Wiki Indaba Planning Pack

Please note: This Planning Pack is meant to provide an outline, not a strict rule to follow when arranging the conference; circumstances may vary between countries and conferences, so the pack may not cover all possibilities (like an online or hybrid format). However, it is a collection of best practices that have been developed over the past several years, as well as a comprehensive checklist of the key areas to consider when running the conference. The goal of this guide is to help each new team in planning the best conference they can.

About WikiIndaba

WikiIndaba is an annual African Wikimedia conference, funded by the Wikimedia Foundation, which brings together African Wikimedia editors, volunteers and professionals from across the continent to discuss and share ideas, collaborate, and exchange best practices for the improvement of Wikipedia and its sister projects in Africa. The conference provides a platform for African Wikimedians to network and learn from each other, as well as from international experts.

The conference also serves to motivate and inspire African Wikimedians and to promote the sharing of knowledge and resources within the African Wikimedia community. The conference includes workshops and sessions on topics such as content creation, editing, mentorship, and open data. The conference also features keynote speakers, lightning talks, and other activities related to the African Wikimedia movement.

Bidding for Hosting

WikiIndaba is organised by a team of volunteers from local Wikimedia user groups, and is supported by the WikiIndaba Steering committee (WISCom) and the Wikimedia Foundation. The local organising team is responsible for all aspects of the event, from selecting the venue and speakers to designing the program, coordinating logistics and providing on-site support. WISCom also works closely with the local Wikimedia user groups and other stakeholders (e.g event organiser) to ensure the success of the event.

Wikimedia Affiliates from countries who have organised the conference in the past are welcome to apply after 4 years have lapsed from when they hosted the conference.

Criterion

Must be an Affiliate - Host country must be a recognised Affiliate Usergroup or Chapter
No General Elections - The conference must not coincide with election year in the host country
Must have capacity - this refers to number of users experienced in organising large events within or outside the movement. Applicants must show that they've volunteered to organise events within or outside of Wiki.
In good standing with reporting - Affiliate must be in good standing with their reporting and finances to WMF.
Regional rotation - WISCom will grant the bid to host the conference based on where the conference was previously hosted. There must be a fair rotation of the conference across all the regions of the continent.

The process for bidding and hosting the conference is as follows:

Submit an Expression of Interest: WISCom sends out a call to all prospective affiliates who meet the criterion to submit an Expression of Interested to host the conference by way of email. Affiliates will then respond by Expression Interest or Rejecting Interest.
Application Review: The WISCom sends will send a bid submission form to interested Usergroups where they have to outline the reasons why they want to host the conference including the venue, local organization, and program for the conference.
Bid Submission: Joint bids are encouraged for countries with more than one affiliate. Final bids should include a detailed budget and plan for the conference.
Final Review and Selection: The WikiIndaba Steering Committee will review all final bids and select the winning bid, then send it to the Wikimedia Foundation to do final checks to determine if country is suitable to receive funding and host the conference.
Announcement Once the winning bid is chosen, an announcement is made to inform the community.

Timelines

Wiki Indaba conference is hosted in the first week of November each year. Since this is after most of the Wikimedia annual events ( Wikimedia Summit, Wikimania, Wikiarbia & Wiki Convention francophone), it allows for regional reflection on all these events as well as planning for the coming year. WISCom shall open call for hosting shortly after the Wiki Indaba conference and as follows:

Call for bids: April - June
Adjudication: July - August
Announcing: November ( At Wiki Indaba )

Where Bids shall be kept

Bids to host Wiki Indaba shall be done on meta and linked to the WISCom page.

Grant Proposal

The selected host country shall upon announcement by WISCom, begin the process of requesting for grant funding from Wikimedia Foundation and post the grant request on meta within 3 months ( i,e by the end of February ).

WISCom will assist the host country where necessary to complete any of the following:

Review of baseline cost and advise on any adjustments.
Facilitate fiscal sponsorship, where the host country has no financial capacity.
Provide additional assistance where required in finalising grant facilitation.

Event Sponsorship

Institutions, companies, and universities would love for a chance to be associated with a regional event like Wiki Indaba. The host country shall work to secure a sponsor for the event, where possible. The host is encouraged to search in a related industry, such as technology or education. Some of the sponsorship may be in the form of:

Direct funds

Money that can be directly transferred into event/Affiliate bank account. Some sponsors in the past have preferred to:

Sponsor direct funds in return for having a corporate table at the event to advertise their service.
Buy event tickets which can then be given away to other attendees or their employees.
Sponsor a cocktail mixer evening for the delegates, where they can advertise or present their services.

In-kind

Services or resources that would otherwise cost money for the host to offer delegates as part of the event. Some in-kind sponsorships in the past have included:

Day passes for Museums
Swag giveaways for delegates

Media

sponsors agree to advertise the event through any of their channels that may include television, radio, print and social media channels.

