Wikimedia CEE Meeting 2018/Bids/Ukraine

This is an original proposal, it might have changed as the result of the discussion. Please read the talk page for additional information and clarification: Talk:Wikimedia CEE Meeting 2018/Bids/Ukraine

Lviv, Ukraine

Wikimedia affiliate: Wikimedia Ukraine

Summary

Representatives of Wikimedia Ukraine and Ukrainian volunteer community have taken active part in all CEE meetings. Our country has already hosted the event in 2014 in Kyiv. That time we had not enough time to organize a really good event (the decision to have it was not made soon enough, the grant proposal was submitted a bit late etc), but for Wikimedia Polska help, we would not be able to organize it at all (WMPL was our fiscal sponsor for travel budget). This time we believe we can organize the event better: three past CEE meetings (Estonian, Armenia and now Poland) set high standards and expectations. So we would like to work with the CEE community and try to make the next CEE meeting a success.

This time we want to move the event to Lviv, which is the biggest city in the West of Ukraine, its history is connected with a lot of CEE countries. We want to organize the event in the University campus, so everything (the venue and the hotel) would be close by. We shall set up and support the work of an International programm committee, like it was done in the past.

Wikimedia Ukraine now has three employees (we had none while organizing CEE Meeting 2014), active volunteer community in Lviv.

Primary contact person

Taras r, Board member, responsible for Community events

Proposed event venue

Sheptysky Center. The Ukrainian Catholic University (UCU), one of the biggest Lviv universities, opened a modern library building on September 10. We think this modern space will be very accommodating and in line with the wikitradition of cooperating with GLAM institutions (site, facebook).

Proposed accommodation venue

Sheptysky Center is situated in the University town of UCU. There are a few options nearby, namely Collegium. It is easy to get to the airport and railway station from there, and Stryi Park, one of the oldest parks in Lviv, is really close there.

Expected total budget

Total budget	37 000
	USD
Total cost	36 405
Donations	595

Proposed event dates

Second half of August (namely August 17-19). The weather should be better and as students are not having classes, we can have the campus almost for ourselves.

Description

What will the event be like if you were awarded the right to host it? Please describe your plan including the proposed duration, scale and any points of interest (such as social activities or innovations to the event format). Include any multimedia, external links, or description that you would like.

August 16 (Thursday): the day when most participants will arrive. Depending on arrivals / departures we might have a preconference day, some trainings can be held during the day. We have a tradition of weekly meetups in Lviv on Thursdays, so we can have a Wikimeetup on Thursday evening where Wikipedians from other CEE countries will get a chance to meet with local Wikipedians.

August 17 (Friday): The opening ceremony and the first day of the event. The conference will start at 10:00 and end of sessions at 18:00. Then dinner and unconference sessions / meetups.

August 18 (Saturday): The second day of the event. The conference will start at 10:00 and end of sessions at 18:00. Then dinner and unconference sessions / meetups.

August 19 (Sunday): The third day of the event. The conference will start at 10:00 and end of sessions at 16:00. Then dinner and unconference sessions / meetups.

August 20 (Monday): Depending on arrivals / departures we might have a fourth (postconference) half a day.

We plan to record and film all sessions, unless otherwise required by the participants / speakers. We plan to provide room for two parallel sessions, and also host smaller meetups or trainings. Meals would be provided from Thursday till Monday.

Logistics

Team

Which Wikimedia affiliate staff, local partner organisation staff and/or volunteers will be actively supporting (aka working on any of its part) this event.

Name	Role	Estimated time allocation	Experiences in organizing of events
Taras Rykmas, Board member, based in Lviv	responsible for event logistics (venue, hotel, meals, local transportation etc)	~240 hours	WikiConference Lviv 2015
Olia Nesterenko, volunteer	responsible for coordination of volunteers (transfers, registration etc)	~120 hours	WikiConference Kherson 2017
antanana, volunteer	responsible for working with the international program committee	~480 hours	WikiConference Kyiv 2014, Wikimedia CEE Meeting 2014, WikiConference Lviv 2015, WikiConference Kyiv 2016, WikiConference Kherson 2017
Maksym Tsizh, Board member, based in Lviv	event logistics (hotel, meals)	~120 hours	WikiConference Lviv 2015
Illia Korniiko, Chair of the Board	responsible for working with partners, grant proposal	~120 hours	WikiConference Kyiv 2014, Wikimedia CEE Meeting 2014, WikiConference Lviv 2015, WikiConference Kyiv 2016, WikiConference Kherson 2017
Viktor Semeniuk, volunteer	visa/invitation letters (if needed), travel support	~240 hours	WikiConference Vinnytsia 2013, WikiConference Kyiv 2014, Wikimedia CEE Meeting 2014
Юрій Булка, board member, based in Lviv	venue	~240 hours	WikiConference Lviv 2015
Ліонкінг, volunteer	working with the International programm committee	~480 hours	WikiConference Kyiv 2014, Wikimedia CEE Meeting 2014
Friend, volunteer, based in Lviv	social events, event logistics (local transportation, coordination of transfers to/from airport, railway station etc)	~120 hours	WikiConference Lviv 2015
Vira Motorko, project manager, based in Lviv	event PR, keeping in touch with CEE communities / affiliates	~360 hours	Wikimedia CEE Meeting 2014, WikiConference Lviv 2015, WikiConference Kyiv 2016
Anna Khrobolova, project manager	event PR, volunteer support, souvenirs, printing materials	~480 hours	WikiConference Kyiv 2016, WikiConference Kherson 2017
Oleksandr Kotliar, event manager	event logistics, souvenirs, printing materials, assistance with international travel (tickets, bookings, reimbursement) etc	~480 hours	WikiConference Kyiv 2016, WikiConference Kherson 2017, different non Wikimedia events

