Wikimania 2016 bids/Manila/Logistics
Wikimania 2016 candidate cities:
Mabuhay! • Manila • The PICC • Program • Getting here • Accommodation • Local team • Budget • Self-evaluation
This page enumerates on the logistics needed to run Wikimania 2016 in Manila should Manila win the right to host the conference, as well as other matters needed in planning the bid. These include the bid timeline, checklists of action items, team roles, etc.
Bid timeline
edit- To be completed as soon as the bid is secured
- Finalize venues for the conference
- Ensure that contracts are signed with the prospective venues
- Finalize visual identity
- Logo (to be completed by January 31, 2015)
- Shirt and conference kit (to be completed by February 28, 2015)
- Program booklet and conference ID (to be completed by March 31, 2015)
- Set up financial management system
- Bank account
- Book of accounts
- Secure performers and other entertainment for the conference
- Start negotiations for suppliers
- Find ways to reduce the cost of individual line items
- Begin search for sponsors
- Draft sponsorship packages
- Draft call for participation and program
- Start search for program committee
- Finalize keynote speakers
- Set up social media presence
- Prepare video presentation for presentation at Wikimania 2015
- Prepare press release indicating that Wikimania will be held in Manila
- 12 months before the event
- Set up conference wiki
- Prepare specifications for registration system
- The system MUST include an option for availing of the Visa Upon Arrival Program
- Finalize cost of attendance
- Start call for volunteers
- Secure hotels
- Make provisions to pay for rooms in advance if needed
- Send invitations to selected keynote speakers
- 9-11 months before the event
- Release call for participation
- Finalize selection criteria for scholarships
- WMPH (in coordination with WMPH Board)
- WMF
- Close call for volunteers and selection of volunteers (to be completed by December 31, 2015)
- Full review (for compliance; to be completed by December 31, 2015)
- To begin on January 1, 2016 (8 months before the event)
- Launch scholarship application procress
- Draft plan for traffic flow around the PICC
- Advise the CCP, OVP, MMDA, local governments and the PNP on the scale of the event
- Draft traffic plan for shuttle buses and jeepneys
- Designating pick-up and drop-off points and informing relevant authorities
- Finalize layout of venue and flow of people
- First volunteer meeting (to be held by January 31, 2016)
- Secure Internet requirements
- Meeting with Smart/PLDT or Globe (whoever offers first)
- 4-7 months before the event
- Close scholarship process and begin evaluating applications
- Launch online registration
- Close call for participation and begin evaluating presentations
- Second meeting of volunteers (to be held by February 29, 2016)
- 3 months before the event
- Announce results of scholarship process
- Finalize results of call for participation
- Start production of conference kits and T-shirts
- Third meeting of volunteers
- 2 months before the event
- Close registration for those who need VUAP visas
- Begin processing of individuals availing of the VUAP (in coordination with the BI)
- Print program booklets
- Remind media outlets that Wikimania will be in Manila
- 1 month before the event
- Finalize food arrangements
- Finalize schedule
- Fourth meeting of volunteers
- 2 weeks before the event
- Dry run of all the venues
- Allocate moderators for rooms
- Coordinate with the MIAA on the arrival of VIPs
- Jimmy, Lila, Ellie and members of the WMF Board
- Final meeting of volunteers
- 1 week before the event
- Final meeting with venues to iron out last-minute adjustments to logistics
- Close registration (for non-Filipinos) and begin production of conference IDs
- After the conference
- Final tally of expenses
- Settle all outstanding invoices
- Compile final list of attendees and number of attendees
- Post videos online (to be completed at most 3-4 months after the conference)
- Consider the possibility of post-production
- Volunteer party
- Post-mortem
Checklist
edit| Area | Action item(s) | Status |
|---|---|---|
| Bid preparation | ||
| Design provisional bid logo |  Done
| |
| Finalize bid information pages | Done
| |
| Finalize initial schedule layout | Done
| |
Conduct second ocular inspection of the PICC
|
Done
| |
| Secure quotations for most budget items | Done
| |
Mail initial support letters to the following:
|
 Partly done
| |
| Inform the WMPH Board of Trustees of the bid and seek their advice | Done
| |
| Inform Ellie (again) and seek her advice | Done
| |
Provisionally secure venues/Inform pertinent venues:
|
Done
| |
| Secure WMPH decision on whether to push through with the bid |  Doing...
| |
Request neighboring affiliates to support the bid:
|
 Not done
| |
| Program | ||
| Clear list of keynote speakers with Ellie | Not done
| |
| Finalize tracks in line with the conference vision | Not done
| |
| Final selection of keynote speakers | Not done
| |
| Draft program proposal/call for proposals | Not done
| |
| Fundraising | ||
| Design sponsorship packages | Not done
| |
Submit letters requesting for direct sponsorship to the following:
|
Not done
| |
| Create shortlist of foundations/NGOs that we could approach to sponsor | Not done
| |
| Identify items that could be sponsored through line-item sponsorship | Not done
| |
| Finalize sources of revenue and set price of admission | Not done
| |
| Safety and security | ||
Draft letters to the following agencies/organizations, specifically dealing with safety/security:
|
Not done
| |
| Draft contingency plans in the event that something untoward happens | Not done
| |
| Travel | ||
| Inquire with the Bureau of Immigration on the Visa Upon Arrival Program | Done
| |
| Identify countries that would qualify for the VUAP | Not done
| |
| Outreach and public relations | ||
Set up social media presence:
|
Partly done
| |
| Announce bid on WMPH social media channels | Not done
| |
Inform and solicit for support:
|
Not done
| |
| Draft press release for dissemination to media outlets | Not done
| |