Talk:Wikimania 2012/Bids/Stanford

General info

Wikimania at Wikipedia, and here at meta, including historical descriptions.

Summer 2009 Quick Start Guide from Stanford Conference Services

Requirements, criteria, and more information

THESE NEED TO BE UPDATED FROM 2011 TO 2012

Wikimania 2011/Official requirements for bidding cities and Wikimania 2011/Judging criteria

more information: User:Phoebe/Wikimania (mostly a planning checklist)

Stanford meeting planning dept

• http://www.stanford.edu/dept/rde/scs/conferences/meetingplanning/index.html

"University policy requires all conferences to secure academic sponsorship in order to host their program on campus. Program organizers are required to have a Sponsorship Form (available from Stanford Conference Services) signed by a Stanford dean or department chair, verifying that the program fully supports the University's mission of teaching, research, and/or public service. This form needs to be submitted in a timely manner along with the program's Reservation Form and deposit check." -- http://www.stanford.edu/dept/rde/scs/conferences/things2know.html

Past years' attendance

The instructions say to plan 2011 for 450-1000 attendees. I would urge caution about extrapolating the attendance at a North American bid in light of the apparently much less expensive airfares and the number of North American editors. 99.27.203.165 03:08, 5 February 2010 (UTC)

this may help extrapolate attendees

Conference	Date	Place	Attendance
Wikimania 2005	5 August – 7 August 2005	Frankfurt, Germany	380
Wikimania 2006	4 August – 6 August 2006	Cambridge, Massauchusetts	400
Wikimania 2007	3 August – 5 August 2007	Taipei, Taiwan	440
Wikimania 2008	17 July – 19 July 2008	Alexandria, Egypt	625
Wikimania 2009	26 August – 28 August 2009	Buenos Aires, Argentina	559
Wikimania 2010	9 July – 11 July 2010	Gdańsk, Poland	500

Securing sponsorships

We need to come up with a mail merge letter text for large local companies, startups, and VCs, along the lines of:

If you give us $n, you will sponsor room and board for f_r(n) attendees, and travel scholarships for f_t(n). Your logo and sponsorship message may take up to f_a(n) pixels on the sponsors' page, above everyone else who gave less. You will get f_p(n) tickets to an awesome sponsors' party at the Foundation offices and/or Angel Island and/or wherever we decide to hold it. We'll give you f_s(n) USB keychains, blank notebooks, and T-shirts with logos on them.

We can do that for three or so different sponsorship levels tailored to the size of the potential sponsors. In order to derive functions f_{r, t, a, p, s}(), we need to use the quote and the expected scholarship proportion. $2,500,000 seems like a reasonable goal including travel scholarships for attendees.

I understand from various reports that the Foundation has taken a more active role in supporting Wikimania each year, so we need to find out how much they are going to kick in financially, which should be the same no matter which bid wins, and organizationally, which could give us another edge over the other cities. 99.56.138.51 05:06, 30 January 2010 (UTC)

Past years' sponsors: 2009, 2008 99.56.138.51 17:53, 29 January 2010 (UTC)

How much should we be asking for? $2.5M?

The economy is growing at 3%. According to my best recollection of, uh, yesterday, I was designing the room and board subsidies as if the economy was kind of not growing. Should we try to offer free room, board, and transportation to all active admins and active senior editors? 99.56.138.51 20:20, 29 January 2010 (UTC)

No... pretty much everyone is going to end up being an active admin/senior editor/something. What usually happens with Wikimanias is that there are scholarships that people can apply for if they need help. Cbrown1023 talk 00:16, 30 January 2010 (UTC)

Thanks! I saw those mentioned but not linked. That makes it so much easier. 99.56.138.51 04:22, 30 January 2010 (UTC)

Features for swag

Should the USB keychains have a built-in white LED flashlight? 99.56.138.51 17:37, 29 January 2010 (UTC)

These apparently retail for about the same as a T-shirt with a logo. But one I ordered did not have a flashlight.

Try this alternative? 99.38.150.200 19:40, 11 February 2010 (UTC)

Checks

Is the Foundation capable of depositing checks made out to "Wikimania 2011 Stanford"? 99.56.138.51 20:43, 29 January 2010 (UTC)

I'm 90% sure that they're not, unless you talk to them and get them to be able to. Why would they need to be, though? You should just be getting quotes, because we're not sure where it will be (so there's no reason to take in money). Cbrown1023 talk 00:17, 30 January 2010 (UTC)

Given the sponsor overlap from year to year, it seems unlikely that many sponsors will want to constrain the location of the conference. 99.56.138.51 04:23, 30 January 2010 (UTC)

Invited speaker possibilities

Keynotes

Ed Chi has done a meetup and an OSL speech at Stanford, both about Wikipedia, and his statistics have been seriously misrepresented in the Wall Street Journal and media relying upon it. Who else would be good speakers to invite? 99.56.138.51 08:05, 29 January 2010 (UTC)

We should invite Phoebe to give a talk about how to make bids for 2013. 99.56.138.51 17:47, 29 January 2010 (UTC)

Danese Cooper? Ward Cunningham? Doug Englebart? Sue Gardner? Erik Möller? Larry Sanger? Brion Vibber? Jimmy Wales?

