| Checklist
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Requirement or ideal situation
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Status
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Development
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How we propose to do it
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| Date
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- Suggested July-August.
- Be sure to select dates that do not interfere with religious or local/national holidays. For instance, past Wikimanias have been held during the holy month of Ramadan, which can limit attendance by Muslims. Additionally, if the conference overlaps with national or state holidays, many restaurants and suppliers may not be doing business on those days. Check with a good calendar (or encyclopedia) when selecting conference dates.
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The selected dates are 22-29 June 2015. The dates are not during national holidays but the conference would take place during Ramadan (18 June-17 July 2015).
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- The feasibility of the proposal needs to propose 22-29 June 2015 for specific reasons (availability of accommodation, synergy with Varenna, availability of volunteers in Esino).
- Also in 2016 the same period will be Ramadan (6 June-5 July 2016) and also in 2017 (27 May-25 June 2017).
- Making sure restaurants provide food until late at night. Early breakfasts. A specific location can provide food all night.
- Including specific requests within the registration process.
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22-29 June 2015.
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| Planning
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The bid itself is the first step of the planning.
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There is already a programme management software already used for previous conferences.
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Wikimania 2015 bids/Esino Lario
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| Team
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- Some key people and roles need to be identify for the bid.
- Different tasks have a team of people associated with for the implementation (details on the team are not requested for the bid).
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- Active Wikimedia chapter in Italy with experience in organizing a Wikimedia conference.
- Active volunteers and associations in Esino Lario. Ecomuseo delle Grigne is an existing network of the community, groups and associations. The public administration in Esino Lario is made of volunteers active in many associations. People involved in associations in Esino Lario have very different backgrounds and skills. Among the city council Elisa Dell'Era has worked for the Camera di Commercio di Lecco and she has a specific experience in organizing conferences (she also participated in the organization of a 1'000 participants conference in the Province of Lecco).
- Members of the team active in both Wikimedia Italia and Wikimedia CH.
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- Synergy between people in Esino Lario and Wikimedia CH.
- Develop and increase Wikimedia skills and synergy to improve articles, images and open street map.
- Invitation to Wikimedia CH to join the team.
- The current structure of the team needs to be change to respond to the specificity of this proposal. Team.
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Team
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| Sponsorships and budget
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- Plan to be provided
- An estimated budget needs to be included in the bid.
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- Esino Lario has received support and grants from Fondazione Cariplo, Fondazione della Provincia di Lecco, Regione Lombardia and Provincia di Lecco. Member of the Comunità Montana (mountain community) and of the Parco Regionale della Grigna Settentrionale. Good network.
- The city council has an extremely limited budget but both the city council and the Ecomuseo delle Grigne have experience in grant-seeking.
- Small support and volunteer engagement can be provided from local operators and the community in Esino Lario and near by.
- Fundraising in Italy is not traditionally based on sponsors, differently from countries such as the US and UK. There are limited fiscal incentives and the economic crises has been strongly limiting the support of companies also to small local initiatives.
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- Fundraising needs to be launched as soon as possible.
- The best strategy seems to contact and apply for fundings from grant-makers and potential sponsor we are already in contact with.
- Wikimania Esino Lario can be a good chance also to contact new sponsor and institutions.
- Several foundations in Italy strongly encourage sponsorships and active engagement from people and companies in social and cultural projects (among the most active Cariplo Foundation and Fondazione della Provincia di Lecco).
- Valsassina (the valley Esino Lario is historically liked to) and in general the Province of Lecco are some of the richest area of Italy and the location of a quite active local industry.
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Budget
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| Program/General program
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- There are no specific requirements for the program (there are for the venues) but there are some sessions which are traditionally organized.
- Space/opportunities for public to interact with attendees.
- Moderators for all sessions, instructions for moderators (available already in 2007) and a person in charge of the contacts with the moderators.
- Context analysis of the program
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Context analysis of Wikimania program
- So far, bids did not propose a specific program.
- A team takes care of the call for participation (including tracks and typology of proposals) and of the selection of the proposals (with criteria and rating system).
- The call for participation invite people to organize panels/workshops/session and to propose presentations. There is not a specific system or call for people to say what they want to hear about or participate in. Participants can express their support to specific proposals within the call for participation (they can sign underneath expressing their interest) and they can provide their feedback related to Wikimania program after the event.
- The program is growing at every event. There are numerous parallel sessions and meetups; not necessarily all sessions are well attended.
