The Cape Town International Convention Centre (CTICC) has been identified as the ideal location within Cape Town to host Wikimania. Run as a partnership between the City of Cape Town, the Western Cape government, and Business Cape, CTICC opened its doors in 2003, with innovative design concepts, meticulous attention to detail, comprehensive world-class services, and five-star accommodation facilities with a dedicated and experienced staff.
The convention centre boasts two high-tech auditoriums with seating for about 1,600 delegates, a 2,000m² Grand Ballroom with magnificent views, and a number of larger break away rooms which can be divided by soundproof partitioning. Catering is offered at the premises.
The CTICC can get booked up to years in advance due to the popularity of the CTICC as a venue for hosting large international conferences. With this in mind, we have already block-booked the venue for the 28 July through 2 August 2015. We will only need to confirm our booking one year before the event takes place. Confirmation involves making a 10% deposit.
An alternative possible location at the University of Cape Town (UCT) has also been identified and contacted as a possible venue. This venue has its own unique collection of attributes.
The two auditoriums, which offer excellent technological infrastructure and superb acoustics, provide tiered seating for large plenary sessions, lectures, product launches award evenings and theatre productions. Situated on opposite ends of the building, both auditoriums can be utilized simultaneously while still allowing delegates breathing space. Design details such as writing tablets attached to the seats add a final quality touch.
The sweeping space of Auditorium I seats 1500 guests, and is equipped with a large stage and screen, six interpreting booths, an orchestra pit and a projection room. Linked VIP dressing rooms comfortably accommodate speakers, or the cast of theatre productions. The auditorium’s spacious foyer enables delegates to enjoy refreshments, register, network, or view conference-related exhibits with ease.
Auditorium II seats 620 delegates and is also equipped with a stage, screen, six interpreting booths, and a projection room. This venue is ideally located off the Strelitzia Conservatory and can be accessed from Level 1 of the centre. The Conservatory is the ideal pause point between busy conference schedules – enjoy some refreshments, and relax. From lectures to live jazz, the CTICC’s auditoriums remain consummate hosts
The Roof Terrace Room situated on Level 2 has spectacular views of Table Mountain. Natural light flows into the room from three sides of the venue, and motorised blinds allow for blackout. The Roof Terrace Room includes a dedicated foyer and exterior terrace, making this prime space highly flexible.
There are also four flexible Meeting Rooms, each accommodating up to 330 delegates. The Meeting Rooms are sub-divisible and can be set up for a variety of seating configurations.
The twelve Meeting Suites are well equipped and vary in size, accommodating up to 25 delegates. Many of these suites are glass fronted, and overlook the bustle of the Exhibition Halls. They double as private viewing boxes or VIP suites, broadcasting or press rooms. These venues are most-often used as Speakers’ Preparation rooms and Organizers’ Offices. A diverse number of dedicated conservatories and landings complement the meeting requirements of event organisers.
There are a total of four large breakaway rooms and 13 side-rooms. Each of the four breakaway are highly adaptable spaces that can be divided into differing combinations of: two, four, or six rooms. Each size room being able to accommodate differing numbers of people depending on the seating arrangements.
Room division type
Seating arrangement and capacity
Price per day
Dinner: 220 people Dinner Buffet: 160 people Classroom: 380 people Theatre: 220 people
1900.87 / €
1391.76 / £
Boardroom: 40 Classroom: 60 people Theatre: 100 people
950.44 / €
695.88 / £
Boardroom: 20 Classroom: 30 people Theatre: 60 people
Boardroom: 20 Classroom: 48 people Theatre: 60 people
475.22 / €
347.94 / £
Boardroom: 20 Classroom: 24 people Theatre: 30 people
We have already block-booked the following rooms within the CTICC with an option of choosing to drop rooms as we see fit. A decision along with a 10% deposit will be needed one year before the event, meaning that we have until late July 2014 to make a decision.
The rooms can be laid out in multiple different styles to accommodate different functions and numbers of people.
Theatre style: chairs set-up close to each other in rows with a stage to form a theatre.
Classroom style: chairs set-up with desks in front of them and a stage set-up, typically accommodates fewer people than the theatre style.
