Wikimania 2016 bids/Esino Lario/Participants
Expected number of participants
We expect 700 participants at Wikimania Esino Lario and the event is designed for 1'000. At the moment, the events which have reached a larger number of participants have been Wikimania in English-speaking cities, including also daily registrations and occasional attendees. Having an event in English in a non English speaking countries has a specific impact on daily registrations and occasional attendees; we expect some people to pass-by (around 100 people who have a house in Esino Lario and 100 people for Milan area coming for the day), but Esino Lario is not a large city and – for how our event is conceived – the emphasis is on the people staying for the entire event and we are not focusing on occasional pass-by attendees.
A larger outreach program is designed through communication and with a specific series of presentations, meetings and training in Italian before and after the event; Wikimania is a great chance to provide visibility to the Wikimedia projects, but not all events and initaitves needs to take place during the conference week. Our plan is to take advantage of the Wikimania momentum to involve the territory and to reinforce the activities of Wikimedia Italia and Wikimedia CH.
It can be relevant to note that the planning of Wikimania Esino Lario has already allowed to establish links with Expo Milan 2015 (in the first months of planning we were considering organizing the event in 2015), and we had already meetings with provincial and regional public administrators, and with institutions and companies. We expect the implementation of the event to take full advantage of these contacts to foster communication of the Wikimedia projects and the implementation of the "before and after the event" program.
See also Wikimania/Target.
Hypothesis number of participants
|Estimated participants||Number||Lunch||Accommodation in Esino Lario||Accommodation Varenna (higher level 4 and 5 stars)||Pendular||Number of rides by bus if nobody among the pendular has a car||Possible car (and parking spots)|
|Organizers Wikimedia||100||100||100||Possible car||20|
|Organizers Esino Lario||100||50||House in Esino||Possible car||20|
|Organizers Extra||30||30||30||Possible car||6|
|Organizers from the territory||50||50||House in the area||50||Possible car||10|
|Attendees from Italy||50||50||40||10||10||Possible car||10|
|Wikimedia Chapters (board and staff)||100||100||100|
|Wikimedia Foundation (board, committee and staff)||100||100||77||23||23|
|Attendees from abroad (Europe + North America and Oceania). Including journalists.||80||80||70||10||10||Possible car|
|Researchers from Europe and US||40||40||30||10||10|
|Occasional visitors from Esino (conference days)||100||House in Esino||Possible car||20|
|Occasional visitors (conference days) - Including journalists from Milan and the territory, stakeholders||150||150||For the day||150||Possible car||30|
Hypothesis main interest of the participants
This hypothesis is only meant to have some references to plan flows (in participants possible numbers for pre-conference, conference and post-conference).
|Organizers (not included international)||Wikimedia, Esino Lario, Extra and from the territory||280||24%|
|Politics (board, staff, commitee)||Wikimedia Foundation, chapters and 30% of the scholarships||275||24%|
|Active contributors||Half of the attendees from Italy and from Europe and US; half of the scholarships||190||17%|
|General - potential newbies||Half of the attendees from Italy and from Europe and US; 20% of the scholarships; occasional visitors||365||32%|
Hypothesis provenance of the participants
This hypothesis is only meant to have some references to plan transport, visa and flows (in participants possible numbers for pre-conference, conference and post-conference). This hypothesis is based on the numbers above (with the assumption that participants in an event in Italy might be more numerous from Italy and Europe) and it is based on the estimates below (related to Wikimedia Chapters and scholarships).
|Estimated location of arrival and departure||Number||Percentage|
|Varenna (probably trains from CH, DE)||61||11%|
|Airport Orio al Serio||61||11%|
|Estimated provenance (necessary to plan transport)||Number||Percentage||Total of non local||Percentage of non local|
|North America and Oceania||190||17%||190||33%|
|Wikimedia Chapters (board, staff, further scholarships) - Excluding Italy||Number||Percentage|
|North America and Oceania||5||5%|
All participants have been to be registered. Registrations allowed us to collect information about the participants before the event, to manage special needs (food, accommodation), to provide all participants with a personal insurance and to count the participants.
We organized registration in a series of tickets including lunches, dinner and accommodation.
For the on-site registration was managed at the Ex-Albergo Italia in Piazza Italia.
The on site registration process
On site registration for Wikimania Esino Lario was specifically challenging since it included for 440 beds also the check in for the accommodation and the copy of documents requested by the Italian law for all accommodation.
|Wikimedia Commons has media related to:|
Category:Wikimania 2016 Registration
Italy is part of the Schengen area, which has a uniform visa policy: requirements can be strict but most Wikimania attendees will need no visa, or enjoy visa facilitation. Rejection rate for Schengen short-stay visa is is less than 5 % and as little as 1 % for many countries: EU and Italy have good relations with almost all the countries in the world; in particular for Italy Middle East, Northern Africa and the Balkans, all countries quite poorly "served" by Wikimanias after Alexandria 2008.
Citizens of 73 countries will not need to worry about visa, making Wikimania Esino Lario the second most internationals-friendly Wikimania ever! You can easily check the requirements for your country, if any, with the Ministry's Do you need a visa? tool.