- It could be relevant to support within the program and the event a more transversal approach on specific issues or topics.
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Proposal of program
- Supporting a more transversal approach in the program planning. Having a reference person for specific working groups related to specific themes or issues (i.e. GLAMs, gender, education, research...) to make sure the program responds to the needs (i.e. training, discussions, possible involvement of other groups and associations) and that specific issues are part of broader discussions and represented. The specific working groups can provide their feedback on proposals, they can trigger specific proposals (by inviting people to submit or by suggesting methodologies...), and they can submit proposals.
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Programme
- Including a proposal for the program in the bid.
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| Program/Keynote speakers
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- Keynotes should be proposed in the bid.
- The team which suggests the keynotes it would be nice if it is international.
- Some suggestions in involving people who have national/regional relevance.
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Context analysis of Wikimania program
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Proposal of program
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Programme
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| Program/Proceedings
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- There is an evaluation work to guarantee (including reporting about the conference and feedback).
- Videos should be made available as quickly as possible.
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Communication
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| Logistics/Location
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- Information to be collected
- General presentation
- Convincing information that the location is relevant.
- Attractions and sites of interest.
- Maps.
- It is not requested but it makes sense to include information on the Wikimedia projects (Wikipedia, Wikivoyage, Wikimedia Commons...)
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Location and Venues
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| Logistics/Venue
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- Information to be collected
- see what your options are for setting up a temporary Internet connection at the venue.
- Space
- Some rooms in the past were too small for some of the sessions; they suggest >50 people.
- Ashtrays needed
- smoke-free outdoor area
- Roomes
- A large lecture hall or auditorium for plenary sessions, which has special technical requirements different from typical lecture rooms.
- Different breakout rooms, including classrooms or anything similar. Lectures and presentations should have a theater setup, while workshops should have a classroom or banquet setup (so that people can face each other, rather than the front of the room.)
- A conference lounge. there is also value in the informal socializing that takes place in places like the lounge. a quiet area with access to Wi-Fi, coffee (or beer), and couches on which they can sit and discuss plans for world domination (or improving the projects).
- An information desk in a highly visible place that provides general assistance as well as technical help. This should be separate from the volunteer coordination desk, otherwise you have too many people crowding around the desk and it causes stress for everyone involved!
- A lost and found.
- A war room, where your on-site team can meet and do work. This room should be open only to organizers. It should be stocked with a printer, paper, a scanner, pens, snacks and drinks, whiteboards, different cables, wired network connectivity, and power strips as needed.
- Interview rooms for press to conduct interviews. You may also need a media editing room.
- Sufficiently large storage space to store your merchandise and other equipment.
- locked storage room for baggage storage.
- room where people can gather after the conference
- All of these things should be reasonably close to each other and require as little walking around as possible.
- Social space. this is a good place to distribute lunch as well as have sponsors setting up booths
- Enough enough so that many people can hang out here
- Easy access for long hours—see if you can get access to the space before and after usual conference hours
- Access to food and drink
- Comfortable and not too noisy
- Flexible furniture arrangements, so attendees can set up their own tables, exhibits, podcasting sessions, etc.
- Plenty of power outlets and Wi-Fi
- Equipment
- A whiteboard for feedback and messages
- After the conference
- Some space
- Storage
- Cleaning
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- Available spaces for the conference in Villa Clotilde, multimedia room of the new museum, Primary School, former museum, theatre of the Kindergarden, Montecodeno, Meeting, possible spaces in bars and restaurants for meetups, former cinema.
- There is no necessity of building.
- Villa Clotilde has internet access.
- The municipality does not have public internet access.
- Some infrastructures are currently already under renovation: the garden of Villa Clotilde and the new museum will be ready for Summer 2014 (project already supported).
- A plan have been already discussed by the city council to use the former museum as a location for associations and collaborative work, there is a project to renovate the former cinema, there is already a project for improving access to the Sport hall/multifunctional space.
- Wikimania is the sole user of the venues during the conference period.
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- Some infrastructures need to improve their accessibility (primary school and Sport hall/multifunctional space).
- Technical equipment needs to be improved (rented or bought).
- High speed internet connection needs to be set.
- Cleaning needs to be organized during and after the conference.
- The renovation of the former cinema is the most expensive intervention. It is not considered a priority in the project.
- Private owners needs to support the conference and/or manage an agreement.
- The venues need to be formally reserved.
- Space for open space (a room free and comfortable working space)
- A place to congregate.
- Signs and arrows telling people where to go.