U-Shape: chairs set-up around a U-shaped table.
Boardroom: chairs set-up around one large boardroom table.
As mentioned above, there are 4 breakaway rooms which are all highly adaptable and can be divided into smaller rooms of varying sizes to cater for different sized lectures and functions.
Our goal is to establish a fast, highly reliable, high capacity network for accessing the Internet through the full five days of the conference and within any part of the conference venue. No one should have to struggle to connect to a high speed Internet connection or be dropped from the network at any time during the conference.
To achieve this we have had a number of meetings with the preferred supplier of AV and networking services to the CTICC for setting up a dedicated, fast and reliable connection for a conference of Wikimania's size. Prosper IS has set-up a such networks for a number of events of Wikimania's size and network requirements at the CTICC before and have prepared a preliminary quote for the full 5 days of the event. As this is only a preliminary quote they had to take into account a broad range of eventualities that are still unknown to us; therefore, they have slightly overestimated the cost. They have assured us that there is a good chance that we will be able to negotiate discounts due to the large size of the event and a better sense of the requirements from the Wikimedia Foundation.
We have secured for the bid:
Main event: 50mb dedicated uncontested international DSL broadband connection (3 days)
Main event: High density wireless base stations for each of the main rooms (max 500 concurrent connections per station)
Includes 3 units (for a combined network connection capacity of 1 500 connections) in the main auditorium for the plenary events
Smaller standard size base stations for the small rooms.
For the Hackathon: 10mb dedicated uncontested international DSL broadband connection (full 5 days)
Full on-site IT Technical Support for the full 5 days: 2 technicians (full time)
Coffee shop—Start the day with a fresh brew at Coffee on the Square, situated on the ground floor in the main foyer of the CTICC. Deliciously
indulgent refreshments consisting of cakes, coffees, beverages and even light meals are available.
Foreign exchange bureau—For all personal foreign exchange transactions, Imali Express offers a hassle-free service to all delegates and visitors to the CTICC wishing to purchase or sell foreign currency, with competitive rates and friendly, helpful consultants on hand to assist you.
Business service centre—Since normal work doesn’t stop for everyone when organising, hosting or attending Wikimania, the business centre offers a number of business and secretarial services to keep people in touch with their business or clients. The business services available include: printing; photocopying; faxing; binding; laminating; typing; email and internet access; an international courier service; and even a short-term cell phone rental.
As is mentioned above the University of Cape Town (UCT) has been identified as a suitable alternative location to host Wikimania 2015. It is equally far and assessable from the airport as the CTICC. Venue costs are lower but they insist on a 15% event organising commission and us using UCT's event organisation company. The upside of this is that this will cover most/all organisation and management costs and functions. The downside, from an event management perspective, is their (relative to the CTICC) lack of experience and capacity at organising conferences.
With a seating capacity of 1,200 Jameson Hall is the ideal location for the plenary sessions at UCT. It is a very beautiful and historic venue hosting speakers such as US senator Robert F. Kennedy (1966) and US president Barack Obama (2013).
If we decide to use UCT then we will book the hall for the full 3 days of the event. Because of the building's age and design it will be necessary for us to setup our own AV and wifi at the venue. This is some thing that UCT has assured us they can and will do.
The Leslie Social Science Building is located roughly 150 meters away from Jameson Hall and 123 meters from the main UCT bus stop. It has 8 lecture theatres (roughly 150-400 seats each) and a similar number of smaller lecture theatres (50-100 seats). There are a number of classrooms in the building which can be used for a range of activities such as the hackaton. All the lecture theatres are connected to a main hall that can be used as a catering and meeting area.
All venues 6-7 breakaway rooms/lecture theatres catering hall storage rooms hackathon rooms
1910.19 / €
1398.58 / £
Cleaning and janitorial services Security Traffic Services
372.72 / €
272.89 / £
Costs above do not include VAT (14%), costs will likely be adjusted upwards by roughly 6% in 2015 to account for inflation. For all VAT costs Wikimedia ZA is currently beginning the process of getting VAT exempt status that, if we are successful, might allow us to write off VAT costs.