when we saw that Sasha Endoh, who was organizing the first do_action in Montreal at the time, was giving a talk about “WordPress for Nonprofits”. Of course we attended her presentation and talked to her afterward. It didn’t need much to convince us: Half an hour later we had filled out the organizer application and after a few weeks, we were on a call with Hugh Lashbrooke, our contact on the Community Team.

Welcome address and introduction of the two nonprofits.

We already had some experience organizing events, both as co-organizers of WordCamps in Switzerland as well as for local WP meetups and Florian as team lead for photography for WCEU, but to take the lead on a new event, that happens for the first time, still brought some new challenges with it, and there were some things we learned.
Here’s a little recap of what went well, what didn’t and where we hope to do better next year.

What went well

As we have a very lively and well connected community in Switzerland, it was pretty easy to get a group of people committing to be volunteers for the day. We ended up having seven volunteers working for two projects, which was  about what we aimed for.

It’s only called a Hackathon with messy cables everywhere, right?

The two nonprofits were a good fit. One of them had already done a lot of work (by learning everything from scratch from YouTube, which still amazes me). She mainly needed advice and had lots of questions about various tasks she couldn’t get to work herself, like installing a donation plugin or small design changes etc. This made the decision to put most of the volunteers on the other team easy, as they needed a new site built completely from scratch. Also, we had one person as a project manager, who oversaw both projects and I was switching between projects as well to help out where needed.
For the location, we were lucky in that we could use the place we usually have our meetups at, which is the “Liip Arena”. It’s a large room in the basement of their agency, which gave us more than enough space for ten people. Also, we got it for free, which was awesome! If you organize a do_action, I’d strongly suggest to just try and ask kindly, many organizations happily support such things, as long as it’s Open Source and not for profit!

Team Glocal Roots working out their new content structure

What we could have done better

Basically, the whole communication from our side before the event was a huge mess, which was completely my fault. We startetd by setting up the website, fixed a date and the location. Then, with the beginning of the new year, new projects piled up and we were suddenly busy keeping our agency afloat and the do_action event went into the background a little.
Someday mid-February way too late I basically cried for help in our WP Zurich Slack channel and immediately got three to four people, who were glad to help out and asked for what needed to be done. That was really great and I should have done that much much earlier!
With no time left for PR, and not a single application from a nonprofit yet, I was quite sure that we would have to cancel or postpone the event. In a last burst of desperation, I started randomly googling around for nonprofits and just cold-emailing them directly, asking if they wanted to participate. This, in the end, brought us the two nonprofits we finally got signed up for the event.
Finally, we had two nonprofits registered, some volunteers and a nice location, but it was already mid-March and only two weeks left until the date of the event. We decided to confirm those organizations, but moved the date out a month to end of April. That way we had more time to prepare everything and get some information about what they need and so on.

Things to consider

As the event took place on a Saturday (which is good I guess, so no one has to take a day off), the Liip Offices were closed. We got a badge to access the arena, but not the rest of the building, especially the kitchen. This is not a problem per se, just make sure to plan accordingly and bring everything you need, from bottled water to your own cups for water/coffee and (probably most important) a coffee machine. For lunch we ordered pizza, which was kindly offered from the WordPress Foundation – thanks again for that!

Short standup discussion before lunch

The two projects we helped building:

Helping refugees build connections and get help to integrate in their host communities.
Work to help people who are born as intersex persons and to spread information about genital mutilations on children.

TLDR:

  • Start your promotion early, press needs some time in advance.
  • Don’t underestimate the time needed to write press material etc.
  • Get help early on, people are more than willing to help out (if you just ask them 😉 )
  • The multilingual part of the do_action site was a bit buggy and hard to work with, I guess we could have saved ourselves that work for translation as we ended up with only an English site in the end anyway, which worked just fine.

 

All in all, if you think about organizing a do_action event in your city, I can highly recommend it. Hugh was very helpful, as well as Sasha Endoh, and both provided us with all the information we needed and helped us set up the event. Thank you both!
We already have some ideas for another one next year and the feedback we got gave us confidence that there’s a need for such a charity hackathon in Switzerland!
You can find our recap (in German) together with an image gallery with some more photos in our blog.

Our four-legged helper from Team Stop-IGM

Weekly Updates

Hello to all our Deputies, WordCamp organizers, Meetup wranglers, and WordPress Community builders! You were probably hard at work this weekend. Tell us what you got accomplished in our #weekly-update!

Have you run into a roadblock with the stuff you’re working on? Head over to #community-events or #community-team in Slack and ask for help!