- TV teams usually need a private space to work on their videos or interview someone. Make sure there is a media room or equivalent space available on site.
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Location and Venues
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| Logistics/Accommodation
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- selecting official conference accommodations for your attendees.
- Having attendees clustered together encourages an after-hours social activity that would otherwise be hampered by people needing to return to their beds at the end of the night, and having most of your attendees together makes group transportation to the venue or to an event that much simpler.
- Cost is the biggest consideration for many.
- some people need to be able to have a room to themselves. you need to also offer inexpensive private rooms.
- Regardless of what hotel options you offer, you need to arrange inexpensive housing for Wikimania attendees.
- Some people will request suites (i.e., hotel rooms with kitchens),
- Some people need arrangements for disabilities.
- Some people yet can afford paying a higher rate and will want nicer accommodations.
- For all housing options you pursue, they should be as close to the venue as possible while also being close to restaurants, bars, coffeehouses, etc. while also offering breakfast and Wi-Fi.
- make sure the hotel does not charge extra for double or triple occupancies, or if it does, that the surcharge is not a great amount of money.
- Make sure the guaranteed rate covers three days before the conference through three days after the conference.
- Remember it is customary in many parts of the world that prices include the taxes, so please make clear what the total price is including taxes.
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- Hotels, dorms and flats for renting.
- Esino Lario has a very wide number of empty apartments due to a strong increase of tourism in the Sixties and Seventies; the flats mainly belong to people of Esino Lario, since they used to rent rather than sell houses.
- It's strongly recommended that hotels be within short walking distance of the venue, thus eliminating much of the logistical hassles. This also allows people to come and go when they want, go back to the hotel to change before special events, etc., and makes it easier for people to socialize with one another in the evenings.
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- Flats and dorms need to be managed with a registration and centralized system.
- Support from private people with flats needs to be collected.
- Cleaning needs to be assured after the conference (private or centralized).
- Some accommodation need to be improved (cleaning, whitewash).
- Public internet access needs to be set.
- Sheets need to be provided (private or centralized).
- Some attendees will show on the second day asking to change their hotel. Be ready with a resolution.
- while there is value to a pricy "official" hotel, it must be supplemented by an ample supply of cheap rooms priced at no more than per night where possible, with an option of private rooms always available. This decision must be made well in advance, and attendees should be concentrated in as few hotels as possible to simplify logistical matters and to encourage attendees to spend time together.
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Journey
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| Logistics/Transportation
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- Providing the ride to/from the airport. Make sure you very well plan this. It take a lot of organization to coordinate between flight arrivals and car pools. Avoid offering to organize the ride unless you can efficiently do it. Otherwise, announce options of public transport and rented cars, with prices. If some attendees are arriving on a different airport that Wikimania city, make sure you provide clear train schedule (or website) as well as other transportation options. If subways or trains are not safe enough in evenings in your city, please make this clear to attendees so that they avoid risky decisions.
- Should it not be possible to have accommodations within walking distance, then at minimum, you should provide transportation in the morning of the conference and in the evening after the conference ends for the day.
- with many charter bus companies, buses must be reserved for four hour minimums. The best way to get around this is by reserving shuttle buses for four hour blocks in the morning and late afternoon, providing a loop for both people wishing to go early in the morning but also later in the morning.
- For the evening shuttle, start providing transportation earlier in the afternoon, with the last bus picking up attendees about one hour after the conference ends for the day.
- Encourage attendees to use public transportation. In addition to saving your conference team money, transit can often provide for a more flexible schedule than a charter bus would allow.
- For special events, to minimize the amount of confusion, first transport people between the venue and the hotels, and then, transport people from the hotels to the special event. This way, people have time to rest, shower, get dressed, etc. before the event.
- Assuming your special events are at night, consider that public transportation may not be the best option and it can be intimidating to some attendees.
- While attendees may be accustomed to the route they take to the conference, they may not be as certain about going to and from the special event venue.
- At the end of a special event, provide at least one bus that leaves early and one bus that leaves later, such as a 22:00 bus followed by a 23:00 bus.
- Your transportation needs will depend on the number of locations (venues, hotels, party sites, etc.) that factor into your conference, as well as their distance from each other. By cutting down on the number of locations you need to connect, you reduce your transportation needs, thus saving money.
- the closer your various locations are to mass transit, and the better the mass transit systems are in your city, the more you can rely on public transportation instead of considerably costlier charter buses.