Debate panels

Jean-Paul Biberian? Pam Boss? Pierre Carbonnelle? Michael McKubre? Steve Krivit? Kirk Shanahan? (Related question: which article unrelated to religion or nationalism has taken the most Arbcom time, and also has multiple academic researchers and secondary source authors in the Bay Area?) 99.56.138.51 04:37, 30 January 2010 (UTC)

Public transportation

Public transportation to and from the conference venue is key. Participants will arrive either at SFO or SJC and will be tired (FRA–SFO takes 10 hours) after the flight. I still remember the nightmarish shuttle service from Cairo to Alexandria ;-) What is the fastest way for the participants to get to the university campus? --Frank Schulenburg 16:25, 5 February 2010 (UTC)

VTA Bus #10 free shuttle to Caltrain to Margurite shuttle. Much better than Santa Cruz, not quite as good as Berkeley, maybe. I have no idea about UCSF. It depends on which dorms they assign. 99.27.203.165 21:22, 6 February 2010 (UTC)

San Francisco community

It is worth noting that the SF wikimedia community have decided that they may support a bid for 2012 but wont be supporting a bid for 2011. That is something you should note. Seddon 15:42, 7 February 2010 (UTC)

Quote from Stanford Conference Services: $582K

Attached is the quotation your requested for Wikimania 2012. It includes quotation information for accommodation and meal packages. In the way of explanation, the Munger Executive Conference Center options include a package that includes dinner and one that does not. I arbitrarily assigned 150 guests to the Whole Day package and 100 to the Full Day package, although these numbers may be altered. There are a total of 250 beds available in the Munger Executive Conference Center but can be distributed between the two packages as preferences dictate. The same logic applies to the 200 beds in Escondido Village and the 550 beds in the Adult Residences. In the Adult Residences, the split may be between single and shared occupancy, but there is no option for less than three meals per day.

For Memorial Auditorium, the Drama Department Contact is currently Ross Williams; however, typically, all bookings for conferences to use the auditoria would come through the Stanford Conferences Office. At this time, it is too early to book Memorial Auditorium for 2012; the academic use priorities on campus will not allow for this space to be committed before the academic processes are finalized. Similarly, the 50-100 person classrooms you requested cannot be committed at this time. However, I can tell you that there are no room rental fees for these academic spaces. Memorial Auditorium will require a cleaning fee currently at around $275 per day, as well as a technician’s fee currently between $45 and $79 per hour, depending on the time of day and day of the week. The 50-100 person classrooms may have custodial fees at approximately $100 per day plus technician fees and a technology replacement fee currently at $75 per hour. There may also be nominal fees associated with locking and unlocking doors during non-business hours.

-- Phil Gin, pgin at stanford dot edu, 10 February 2010

Stanford University

123 Encina Commons, Stanford, CA 94305-6020 Ph: (650) 723-3126 Fax: (650) 723-7020

Conference Package Proposal

Date: February 10, 2010

Wikimania, 2012

Conference Check In Date: Thursday, August 16, 2012 @ 3:00pm (potential option) August 9, 2012 @ 3:00pm

Conference Check Out Date: Monday, August 20, 2012 @ 11:00am (potential option) August 13, 2012 @ 11:00am

Anticipated Attendance: 1,000

The figures below indicate the anticipated cost of your conference program. The figures are based on the information provided to date. The actual cost of your conference program may differ significantly depending on actual attendance, additional services provided, and any unanticipated changes.

Conference Type: External, Adult

Service Level: Varied, as indicated

Amount Totals

Accommodations and Dining Package On campus graduate residences, full/queen-sized beds in each private Munger Executive Conference Center room, private bathrooms, air conditioning, upgraded linens and amenities, seven-day/week service, continental breakfast, lunch, dinner from Munger Catering. Residential Whole Day Complete Meeting Package (CMP) CMP rate: $225.00 per person per day

4 nights of occupancy times nightly per person rate equals: 150 Whole Day CMPs: $135,000.00

Same as Residential Whole Day CMP less the dinner. Residential Full Day Complete Meeting Package (CMP) CMP rate: $172.25 per person per day

4 nights of occupancy times nightly per person rate equals: 100 Full Day CMPs: $ 68,900.00

Page 2

On campus graduate studio residences, full-sized beds in each private Escondido Village (EV) Studios room, private bathrooms, six-day/week service (no Sundays), Premiere breakfast, lunch, and dinner. EV Studios with Premiere Dining Package rate: $154.50 per person per day

4 nights of occupancy times nightly per person rate equals: 100 EV Studios w/ Premiere Dining (3 Meals): $ 61,800.00

Same as EV Studios with Premiere Dining less dinner. EV Studios with Premiere Breakfast/Lunch Package rate: $140.00 per person per day

4 nights of occupancy times nightly per person rate equals: 100 EV Studios w/ Premiere Breakfast/Lunch: $ 56,000.00

On campus student residences, twin-sized beds in single or shared Adult Residences with Cardinal Dining occupancy, shared bathrooms, linens provided, common area cleaning, three meals per day required. Adult Residents with Cardinal Dining

Single Occupancy Package: $128.00 per person per day

Shared Occupancy Package: $108.35 per person per day

275 Single Occupancy Adult Residences with Cardinal Dining: $140,800.00

275 Shared Occupancy Adult Residences with Cardinal Dining: $119,185.00

TOTAL ACCOMMODATIONS and DINING PACKAGE CHARGES $581,685.00

• Need to request the August 9-13 "alternate" date because the first one they quoted didn't fit in stated parameters. 99.38.150.200 19:45, 11 February 2010 (UTC)

GLAM support

Following the highly successful developments of the GLAM collaboration between various wikimedia platforms and the Galleries, Libraries, Archives and Museum sector, I would be interested to know what GLAM organisations have committed themselves to your bid? Harrypotter 21:19, 23 January 2011 (UTC)

2012

Is this an active bid for 2012? -- phoebe | talk 21:45, 29 January 2011 (UTC)