Free access (Schengen area)
- Czech republic
European Union free movement (non-Schengen countries)
- French territories of French Guyana, Guadeloupe, Martinique, Réunion, Mayotte, Saint Barthélemy and Saint Martin
- United Kingdom
- Albania (+visa facilitations)
- Bosnia and Herzegovina (+visa facilitations)
- Brunei Darussalam
- Costa Rica
- El Salvador
- Former Yugoslav Republic of Macedonia (+visa facilitations)
- Hong Kong SAR
- Macao SAR
- New Zealand
- Republic of Korea (South Korea)
- Saint Kitts and Nevis
- Serbia (+visa facilitations)
- United Arab Emirates
- United States of America
- Cape Verde
Visa procedures for Wikimania Esino Lario attendees will be managed by the staff of Wikimedia Italia. The staff has previous experience in managing visa requests for the Wikimedia Conference organized in 2013 in Milan; for this event the majority of the visa procedures were successfully managed; difficulties emerged for participants coming from the Philippines and Indonesia. To make sure all participants can apply for visa with the necessary support we set a proper timeline and the partnerships with Wikimedia CH will allow us to relay also on another country' procedures for visa requests, in case Italy presents a more difficult situation.
Excursions in Switzerland
For participants coming from outside the Schengen area, to be able to make an excursion in Switzerland it is necessary that the visa is "Valid for Schengen area" (not a visa valid only for Italy). Please make sure to specify it when you make the visa request.
Cost for participants
We have created a series of flat rates for the conference and pre-conference. Please review the registration rates on Wikimania 2016 website.
The concept of Wikimania Esino Lario is that attending the talks, the discussions and all the events is free of charge. Nevertheless we had to create a cheap flat rate (we set 20 euro for 1-3 days and 35 euro for 5 days) necessary to register the participants in order to manage issues related to insurance for civil liability, connectivity and safety and security; we included in the rate the t-shirt, the programme and for the 5 days the welcome bag.
Compared to the initial estimated costs, we decided to increase the quota for the accommodation to allow us to manage all together the beds available in Esino Lario (in apartments, dorms and hotel). Differently from other Wikimania, we created a registration cost which also includes dinner, to allow scholarship recipients to have all costs covered; the cost of dinner and such was increased in May 2015 according to the suggestions provided by Ellie Young and Garfield Byrd during the Wikimedia Foundation site-visit. We separated the transport from and to the airport to allow people to select it or not and we have calculated the registration also by including the cost of the t-shirts and welcome beg.
Scholarships and guests
International scholarships will be managed as usual by the Scholarship Committee and the WMF. We have drafted a proposal to contribute to the brainstorming on how to improve the scholarship system for Wikimania.
Italian volunteers and guests
|Expense||Number||Days||Cost/Unit||Total in euro||Total in dollars|
|Insurence for the volunteers||200||€ 10,00||€ 2.000,00||$ 2.744,98|
|Travel expenses volunteers||50||€ 50,00||€ 2.500,00||$ 3.431,23|
|Travel expenses volunteers||50||€ 100,00||€ 5.000,00||$ 6.862,45|
|Accommodation and food||50||9||€ 50,00||€ 22.500,00||$ 30.881,03|
|Accommodation and food||50||5||€ 50,00||€ 12.500,00||$ 17.156,13|
|Lunch for volunteer resident||50||8||€ 10,00||€ 4.000,00||$ 5.489,96|
|Lunch for guests (companies, workers, stakeholders)||11||€ 16,00||€ 166,00||$ 227,83|
|Insurence for guests (companies, workers, stakeholders)||150||€ 10,00||€ 1.500,00||$ 2.058,74|
|Welcome bag and thank you t-shirt for volunteers||200||€ 5,00||€ 1.000,00||$ 1.372,49|
|Total amount planned in the estimated costs||€ 51.166,00||$ 70.224,82|
|Currency||€ 1,00||$ 1,37|
Volunteers will be invited to support the event through their associations, among those: wikimedia chapters (in particular Wikimedia Italia and Wikimedia CH), associations in Esino Lario (Pro Loco, Alpini, Soccorso Val d'Esino, CAI, group of teachers, Amici del Museo delle Grigne), networks of local associations (in particular Pro Loco and Alpini), like-minded associations and groups (Creative Commons, Open Street Map - which in Italy is already linked to Wikimedia Italia, Linux groups and other open software and open knowledge groups and associations). We are also exploring the possibility of involving the association STS Italia - Società Italiana di Studi su Scienza e Tecnologia (Italian society of studies on science and technology), which is an association of researchers which could also contribute to the evaluation of Wikimania Esino Lario.
- Legislation summary.
- Visa statistics (2012) for the 2023 Schengen consulates of the world: in one third of cases rejection is less than 1 % and in half of cases less than 3 %.
- Wikimania London was out of reach even for some Europeans who enjoy visa free access to Italy: contrary to popular belief, citizens of Europe were not necessarily favoured by nearby locations. For instance, 60 % of Serbian attendees had visa rejected by UK; while in 2012 Italian consulates were (together with Switzerland's) the consulates with lower percentage of rejected short-stay visa for Iranians among the countries with over 5 thousands visas issued in Iran; and granted 100 % short-stay visas asked in Serbia.
- Based on the visa information pages of previous editions, which however didn't provide stats for visa rejection. The 170 visa countries record of Hong Kong is hard to match. The United Kingdom is not part of Schengen; Frankfurt and Gdańsk of course were, but EU negotiators have not stopped working since then!
- Please note that the difficulties were not related to a mismanagement of the procedure but to a refusal of the requests.
- Ilario Valdelli has checked by calling the offices of the Swiss customs.