Experience

Which event(s) of 50+ participants did you, your team, or affiliate previously organise?

Wikimedia Ukraine has held national Wikiconferences since 2011. Since 2014 the event had more or almost 50 participants. And we have organised the international Wikimedia CEE Meeting 2014.

Accessibility

How accessible will this event be? This includes visa conditions for likely attendee nationalities; disability access at the venue(s); ease of travel to nearest international airport/train hub.

For representatives of all CEE countries visiting Ukraine does not require visas (maybe invitation letters for some countries)
The venue is a modern building, so it is accessible for disabled people, and we will organize assistance if needed
The venue is close to Lviv airport, railway station

Please provide a link to the English website of your country’s visa conditions (or list CEE and other relevant countries needing visa), and indicate if you have previous experience in securing visas for attendees.

Entry regime to Ukraine for foreign citizens from mfa.gov.ua

Please provide some kind of verification / assurance of enough WiFi capacity and speed.

The venue provides enough WiFi capacity for 100 people
Wikimedia Ukraine has additional equipment just in case (WiFi routers)

Budget

How much do you expect this event will cost? Please either fill-out the tables below, or provide a separate spreadsheet if this table is not applicable to your budget format (e.g if Accommodation and Venue are a grouped budget item). Please provide links or documents which show how costs have been estimated.

Note: each participating organisation is expected to send two delegates

Travel

Nr.	Item description	Unit	Quantity	Cost per unit	Total cost	USD	Comments
1.	Travel costs				18 730	18 730
1.1.	International travel	participant	62	290	17 980	17 980
1.2.	Domestic travel	participant	30	15	450	450	Local participants from other cities of Ukraine
1.3.	Visa fees	participant	3	100	300	300	For invited speakers

Accommodation

Nr.	Item description	Unit	Quantity	Cost per unit	Total cost	USD	Comments
2.	Accommodation costs				11 700	11 700
2.1.	Lodging	participant * nights	90 * 4	20	7200	7200	breakfast is included
2.2.	Catering	participant	100	45	4500	4500	lunch and dinner

Venue

Nr.	Item description	Unit	Quantity	Cost per unit	Total cost	USD	Comments
3.	Venue costs				2975	2975
3.1.	Rent	days	3.5	80	280	280
3.2.	Coffee breaks	breaks * participants	7 * 100	2.5	1750	1750
3.3.	Technical support	days	3	315	945	945	filming of sessions

Please list at least the major items (if not all) of the technical support.

Other income / expenses

If applicable: Are there any other expected sources of revenue for this event other than a WMF Event grant, e.g. sponsorship (monetary/in-kind) or local Chapter fundraising?

Nr.	Item description	Unit	Quantity	Cost per unit	Total cost	USD	Comments
4.	Income (inc. in-kind)				595	595
4.1.	Venue rent	day	3.5	170	595	595

If applicable: Are there are any other expected costs which might be applicable, e.g. a party, sightseeing tour, culture event, local transport shuttle/ticket...?

Nr.	Item description	Unit	Quantity	Cost per unit	Total cost	USD	Comments
5.	Other expense				3000	3000
5.1.	Materials and gifts for participants	Participant	100	15	1500	1500	Souvenirs for participants (pens, notebooks, t-shirt or bags etc)
5.2.	Downtown bus city tour	Participant	100	5	500	500	Translation will be provided
5.3.	Unforseen expenses				1000	1000

Other

If dinner is not provided, please provide typical average meal price including common beverages and typical average prices for common basic food.

Dinner will be provided.

Confirmation

Primary contact person for the proposal, and chairperson/director of the supporting affiliate, please sign below to indicate your proposal is complete and accurate.

Primary contact: Taras r
Affiliate chair/director: Ilya