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- The best and cheapest way to conduct Wikimania is to have all relevant buildings and points of interest be within walking distance of each other. However, given the realities of cities, that is not always possible (citation from the Wikimania Handbook); in smaller location this ideal is a reality.
- Accommodation is mainly located at a walking distance from the venues.
- The program will focus on walking during the entire conference.
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- Public transport from Varenna to Esino Lario needs to be increased.
- In Varenna a Wikimania stop station need to be organized to welcome and assist participants.
- Trasport from the airport need to be organized in particular to facilitate participants from other continents.
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Journey
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| Logistics//Food
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- It is along with Wi-Fi the most important feature of the conference.
- A sponsor for the pary/reception to provide snacks and drinks.
- Half vegetarian (also food for vegan, kasher, specific needs/requests)
- Onsite coffee breaks twice a day during the conference days.
- Onsite lunch during the conference days
- water should be available all day during the conference, not just at mealtimes.
- Also offer coffee and tea all day.
- Snacks are also a good idea.
- For meals, use a professional catering service.
- You will need to account for various dietary preferences. Be sure to provide vegetarian and vegan options, and avoid pork if you can. Always have Kosher and Halal options.
- take the opportunity to provide food that's creative and unique to your region/city.
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- Esino Lario has several bars and restaurants which can provide dinners for around 500 people.
- Bars and restaurants can provide breakfast and coffee breaks; there are several near the conferences rooms and they can also work as meetups space (quite a nice atmosphere for meetups).
- Varenna, Perledo and villages on Lake Como have many dinner options.
- Local dishes: pizzoccheri (vegetarian not vegan), polenta/granei/zenzinal (vegetarian not vegan).
- 3 places where people can buy snacks and water nearby.
- Coffee always accessible at the bar.
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- Esino Lario has several bars and restaurants but they can not provide dinners for 1'000 people.
- An agreement (estimated cost) needs to be made for breakfast and coffee breaks provided by local bars and restaurants.
- Lunch needs to be organized for the conference participants in a bigger space: sport hall/multifuncional space or tensile structure.
- The same space can host dinner.
- Dinner needs to be organized. It is important to organize different kind of dinners to create variety and to ensure more options.
- Public transport in the evening can be organized to Lake Como.
- Food needs also to be vegan and vegetarian and labelled in English.
- Breakfast needs to be sweet and salty, vegan and vegetarian.
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Location and venues
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| Logistics/Internet & electricity &
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- Functioning wireless Internet for all attendees is an absolute must. the conference has extensive wireless and bandwidth needs, particularly given its tech-savvy audience. Lots and stable.
- Make sure the wireless setup can handle at least one thousand concurrent connections.
- the wireless network must not have any captive proxies, connection timeouts, network-level malware checks, or other things that limit connectivity. Ideally an open network is used, but encryption with a password is fine so long as the password is well distributed. One password per device is absolutely unacceptable.
- Prepare for about 1.5 devices per attendee. Most contractors would never consider that every Wikimania attendee will have at least one device that wants an IP and potentially two or three. With this in mind, a /23 subnet (which supports 510 devices) or even a /22 subnet (which supports 1022 devices)—instead of the usual /24 subnet for 254 devices— should be considered. Additionally you could limit the DHCP lease time to 1 or 2 hours so that addresses can be reallocated often, though you risk knocking people offline that way.
- Aside from the sheer volume of Internet users, you will also have to take into account that the programmers during the hackathon have very specific technical needs. This is further complicated by the diversity of devices and operating systems on these devices. (For example, Linux was a popular operating system during the Hackathon of Wikimania 2012. Linux machines were also consistently unable to get along with the venue's wireless.)
- Note that the bandwidth is a lesser concern compared to support for concurrent users. Wi-Fi access point can—according to vendors—handle up to 20 concurrent devices. In practice you can support around one hundred people with one AP as they are mostly not using wifi all at the same time. However, you do not want to risk overloading access points by setting up too few. There are only three Wi-Fi channels which don't have overlaping frequencies (1, 6, 11), so you can have up to three Wi-Fi gears per room. Put them into three different corners of the hall and limit the radio power so they don't interfere with Wi-Fi in the next room or in the lobby. Alternatively, see if you can have other wireless networks in the venue turned off during the conference.
- If this part of the spectrum is licensed for Wi-Fi in your country, consider using 5 GHz Wi-Fi (802.1n). See List of WLAN channels for more information.
