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Wikimedia Conference 2014/Bids

< Wikimedia Conference 2014

The following applications to host the Wikimedia Conference 2014 have been made:

For more information about the process, see Talk:Future of the Wikimedia Conference.

Questions about these bids are welcome on the Talk page, where they will be answered by the bidders.

Application 1: WMDE

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Chapter/organisation/group
Wikimedia Deutschland
Team (at least three people)
Wenke Storn, event manager; Alice Forstner, event assistant; Nicole Ebber, international affairs; Nikolas Becker, trustee
Primary contact person
Wenke Storn

Experience in organising conferences with 100+ participants

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Which and how many conferences did you organise before?

Wikimedia Deutschland has hosted the Wikimedia Conference from 2009-2012 (100-180 participants), MediaWiki Hackathons 2009-2012 (60-150 participants), OER conference 2013 (250 participants) and has organised and supported several smaller events (from parties over conferences and workshops to award ceremonies).

Adequate support by either staff or volunteers to secure the logistics

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Please indicate how you intend to realise the logistics.

Our event management team Wenke Storn and Alice Forstner are available to take care of the project management and logistics, supported by our office team. They are responsible for coordinating all issues regarding the venue, catering, service providers and assisting the participants in travel arrangement and visa application. On top of that, they are going to structure and distribute a variety of duties and responsibilities to volunteers (community and/or members) who are motivated to participate in organising the Wikimedia Conference.

“Visa-friendliness” of the country

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Please provide a link to the English website of your country’s visa conditions. If you have previous experience in securing visas for attendees, what was it like?

http://www.auswaertiges-amt.de/sid_75C2CB72B16B78C40F3BAA6145D24D6/EN/EinreiseUndAufenthalt/StaatenlisteVisumpflicht_node.html

In the previous years, we have issued ~100 invitation letters to participants of our international conferences. We have always informed our Federal Foreign Office about the invitations and they worked hand in hand with us. Visa issuing was rarely a problem, given that the invitation letters were sent out on time and the appointments with the embassies were planned well ahead.

Distance to the nearest international airport

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Please provide the distance in kilometres and ground travel time.

  • Berlin Tegel Airport is 10-15 km away from the inner city, traveling by public transport will take about 30 minutes.
  • Berlin Schönefeld Airport is 20-23 km away from the inner city and travelling by public transport will take about 30 minutes.
  • Berlin Brandenburg Airport is 23 km away from the inner city and even travelling by tardis might take years.

Rough estimate of travel costs for _all_ participants (given that each organisation sends two delegates)

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For the estimate use the chapters listed at Wikimedia Chapters, and the lowest prices on Skyscanner.com for the 3-6 April weekend. While many organisations will likely pay for their own costs, we would like to have a rough estimate of the total cost to the movement.

Estimated flight costs: 48.200,00 € (VAT included)

This estimation is based on a research on skyscanner (prices as of 23 September), for 80 people (2 per each chapter), return flight.

Rough estimate of accommodation costs for _all_ participants (given that each organisation sends two delegates)

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Please give the estimated price of 80 hostel beds, and 50 mid range hotel beds for four nights (incl. breakfast and WiFi).

Estimated accommodation costs: 20.400,00 € (VAT included)

  • for 50 single rooms in a mid range hotel*** (à 70 € per night) and
  • for 80 hostel beds in a 4-bed-room (à 20 € per night)

Rough estimate of the total venue costs

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Please give a rough budget for rent, catering, technical equipment, wifi and social events.

Estimated venue costs for 200 participants: 47.500,00 € (VAT included)

  • Venue: 17.000,00 €
  • Catering: 18.000,00 €
  • Equipment & WiFi: 4.500,00 €
  • Social events: 3.000,00 €
  • Facilitators: 5.000,00 €

Should you need more information or data, please feel free to get in touch with Wenke or me. Thanks, --Alice Forstner (WMDE) (talk) 08:03, 30 September 2013 (UTC)[reply]

Application 2: WMIN

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Chapter/organisation/group
Wikimedia India
Team (at least three people)
Karthik Nadar, Sowmyan Tirumurti, Srikanth Ramakrishnan, Jayantha Nath, Pranav Curumsey, Moksh Juneja, Tinu Cherian and Frederick FN Noronha (resident from Goa)
Primary contact person
Sowmyan Tirumurti (tsowmyan wikimedia.in)

Experience in organising conferences with 100+ participants

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Adequate support by either staff or volunteers to secure the logistics

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  • Event management team to be roped in
  • One fellowship to help organise from our end (cost aprox. INR 25,000x6 months)
  • Supported by Sowmyan Tirumurti, our Executive Manager
  • Supported/Advised by Executive Committee
  • Will request volunteers from Wikimedia India to help during the event (5-10 persons)

“Visa-friendliness” of the country

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  • Persons coming from Cambodia, Finland, Indonesia, Japan, Philippines, New Zealand are eligible for visa on arrival. While, persons coming from Afghanistan, Argentina, Bangladesh, South Africa and Uruguay do not need to pay a visa fee.
  • From WCI experience, everyone except Wikimedia Nepal will need a visa. We had several Wikipedians/Staff attend from USA/Europe/Bangladesh and as far as we are aware there was only one rejection. There was the case of Jimbo where there was a passport mix-up and we had an emergency visa applied within a day. Another case of a Wikipedian from UK where a same day Business Visa was granted. Wikimedia India will provide invitation letters and everything required to all affiliates.