Recap of the Diversity Outreach Speaker Training meeting on May 16th, 2018

https://wordpress.slack.com/archives/C037W5S7X/p1526489997000731

Attendees:

@jillbinder @cguntur @meher @angelajin @simo70 @caroleo @sheilagomes @kelliwise @laryswan @zoonini

 

TL;DR: @jillbinder reiterated that our goal is to have 27 WordPress meetups run the workshop in 2018 (so far, we are at 10). We discussed promoting #WPWomenSpeak and that the new focus is having members of the team start running the workshop themselves in their cities/towns or online. We discussed their roadblocks, particularly increasing financial support for workshops (as related to booking venues and printing materials) and getting trained to run it.

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Meetup Organizers Roundtables Part II: Conclusions And The Next steps

There are a lot of fantastic ideas in the world on how to build communities. In their own ways,  WordPress Meetup organizers work very hard to serve their local communities. In our March WordPress Meetup Organizers Roundtable, we tried to bring some of the wisdom together.

While Part I contained the survey results, this post covers my notes from hosting, conducting, and promoting the March roundtables this year. Intertwined, you’ll find extremely fragmented ideas on how these roundtables can be an ongoing activity for community Meetup organizers worldwide. It will depend on the input from other organizers sharing their wisdom to flesh this out and I hope that my rudimentary ideas trigger some inspiration in you to contribute your creative ideas.

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WordPress logos on cakes

As hundreds of people plan their WordPress 15th anniversary parties, the community team is fielding more and more requests for special letters granting bakeries permission to frost the WordPress logo onto cakes and other delicious baked goods.

A line specifying permission has been added to the WordPress Trademark Policy to help ease the concerns of bakeries around misuse of the WordPress logo, and to make it easier for our volunteers to get yummy, WordPress-y cake/cookies/cupcakes/babka/dorayaki/etc.

If you’re arguing with your baker and this addition to the TM policy page does not resolve their concerns, please email support@wordcamp.org, and we’ll try to help.

Diversity Speaker Outreach Training Group Onboarding / Summary

My team asked me for a summary of what has been done so far so that it’s easier for them to onboard and start helping.

I put it in today’s meeting, and I’d like to have a separate post for it so that I have something to point to for the new folks joining us.

*waves hello to future new folks*

 


 

Summary

Speaker Training [and Diversity Outreach] workshops were created in the past. They have been extremely successful and this team was formed to promote the work and train folks globally to run it. (They are here: http://diversespeakers.info/)

THUS FAR/TO DATE WE HAVE:

  • Gotten volunteers for this team
  • Created a core message that we can send out about our workshop and what our team offers
  • Created a form that interested Meetups can fill out
  • Started promoting our message and form (http://tiny.cc/wpwomenspeak)
  • Started training the Meetups who request it on how to run our workshops
  • Recorded a “train the trainers” video so that it is easy to keep running

CURRENTLY WE ARE FOCUSED ON:

  • Improving the “train the trainers” workshop
  • Continuing to run “train the trainers” training for Meetups
  • Encouraging more people on our team run the workshop, in person or online
  • Encouraging more people on our team to train others to run the workshop

FUTURE GOALS:

  • The cycle of promotions and training becomes a self-perpetuating system that continuously expands to reach more and more Meetups.
  • Our team decides how the material changes over time. When people make suggestions, because we’ve run it, we know what would work and what would not.

 


 

Thanks and welcome to the group. We look forward to working with you!

 

#wpwomenspeak

Feedback requested: Additional changes to WordCamp tickets and registration

On the heels of the last set of changes, here are a couple more enhancements that have been proposed. Please share your thoughts and feedback!

Make the Attendees Page Opt-In

Currently the public Attendees page on WordCamp sites is opt-out and the attendee must contact an organizer to request that they be removed from the page manually after purchasing their ticket. The organizer must then edit the attendee information in the WordCamp site admin, checking a box to “hide from the public attendees list”.

This change has been suggested as part of our efforts to improve WordCamp’s privacy policies and data handling ahead of Europe’s General Data Protection Regulation. It would add a required question to the ticket registration form about inclusion on the page, with a Yes/No answer. Here is the proposed wording:

Do you want to be listed on the public Attendees page? Learn more. (Yes/No)

“Attendees page” would be linked to the WordCamp site’s Attendees page if it is published. “Learn more” would be linked to the WordCamp privacy policy, which would detail what information might appear on the Attendee Page, and explain how attendees can change their registration information.