- you will also need to support wired connections, especially during the Hackathon. There must be at least one RJ45 socket in each lecture hall, connected to a central network rack. Determine if you will need to bring extra switches, and if so, how many ports they will need to have and where they should be put. Also decide if you will need extra cables.
- Visit the venue well in advance of the conference and test the Internet uplink. You may need to supply your own if the venue does not normally have one or if it is woefully inadequate. Be sure to work with your venue to make sure that a stable Internet connection will be available, and conduct stress testing before and during the conference.
- At minimum you should record videos of all the sessions and to do so with the help of a professional video production company. It is worth the expense, since you will need a dedicated team just for video, and by contracting it to an outside firm you can be assured that all necessary setup, recording, takedown, backing up, and editing is accounted for.
- Make a dozen of circuit boxes available on site
- Bring a dozen of different plug-connectors available for 220V and 110V
- Make sure there is no PC to MAC problems; make some extra connector available, especially from mac to projectors
- Test room facilities before session: light is working, microphone, translation devices if any, name tags if any.
- Make some AA batteries, CDs, DVDs available on site.
- Have a printing facility on site available. Photographs printing facility is also nice.
- the dupont circle hotel in washington dc with a 100mbps connection has a capacity far exceeded any other hotel in the area, and there was also a backup connection in case the main one went down. Given that the Wikimania conference is centered on a website, it is only appropriate that the hotel should have strong Internet connectivity.
- A "VoIP booth" available permitting calls during conference
- Plenty of electrical outlets and power strips
- Hackathon requirements
- The subnet and DHCP server must have capacity for allocating 6 IPv4 (and optionally, IPv6) addresses (preferably a /29) per hacker. This would be nice, but to be realistic, two IP addresses per person present are probably sufficient.
- The following ports need to be open:
- SSH (22), DNS (53 — TCP & UDP),
- HTTP (80, 8080, 8888), HTTPS (443), FTP (20, 21)
- IMAP (143, 220), IMAPS (993), POP3 (110), POP3s (995)
- SMTP (25), SSMTP (465), SIP (5060), RTP (7078 - TCP & UDP),
- XMPP/Jabber (5222), IRC (6665-9)
- Gerrit (29418)
- Also, ICMP (ping, traceroute) should work.
- Ideally, there's no restriction on outgoing connection at all, or maybe just a blacklist for Bit Torrent and other such undesirable ports.
- The only thing we need incoming is DNS (yes, please allow direct external DNS replies) and ICMP.
- If NAT is not used, attendees should be informed in advance. This is highly unlikely anyway (except maybe for IPv6).
- Video recording and streaming
- Equipment and work by a video production company.
- Minimum Setup—For a minimal setup if you do it yourself you will need (per lecture room):
- A camera (DV with Firewire). To improve the sound check that your cameras have a separate audio input or play with ffmpeg2theora so it uses the audio from your soundcard instead. If you use the camera make sure you can switch of Auto-Gain. Get a small mixer - you might already have one to adjust the microphone volume in the hall - and use the recording output from there as sound input. The camera person should use a headset to verify the sound is good at all time, a VU meter in the mixer would be also helpful to be able to stick with a certain level.
- A PC (with Linux and Firewire)
- One person handling the camera and monitoring the streaming
- The simple setup uses an Icecast server which is hosted somewhere on the Internet (Manuel has done that in the past for free). With a few command line tools you can grab the camera input from Firewire (dvgrab), encode it into Ogg/Theora (ffmpeg2theora) and push it via HTTP/ICE2 to the streaming server (oggfwd). You can simply run dvgrab and ffmpeg2theora in a second instance to record the lectures onto the local hard drive in a different format. This can be started and stopped by the person handling the camera before and after each lecture, so you get separated files. If you have an additional volunteer you can collect the recordings from the computers immediately after, make backups, adjust the beginning and end, convert and upload them soon after the lecture has ended.
- Two-Camera Setup—If you can afford to do so, get a second camera for a static position that captures the whole lecture scene while the first camera will be guided and captures close-ups of the speaker. You will need a separate camera person for this. With a video mixer, you can mix the two images from both cameras to provide a more lively scene and better vision to the viewers. A good video mixer can also capture the VGA input from the projector—the projectors mostly have a VGA output where you can capture the image they are showing. This way you can also mix in the slides shown during the lecture which improves readability and overall quality of the video greatly.
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Location and venues, Budget
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| Logistics/Insurance
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- Your venue is likely to require you to hold a liability insurance plan during the conference, with the venue named as a co-insured party, so make sure you have that by the time of the conference.
- Insurance for children-care.