Distance to the nearest international airport

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  • Goa International Airport, more commonly known as Dabolim Airport is just located 16.8 kilometers away from the actual venue. Reaching to the hotel from the venue will just take ~25 minutes as per Google Maps: [1]

Rough estimate of travel costs for _all_ participants (given that each organisation sends two delegates)

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For the estimate, we used the lowest prices on Skyscanner.com for the 3-6 April weekend. While many organisations will likely pay for their own costs, we would like to have a rough estimate of the total cost to the movement.

Sl. No Wikimedia Chapter No. of members Cost per member Total cost Total cost (in dollars) Link
1 Wikimedia Armenia 2 72,697 145,394 2,354.74$ [2]
2 Wikimedia Argentina 2 130,656 261,312 4,214.70$ [3]
3 Wikimedia Österreich 2 55,342 110,684 1,785.22$ [4]
4 Wikimedia Australia 2 65,308 131,616 2,106.70$ [5]
5 Wikimedia Bangladesh 2 34,331 68,662 1,107.45$ [6]
6 Wikimedia Canada 2 84,149 168,298 2,714.48$ [7]
7 Wikimedia CH 2 64,376 128,752 1,893.41$ [8]
8 Wikimedia Chile 2 304,552 609,104 9,824.58$ [9]
9 Wikimedia Česká Republika 2 56,345 112,960 1,817.58$ [10]
10 Wikimedia Deutschland 2 56,912 113,824 1,835.87$ [11]
11 Wikimedia Danmark 2 62,991 125,982 2,031.96$ [12]
12 Wikimedia Eesti 2 68,775 137,550 2,218.54$ [13]
13 Wikimedia España 2 57,771 115,542 1,863.58$ [14]
14 Wikimedia Suomi 2 62,780 125,560 2,025.16$ [15]
15 Wikimédia France 2 54,439 108,878 1,756.09$ [16]
16 Wikimedia Hong Kong 2 41,355 82,710 1,334.03$ [17]
17 Wikimédia Magyarország 2 61,896 123,792 1,996.64$ [18]
18 Wikimedia Indonesia 2 59,849 119,698 1,930.61$ [19]
19 Wikimedia Israel 2 69,319 138,638 2,236.09$ [20]
20 Wikimedia India 7 44,638 44,638 719.96$ Host
21 Wikimedia Italia 2 61,455 122,910 1,982.40$ [21]
22 Wikimedia Macedonia 2 93,005 186,010 3,000.16$ [22]
23 Wikimedia Macau 2 93,296 186,592 3,009.54$ [23]
24 Wikimedia México 2 118,382 236,764 3,818.77$ [24]
25 Wikimedia Nederland 2 61,543 123,086 1,985.25$ [25]
26 Wikimedia Norge 2 85,263 170,526 2,750.41$ [26]
27 Wikimedia Philippines 2 110,992 221,984 3,580.38$ [27]
28 Wikimedia Polska 2 54,137 108,264 1,746.35$ [28]
29 Wikimedia Portugal 2 61,926 123,852 1,997.61$ [29]
30 Wikimedia Србије 2 63,098 126,196 2,035.41$ [30]
31 Викимедиа РУ, Wikimedia RU 2 51,086 102,172 1,647.93$ [31]
32 Wikimedia Sverige 2 63,359 126,718 2,043.83 [32]
33 Wikimedia Taiwan 2 80,417 160,834 2,594.09$ [33]
34 Wikimedia Ukraine 2 91,961 183,922 2,966.48$ [34]
35 Wikimedia UK 2 51,422 102,844 1,658.77$ [35]
36 Wikimedia District of Columbia 2 82,944 160,124 2,594$ [36]
37 Wikimedia New York City 2 81,330 162,660 2,623.54$ [37]
38 Wikimedia Uruguay 2 219,184 438,638 7,070.45$ [38]
39 Wikimedia Venezuela 2 295,926 591,852 9,546$ [39]
40 Wikimedia South Africa 2 44,074 88,148 1,421.74$ [40]

Total: ~$108 000

Rough estimate of accommodation costs for _all_ participants (given that each organisation sends two delegates)

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We have included this in the cost below, 70 double occupancy rooms are included in the quote.