Add a Special Ticket Type for Live Stream

Some WordCamps (including WCUS and WCEU) offer a live stream of the event, and create a special ticket for people to view the streams online. Some of the recently added ticket registration questions, such as those about life-threatening allergies and accessibility needs, are probably not relevant for people viewing the live stream, but currently they are included on every ticket type.

The proposal is to add a field to the Edit Ticket screen to designate it as a “Live Stream” ticket, which would allow the irrelevant questions to be omitted. This would additionally make it possible to omit live stream ticket holders from the public Attendees page by default, instead of having to customize the camptix_attendees shortcode.

Your feedback on both of these proposals is welcome!

Community Team Chat Agenda | Thursday, 17 May 2018

Hey Team!

Our bi-monthly Community Team chat is happening this Thursday, 17 May 2018. Meeting times are Thursday, 17 May 2018 at 11:00 UTC and Thursday, 17 May 2018 at 20:00 UTC in #community-team on Slack – we use the same agenda for both meetings in order to include all time zones.

Agenda

  1. Deputy check-in:
    What have you been doing and how is it going?
  2. P2 posts needing review/feedback:

Please add any additional items to this agenda by commenting on this post as needed.

#meeting #agenda

Meetup Organiser Newsletter: 16 May 2018

Howdy WordPress meetup organizers!

Welcome to another meetup organizer newsletter full of news, information and inspiration for your local meetup.

Newsletter contents:

  • WordPress 15th Anniversary
  • Data privacy tools coming to WordPress Core
  • Speaker training workshops held around the world
  • WordCamp Europe live stream

WordPress Turns 15 This Month!

On May 27, WordPress will turn 15 years old — meetup groups all over the world are celebrating this auspicious occasion, and it’s sure to be a fun month! Some of the celebrations have already taken place, but many more are on the way over the course of the month.

There’s still time to request some unique 15th Anniversary swag for your event, but we can’t guarantee that it will arrive before May 27. No matter where you are in the world, however, you can always print your own WP15 swag.

If you want your event to show up on the WP15 website, all you need to is make sure that is scheduled for sometime between now and June 10, and that ‘WP15’ or ‘Anniversary’ is mentioned in your event title.

Don’t forget to share pictures of your celebration and your WordPress memories using the hashtag #WP15, and join the worldwide celebration! Check out the #WP15 stream at wp15.wordpress.net/live.

Data Privacy tools are Coming to WordPress Core

The upcoming release of WordPress (v4.9.6, scheduled for May 17) will include a number updates to privacy and information storage options. This is important for all WordPress site owners to take note of, as it will assist you in making sure that your site is legally accessible from across Europe once GDPR comes into effect.

You can follow updates about the data privacy and transparency features on the Core team blog — this is a good opportunity to talk to your local meetup group about data privacy and transparency concerns with their websites and how to manage them with the new European regulations as well as other privacy standards from all over the world.

Speaker Training Workshops Held around the World

Have you ever had trouble getting women and people from other groups underrepresented in tech to speak at your meetups and WordCamps? Check out the Diversity Outreach Speaker Training workshop: https://make.wordpress.org/training/speaker-training

Variations of this workshop have been run in Vancouver, Seattle, Portland, Montréal, New York City, Toronto, and Brighton, and each community had a significant increase in the number of WordCamp speakers who identify as women.

Vancouver and Montréal have had at least 50% for 3 years in a row, and in 2017 Seattle had the highest ratio so far, with 60% women speakers.

We are starting to run more regular trainings. Last week the community team’s working group trained 11 cities! Places that have run it since the last WordPress Meetups newsletter went out include:

  • Milan, Italy
  • Turin, Italy
  • Hamilton, ON, Canada
  • Bellingham, WA, USA

Did we miss you? Have you run it this year? Are you interested in running it? Let us know here: http://tiny.cc/wpwomenspeak

Watch the WordCamp Europe Live Stream with your Local Community

WordCamp Europe 2018 is happening on June 14-16 and, to allow people all over the world to enjoy the great content, the organising team is opening up a live stream of the event.

This live stream will available for free all over the world, making it a great opportunity to get your local community together to watch it. To help you out we have created an event template on meetup.com titled “WordCamp Europe Live Stream Party” — you can use that to create and schedule your event. If you need to rent a venue for a WordCamp viewing party, you can apply for financial assistance by making a Meetup Venue Approval Request.

Subscribe to the WordCamp Europe website for updates about how to access the live stream when it goes live.

 

That’s it for now — chat to you next time!

Your friends on the Community Team
make.wordpress.org/community

#newsletter