- With insurance plans, check to see that you have all the necessary coverage that is appropriate to the conference, especially if any part of your program is particularly risky (for instance, involving pyrotechnics [that would be really cool], excursions in the mountains, outdoor activities).
- Your venue will define what needs to be covered (such as false arrest), while your conference planner may be able to guide you through this process.
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- Insurance can help you in the event anything should go disastrously wrong and you are held liable in court.
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Location and venues, Budget
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| Logistics/Onsite miscellaneous
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- Have at least one person with a mobile phone, provided by the conference, that serves as the point of contact in case of emergencies.
- If you have multiple people with phones, set up a Google Voice number that includes all the duty phone numbers in a round-robin.
- For any major/minor medical emergencies, be prepared with an onsite option. Emergency kit, a next door clinic, a doctor on site. If emergency is not too fast in your country, please be prepared as well.
- Choose a location for where first aid is provided and clearly mark it in your conference book's map.
- For the welcome bag please refer to communication
- Have contact with flight/tours agencies, maybe have a booth for them onsite. Some attendees will need their services.
- Make some local mobile SIM cards available for purchase, on site
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Location and venues, Budget
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| Logistics/Childcare
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- Resources or activities to support parenting during conference
- It is ideal if you can provide it, but keep in mind that your first job is to run a conference, not a daycare, and the insurance costs for having such services are extremely high.
- If you offer it at all, consider making a deal with a local daycare so that attendees can leave their children with trusted professionals at a discounted rate.
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Esino Lario since 2009 has a child and family-friendly program. In 2010 this program was awarded the Prize FamilyWork of Lombardy Region and ASAG Catholic University of Milan.
- Kindergarden in July (8:30-13:45, open to children from 18 months to 6 years old).
- "Oratorio estivo", afternoon activities for children (6-11 years old[1])).
- "Settimana del Verde" [Green-week] organized by Parco Regionale della Grigna Settentrionale with visits, workshops and excursion in the nature (5-12 years old[2]).
- "Settimana dello sport" [Sport-week] with a week full of different sport; in 2013 the activities were organized over two weeks with children of different age-groups participating in.
- Bars, hotels, restaurants and public buildings have services for children (changing, warmer, high chair, kids menu).
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- Extension of the Kindergarden program (8:30-16:30)
- Organization of the Green-week during Wikimania.
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Programme
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| Visa
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- Information to be collected
- Country policy and visa requirements.
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- Information about who needs a visa and how-to.
- Letterhead
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- Careful of visa fishing and false registrations.
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Journey
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| Registration
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- For the bid is not requested to specify information but eventually it is necessary to include the cost of a Registration management company.
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- There is a software written.
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- registration website
- payment options
- badge printing -- badge template (offer privacy options: print real name and/or username, allow photographs to be uploaded, etc.)
- Ask for T-shirt size
- badge holders & lanyards
- check in time and place determined and publicized
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| Registration/On-site and Badges
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- For the bid is not requested to specify information but eventually it is necessary to include the cost of a Registration management company.
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- Make sure you have a spacious place
- Categorize your attendees: Speakers, attendees, keynote, sponsor, press.
- Have enough people to help, but not too many so that the don't become a chaos themselves
- Badges double sided
- Program in a size that fits the badges.
- A lot of big markers.
- Color codes
- Info about languages [it:3], [en:2]...
- Make the most before the conference. Lots of empty badges available on site.
- Bright badges for the press.
- Update your list of media attendees, on site
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| Scholarships
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- For the bid is not requested to specify information except the name of a person in charge of the task.
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- This is probably a good strategy to involve partners in supporting the conference. In particular non profit organizations (like-minded or organizations supporting specific geographies, topic, issues).
- It is already a strategy used by different chapters to support their members in attending the conference.
- Wikimedia Italia has a positive experience in providing scholarships to its members with an impact in involving volunteers more broadly in its activities and strengthening team-building.
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- Scholarships are crucial for the Wikimania conference, since they allow people from all over the world to attend Wikimania.
- The process must start well in advance, and the scholarship committee must keep to a tight schedule or risk causing delays for the rest of the conference planning team.
- Make sure results are announced at least 12 weeks before the conference date
- Dedicated funds.
- Dedicated planner and contacts with the Wikimedia office.
- Application procedure also with flight/travel information.
- Criteria.
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Scholarships
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| Communication
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- The bid process requires to identify media and potential media partners.
- In several comments a need for make the event open to a wider public is specified.
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Communication
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