Rough estimate of the total venue costs

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We took a quote from a few hotels, requesting them details for 70 rooms on double occupancy basis, internet access for all guests, 3 meals a day for 3 days (breakfast, lunch and dinner), airport transfers for everyone, a conference hall for 200 people and 2 smaller satellite halls use from 9am to 6pm.

  • The rough quote given by Alila Diwa Goa looks to be the most competitive at INR 8000/- per room per day inclusive of taxes which are currently applicable for all the above facilities. This would work out to INR 16,80,000 for 3 nights. We understand a few people may want to stay an extra night depending on their flight schedules which would work out to the same INR 8000/- per night on double occupancy basis for say 35 rooms. There wouldn't be a separate social event because everyone would be at staying together and all meals are included. We could add a live one man band at an extra $500 on one night.
  • Total cost would be INR 19,60,000/- or USD $ 31,309.82 at an exchange rate of INR 62.60/USD 1 based on a rough quote.
  • While we understand the quote was requested for hostels and a hotel, we feel that the event and the movement would benefit to a very large extent were everyone to be accommodated at the same place as it would give a feeling of unity and oneness across among participants. We further benefit economically getting the conferencing facility cost included in the cost of the rooms. Lastly it makes it easier for us to manage logistics at one single venue.
  • The quote also includes pick-up and drop from/to airport and free WiFi connection for all in-house guests.

Application 3: WMSE

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Chapter/organisation/group
Wikimedia Sverige
Team (at least three people)

Jan Ainali (WMSE), Axel Pettersson (WMSE), John Andersson (WMSE)

Primary contact person

Jan Ainali (WMSE)

Experience in organising conferences with 100+ participants

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Which and how many conferences did you organise before?

No experience in that large conferences. We have arranged Wikipedia Academy with between 50-100 persons attending in 2008, 2009 and 2010.

Adequate support by either staff or volunteers to secure the logistics

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Please indicate how you intend to realise the logistics.

Staff will handle most logistics. They are responsible for coordinating all issues regarding the venue, catering, service providers and assisting the participants in travel arrangement and visa application. On top of that, they are going to structure and distribute a variety of duties and responsibilities to volunteers (community and/or members) who are motivated to participate in organising the Wikimedia Conference.

“Visa-friendliness” of the country

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Please provide a link to the English website of your country’s visa conditions. If you have previous experience in securing visas for attendees, what was it like?

http://www.migrationsverket.se/info/140_en.html

We have no experience in securing visas for attendees.

Distance to the nearest international airport

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Please provide the distance in kilometres and ground travel time.

  • Stockholm, Arlanda: 40 km, around 40 minutes with bus. 20 minutes with train.
  • Stockholm, Skavsta: 100 km, around 90 minutes with bus.

Rough estimate of travel costs for _all_ participants (given that each organisation sends two delegates)

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For the estimate use the chapters listed at Wikimedia Chapters, and the lowest prices on Skyscanner.com for the 3-6 April weekend. While many organisations will likely pay for their own costs, we would like to have a rough estimate of the total cost to the movement.

Estimated flight costs: 40,130 € (VAT included)

This estimation is based on a research on skyscanner (prices as of X September), for 80 people (2 per each chapter), return flight.

Rough estimate of accommodation costs for _all_ participants (given that each organisation sends two delegates)

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Please give the estimated price of 80 hostel beds, and 50 mid range hotel beds for four nights (incl. breakfast and WiFi).

Estimated accommodation costs: 32,889 € (VAT included)

  • for 50 single rooms in a mid range hotel*** (à 111 € per night) and
  • for 80 hostel beds in a 4-bed-room (à 33 € per night)

Rough estimate of the total venue costs

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Please give a rough budget for rent, catering, technical equipment, wifi and social events.

Estimated venue costs for 200 participants: 75,944 € (VAT included)

  • Venue: 30,222 €
  • Catering: 33,222 €
  • Equipment & WiFi: X 4,500
  • Social events: 3,000 €
  • Facilitators: 5,000 €

Comment

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Sweden is probably not the cheapest place, but if we did a lilttle more research we could probably save quite a bit on both catering and venue but how much is hard to say right now.

Application 4: WMIT

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Chapter/organisation/group: Wikimedia Italia

Team (at least three people): Giulia Sepe (event manager), Frieda (rolling pin manager), Laurentius (international affairs), Francesca Lissoni (secretary), Alessandra Gasperini (secretary), Emma Tracanella (volunteer coordinator)

Primary contact person: Giulia Sepe

Overview

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This is Varenna.
 
The conference would take place here.

Our proposed location is Varenna, on Lake Como. It's a beautiful place, and it is well known for hosting international conferences[1].

Varenna is a small village (less than 1000 people), and its economy is tourism based: there are plenty of hotels and restaurants, there are good connections, and beer is cheap.

