WIAD19 Final Report

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WIAD19 Final Report

Global Executive Producer: Grace Lau
Executive Summary
For World IA Day 2019, 70 applications from the Call for Locations were received from June to December 2018.
Location applications received: 69
Only 1 application was not accepted due to lack of response from the organizer in previous years. Two applications were received from that location (Tehran) and they were encouraged to collaborate. I did not hear back from the repeat organizer and assumed that they were no longer interested.

Region
Accepted
Dropped
Total
Asia-Pacific
7
2
9
Europe and Africa
12
7
19
Latin America
10
0
10
Middle East
2
0
2
North America
27
3
30
Grand Total
58
12
70
Note: This included Silicon Valley since it was merged with San Francisco.

As in previous years, the distribution of WIAD locations was heavily North American-centric.
43% North America
27% Europe and Africa
14% Latin America
Locations that dropped: 11
Amsterdam
Berlin
Houston
Lisbon
Melbourne
Munich
Palermo
Raleigh
Singapore
Toulouse
Trento
The number of locations that dropped increased began in November and lasted until a few days before the event in February. Reasons included:
Lack of team, volunteers, co-organizer
Fallout of speaker
No venue
Cultural barriers
Locations that held a celebration/event: 58
Was not able to verify which locations actually held an event.
WIAD19 Overall Retrospective
What worked well
Airtable + Zapier helped automate emails and aggregation of surveys sent over the year.
Having a regional director for Latin America helped with outreach and problem-solving.
Illustration for the global theme helped create a more connected brand for the theme overall.
Using IAI as a pass-through was helpful for some locations. Still had a lot
What didn't fare well
T-shirt fundraiser. The whole production of it.
Typos
Marketing
Illustration to be optimized in print
Impact of IAS Code of Conduct and questions on WIAD Code of Conduct -- Not to be taken lightly, we need to develop a stronger code of conduct, policy, procedures, and provide training for our organizers so that they can be prepared for any kind of incident -- emergency,
Number of global team volunteers dropped over time from 4 to 1 due to IAI Board changes, work/life balance.
Lots of questions about event insurance right before the event.
What could be improved or planned out for future years
Having a WIAD organizer store to handle generic World IA Day merchandise and swag such as:
​
WIAD stickers
global theme stickers
diverse gender pronoun stickers
Distribution of any sponsor swag
Optimal Workshop allotted 3 weeks to send out stickers, but not every location received them in time due to being held up in customs
Late redemption of sponsor discount codes
Up until October 2019, we were still receiving requests from attendees to extend the Rosenfeld Media codes. Rules should be explicit about when these should expire and what to do beyond expiration date.
Few redemption of sponsor discount codes
Better positioning of sponsor material.

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Executive Summary

Location applications received: 69

Locations that dropped: 11

Locations that held a celebration/event: 58

WIAD19 Overall Retrospective

What worked well

What didn't fare well

What could be improved or planned out for future years