The Wikimedia Foundation has worked with teams to pursue big or international sponsors and can help work with sponsors on behalf of teams, but it is up to every host to pursue at least local and in-kind opportunities.

It is advisable to dedicate a team member of the LOC to work on this as soon as the event dates and budgets have been fixed.

Travel Scholarships

The host shall constitute a scholarship committee within 6 months ( i,e by the end of May ) of being awarded the bid, to adjudicate the awarding of travel scholarships. The Scholarship committee shall consist of 7 members constituted of LOC members ( 2X ), WISCom members ( 3X ) as well as Wikimedia Foundation staff ( 2 X , Grants Officer/Events manager & Liaison to WISCom ). Travel scholarships are an important part of the conference as they ensure participation by community members who otherwise would not be able to attend the conference on their own. It is therefore an important tool that must be handled with utmost care and sensitivity.

International Scholarships: These scholarships shall be offered to attendees applying the following allocation principle, in close co-operation with WISCom and the Wikimedia Foundation.

African Continent: 75% of international scholarships shall be awarded to active wikimedians who reside in the African continent and are either members of a Wikimedia Affiliate or an independent Wikimedian.
African diaspora: 20% of international scholarships shall be awarded to active Wikimedians who are of African descent in the diaspora.
International allies: 5% of international scholarships shall be awarded to active Wikimedians who have special interest in Wikimedia projects conducted on the African continent.

Local Scholarships: These scholarships shall be offered to active wikimedians who reside in the host country/countries. The aim of these scholarships is to activate community growth.

Since this is a regional event, the quantity of scholarships shall be biased to favour international scholarships, by aiming to achieve a 30 - 70% split and representation of head counts, Furthermore the scholarship allocation shall strive as far as possible to achieve gender parity.

The scholarship committee shall announce recipients within 9 months ( ie the end of August ) of awarding bid, to allow at least 3 months for the facilitating travel Visas. The host shall at the same time issue Visa invitation letters as well as all other documentation that may be helpful for delegates to apply and obtain travel visa where required.

Conference Program

The host shall constitute a program committee within 6 months ( i,e by the end of May ) of being awarded the bid, to facilitate conference theme planning as well as conference talks. The program committee shall consist of 7 members constituted of LOC members ( 2X ), WISCom members ( 3X ) as well as Wikimedia Foundation staff ( 2 X , Grants Officer/Events manager & Liaison to WISCom ). The program committee shall design the program under the following themes:

Wikimedia Movement Strategy:
African community activation & development:
Online Content & Projects:
Technology and infrastructure:
Outreach and education:
Legal and Activism:
Wikimedia Research & Showcasing:
Community case studies:

Conference Planning

The host must take all aspects and permutations into consideration when finalising details of the conference itself, in order to provide a seamless experience from the time delegates lands at the airport, getting to the hotel, attending the conference and then getting back to the airport.

Conference days

The conference is a three days event and to be scheduled as follows:

Thursday : Arrival & welcoming event
Friday: Conference day 1 ( Optional sponsored reception )
Saturday: Conference day 2 ( budgeted Group Outing/Excursion )
Sunday: Conference day 3 ( Half day, check-out + Optional group tour )

The host shall liaise with Wikimedia Foundation for any pre-conference events such as Learning days and other Training.

Flights & travel

The host shall confirm all travel and flights for delegates within 11 months ( by the end of August ). It is advisable to contract a travel agent to provide travel bookings, to ensure competitive pricing for ticketing and support for any flight changes. It is advisable for the host to start shopping around for these services as soon as they are awarded, in order to have a cost estimate that is realistic to be included in the grant request.

The host shall note that Wikimedia Foundation and other Wikimedia entities wishing to send their staff personnel to attend the conference shall arrange their own flights. The host may, upon request assist with any pre-arranged airport transfers.

Conference host checklist

Conference host checklist
No.	Item	Notes	Notes
1	Grant proposal complete & posted on Meta
2	Event sponsorship drive initiated
3	Program & scholarship committee initiated
4	Flights & Travel agent/Team contracted/constituted
4.1	Invitation letters issued (with hotel name & reservation ref )
5	Hotel/Hostel accomodation checks:
5.1	Sharing rooms for delegates allocated
5.2	Rooms for WMF & other delegates paying for themselves reserved
5.3	Wifi & breakfast facilities confirmed
5.4	Hotel/Hostel negotiation concluded & contract signed
6	Venue Checks:
6.1	Conference rooms & plenary capacities checked
6.2	Audio Visual systems per rooms checked
6.3	Catering for breaks and lunch confirmed
6.4	Command office for LOC & WISCom meetings confirmed
6.5	Quiet room for Trust & Safety + Delegates use confirmed
6.6	First aid and emergency facilities confirmed
6.7	Conference venue negotiation concluded & contract signed
7	Event wifi connectivity secured & tested
8	Social excursions confirmed (Venue & transportation)
9	Media & awareness plan confirmed