We decided to propose this location since after last year's debriefing we have realized that attendees hates to be scattered around a big city: in Varenna, everything can be reached in a five minute walk. There is no need for transportation inside Varenna!

 
George's villa.

Lake Como is an interplanetary known location:

  • George Clooney owns a villa in Laglio (on the opposite side of the lake);
  • George's manor was the set for the movie Ocean's Twelve;
  • in Lenno, villa del Balbianello was the set for the movie Star Wars: Attack of the Clones!

Experience in organising conferences with 100+ participants

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Which and how many conferences did you organise before?

The last Wikimedia Conference!

In the past, we organized three editions of the Digital Freedom Festival, that in the first two years has been held in single cities (Milano and Vicenza), while in the third year has been a federated event (taking place in 5 different cities).

Moreover, our general assemblies have often a good participation, and we reached 100 people at least one time.

Adequate support by either staff or volunteers to secure the logistics

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Please indicate how you intend to realise the logistics.

We will confirm the same roles as last year: Giulia as the main event organizer, Emma as a volunteer coordinator, Francesca working on accommodation, Alessandra (new entry!) on visas.

Our volunteers will take care of the sessions of the conference and of the small problems that will arise.

“Visa-friendliness” of the country

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Please provide a link to the English website of your country’s visa conditions. If you have previous experience in securing visas for attendees, what was it like?

http://www.esteri.it/visti/index_eng.asp

We have already faced this topic last year; the result was that we managed to get visas for everyone except for two countries (one of them was able to send one representative in extremis). As this year the conference planning is starting sooner, we are confident that we will be able to improve this result.

Distance to the nearest international airport

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Please provide the distance in kilometres and ground travel time.

  • From Orio al Serio (the "Ryanair's airport" of Milan): 60 km; 1 hour and a half by public transportation;
  • From Milano Linate: 80 km
  • From Milano Malpensa: 100 km; 2 hours by train.

Varenna is directly connected to Milan by train (62 minutes).

And you don't need to worry about transportation inside Varenna! (since everything is reachable on foot)

Rough estimate of travel costs for _all_ participants (given that each organisation sends two delegates)

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For the estimate use the chapters listed at Wikimedia Chapters, and the lowest prices on Skyscanner.com for the 3-6 April weekend. While many organisations will likely pay for their own costs, we would like to have a rough estimate of the total cost to the movement.

The total cost, computed using skyscanner (as of 29/09/2013) and the data from last year's scholarships, is 48.400 € (VAT included), for 80 people (2 per organization), return flight.

Rough estimate of accommodation costs for _all_ participants (given that each organisation sends two delegates)

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Please give the estimated price of 80 hostel beds, and 50 mid range hotel beds for four nights (incl. breakfast and WiFi).

Estimated accommodation costs: 34.000 € (VAT included)

  • for 50 single rooms in a mid range hotel*** (à 90 € per night) and
  • for 80 beds in a 2 (or more)-bed-room in a mid range hotel *** (à 50 € per night)

No hostel available on site.

Rough estimate of the total venue costs

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Please give a rough budget for rent, catering, technical equipment, wifi and social events.

Estimated venue costs for 200 participants: 46.385,64 € (VAT included)

  • Venue: 10.265,64 €
  • Catering: 21.120,00 €
  • Equipment & WiFi: 5.000,00 €
  • Social events: 5.000,00 €
  • Facilitators: 5.000,00 €



References

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  1. ↑ International School of Physics "Enrico Fermi"

Results announcement

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Dear all,

Following considerable deliberation it is with great pleasure that we announce that the Location Committee has selected Berlin as the location for the 2014 Wikimedia Conference.

We received a total of four bids from Germany, India, Italy and Sweden. In selecting the Berlin location we have taken into consideration the experience and capacity of the team; the travel time and cost for attendees; the cost of hosting the conference; and the facilities and room configuration of the proposed venues.

Throughout our deliberations we kept an open mind towards having the conference in a new location/country, and we have appreciated the compact solutions offered by having all participants close to each other or staying at the same lodging; however, we felt that the Berlin bid provides – by a small margin – the best combination of price, distance and experience this year.

We thank all the organisations that have entered a bid for their time and effort and we hope that even if they were not selected this year, they can make use of the experience when they organise other meetings that will further the Wikimedia mission.

In closing, we would like to thank all Wikimedia organisations for placing their trust in this process and committee, which was an interesting experience for all of us. In the hope that the Wikimedia organisations keep the hosting choice an open process, we would like to propose a number of potential process improvements, and we would invite all the bidders and other interested parties to provide their own feedback.

Best regards,
Asaf Bartov, Bence Damokos, Arnau Duran, Itzik Edri, Mike Peel, Osmar Valdebenito, Ilario Valdelli
Wikimedia Conference 2014 Location Committee

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