Wikimedia Diversity Conference 2017/Venue

Venue

Venue and accommodation

The Conference venue is Sheraton hotel in central Stockholm. Accommodation for the participants are also booked there. The hotel is located in the heart of Stockholm City, very close to Stockholm Central Station. The Old City, the beautiful City Hall and other sights are located within walking distance. The public transport in Stockholm is excellent, for people that would like to explorer the city further.

Through Sheraton Stockholm Hotel 30 comfortable double rooms have been booked (60 beds), with another 20 rooms reserved. The conference venue will consist of one larger conference room and two smaller workshop rooms.

Catering

Breakfast buffet is included in the price of the hotel room. Furthermore, the restaurant at the hotel will provide both lunch, a small coffee break early during the day and a larger selection of coffee and tea in the afternoon during the conference. A social dinner will be provided on the Saturday, including a glass of wine (also non-alcoholic wine will be served).

Social Activities

Friday night there will be a social event and dinner (buffet dinner available at 90 SEK per person (the price is subsidized, payment at venue)) at the Royal Armoury, located in the Royal palace. Local volunteers will host a guided walking tour (about 1km) from Sheraton to the venue starting at around 16.00.

We will have a social dinner at the Sheraton 360° Restaurant on Saturday 4 November, with one glass of wine being included (also non-alcoholic wine will be served).

Internet

The hotel offers free in-room Internet access, with free wifi access throughout the hotel.

Giveaways

The participants will receive some swag. Furthermore, the participants will receive a printed conference program and a badge.

Travel guide

Available here.

Visa information

Please check the following website to find out whether you need a visa for traveling to Sweden: Visiting on business and for conferences

Please note that the visa approval process can be long and time consuming. We recommend to register and get an appointment (if required, depends on country of origin) at the Swedish embassy or consulate of your choice as early as possible. Moreover, please note that if you are transiting certain countries (e.g. USA, United Kingdom) en route to Stockholm, you may also be required to apply for a transit visa.

Depending on your country of origin, you need to get an appointment at the Swedish embassy or consulate. It is advisable to get one as soon as possible. We advise you to check the appointment availability now, as in some countries longer waiting times and scarcity of appointment options are likely, and to make an appointment straight away. Please also check the processing time for a visa. We recommend you to submit the visa application 6-8 weeks before the conference. We kindly ask you to make sure to obtain your visa by 15 October, 2017. In case that it is absolutely not possible for you to keep this deadline, it is essential to inform us via diversity wikimedia.se and we will do our best to assist you.

We would also like to highlight that you need to have a passport that is at least valid for six months beyond the period of your stay.

Visa assistance from WMSE

Once registered, WMSE will send you all the necessary documents. After you have successfully completed the visa application process, please inform us via diversity wikimedia.se.

WMSE will assist you with your visa application and will provide the following documents:

Letter of invitation.
Foreign travel health insurance.
Copy of registration of association of WMSE.
Copy of identity card from WMSE's Executive Director.

The documents will be sent to you via email. Please print these documents and bring them along to your appointment at the embassy/consulate.

Furthermore you will need the following:

Documents to include in your application for the conference participation

A copy of your passport.
Two passport photos that are no more than six months old and that are taken full-face (taken when you are facing the camera directly with your eyes looking straight at the camera).
An invitation (in Swedish or English).
Conference program or the equivalent.
List of participants at the conference.
Travel documents.
Hotel room booking confirmation.
Visa application form.
Passport and photocopy of passport.

Please note that this is just a compilation of the most common documents that need to be provided by visa applicants. The full set of required documents majorly depends on the country of origin. Please check this in advance on the website of the consulate/embassy.

Interviews at the embassy/consulate

In some countries a personal visit and interview at the embassy/consulate for visa processing is required. Below is a list with the most commonly asked questions in such an interview. We advise you to prepare for these questions in order to be able to give satisfactory answers.

Where are you going?
Have you been there before?
What are you going to do there? What is the purpose of the trip?
What kind of event is it that you will attend?
How long will you stay?
What is your organization? What does it do?
What is Wikimedia? How are you involved with Wikipedia/Wikimedia?
What is your relation to Wikimedia Sweden?
Who is paying for your trip?
Why should you be permitted to go?
What is the purpose of the conference?
How were you selected to attend the conference?
What is your profession?
What do your family members do?

Checklist for participants from outside the Schengen Area

	To do
1.	Check here whether you need a Schengen visa.
2.	Check whether you need a transit visa.
3.	Check validity of your passport (must be valid at least six months beyond the period of your stay).
4.	Register for Wikimedia Diversity Conference 2017 as soon as possible and indicate visa need.
5.	Check whether you need to make an appointment with the nearest Swedish embassy/consulate and make an appointment straight away in case it is necessary.
6.	Check the processing time for a visa.
7.	Check with your contact person at the embassy/consulate whether the original documents provided by WMSE are required or if copies are sufficient.
8.	Check which other documents are required (e.g. birth and marriage certificate, copy of your passport, biometric photo etc).
9.	Collect all the required documents and submit the visa application as soon as you have received confirmation about attendance, the latest by 6-8 weeks before the conference.
10.	Prepare for the interview at the embassy/consulate in case that one is required.