Wikimania 2016 bids/Esino Lario/Feasibility study

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Esino Lario - banner 01.jpg

Before proposing Esino Lario as a possible location for Wikimania, we worked on a feasibility study to identify opportunities, challenges, resources, needs, risks, and if those risks are manageable. The feasibility study is our self-evaluation; the result of the feasibility study is our proposal, framed within a project structure (please refer to the identification of objectives, activities and evaluation system), and a timeline of tasks already accomplished and planned. The feasibility study and our proposal is based on a review of the documentation shared by the organizers of Wikimania previous editions (references).

Context analysis[edit]

SWOT Analysis[edit]

Strengths Weaknesses
  • Strong existing links with the territory.
  • Sense of community.
  • Green area, municipality entirely in the Grigna Park and family-friendly venue (children-care and activities for children).
  • The venue would be Esino Lario (use of different sites within the centre, all Esino Lario involved).
  • Walking distance from the different conference rooms and the accommodation (private flats and dorms).
  • Availability of accommodation (private flats and dorms).
  • Other accommodation available < 10--30 minutes car ride.
  • Traditional presence of volunteers and numerous associations.
  • Traditional use of the commons.
  • Use of open licenses by local organizations since 2006 and synergy with the Wikimedia projects.
  • Possible synergy with adjacent municipalities.
  • New municipal administration in 2014; the municipality will bring together Esino Lario, Perledo, Varenna and Lierna.
  • Experience of Wikimedia Italia in organizing the Wikimedia conference 2013 in Milan.
  • Experience of the team (both people in Esino Lario and Wikimedia Italia) in organizing conferences and attending Wikimania.
  • In 2015 Expo in Milan.
  • Access to the Internet with ADSL.
  • Children programs during the period (kindergarden, green week and sport week).
  • Excursions, workshops and events already organized by the Grigna Park and local associations.
  • Public transport (train + bus from Milan); busses from Varenna to Esino Lario wait for the train; public transport can be enhanced (it is something the city council already does).
  • Esino Lario owns a series of contemporary artworks (among which a 6-meters theremin which was used for a performance) and has organized cutting-edge contemporary art events. Networks with artists.
  • Extremely wide availability of outdoor space.
  • Esino Lario is located just above Lake Como and it is part of its territory and of the Grigna Park. It is a touristic area renewed for its natural landscape, its villas and botanical gardens, with opportunities of visits and excursions.
  • Esino Lario is 1h 40 minutes from Milan with public transport from Milano Centrale and it is served by the airports of Milano Malpensa, Milano Linate and Milano Orio al Serio.
  • Public transport within the centre is not necessary (walking distances between venues and between the majority of the accommodation and the venues).
  • The week 22-29 June 2015 is the ideal week to organize Wikimania; schools are closed and it is not the most intense touristic period (flats and locations available); every year in July Varenna hosts a major conference of physics in Villa Monastero and in August the majority of the apartments are rented.
  • Esino is connected with electricity both from Varenna and Valsassina; this means that has a circular system which allows an increase in supply without specific problems.
  • Uneven quality of accommodations.
  • In Esino Lario the top hotel has 3 stars (over 5).
  • Internet access needs to be improved to respond to the conference needs.
  • Data needs to be collected related to venues, accommodation and services.
  • At the moment the maintenance of buildings needs to be improved.
  • There is no general use and strategic plan on how to use buildings.
  • Information on the Wikimedia projects related to this territory is uneven.
  • Around 1,30-2,00 hours from Milan.
  • Around 2,00-2,30 hours from Milan Malpensa airport.
  • No large auditorium for 1'000 people available in Esino Lario.
  • Access to wheelchairs needs to be considered and to be improved.
  • Walking distance between venues and accommodation, but accessibility for wheelchairs and for people with difficulties in walking needs to be considered (climbs and descents).
  • The week 22-29 June 2015 is during Ramadan (18 June-17 July 2015); also in 2016 the same period will be Ramadan (6 June-5 July 2016) and also in 2017 (27 May-25 June 2017).
Opportunities Threats
  • Organizing Wikimania in Esino Lario is a new proposal for Wikimania (format, concept, typology of location, sustainability of the project, impact on a territory).
  • The different kind of conference spaces allow to think about a different pertinent format for the sessions. Synergy between space, atmosphere, target, interactivity and content.
  • The location allows and requires to adapt the conference to the location. This is a specific opportunity to rethink the Wikimania format.
  • The complexity of the organization and the plan triggers the community in imagining and finding new proposals and solutions; in focusing on what is essential, what can be done differently, what has already be tested elsewhere.
  • The location in Esino Lario allows to bring the community together in proximity and to provide Wikimania an atmosphere of gathering rather than an atmosphere of academic conference.
  • Wikimania in Esino Lario can produce a strong impact on a territory and can produce a specific and relevant atmosphere to support the collaborative work of our movement.
  • The experience in Esino Lario can be used as a pilot project for other conferences and Wikimedia events.
  • 2015. The 11th edition of Wikimania in Esino Lario would represent a symbolic turning point for the Wikimania format. Esino Lario would clearly represent a change in scale and approach just after Washington DC, Hong Kong and London; the shift would be very evident and innovative. A 2-years work motivates the volunteers and allows them to concentrate on the organization and to not get lost. In the same period Milan hosts the Expo; this can provide an interesting opportunity for the community to attend a major event, it can contribute to the Expo programme and it can facilitate access to fundings.
  • The conference is linked to current projects related to Wikimedia and the Alps.
  • Childcare can be organized (and needs to be organized since already two of the promoters have children and they really need it). Since 2008 Esino Lario has been at the center of the project Esino Lario a misura di bambini ("Esino Lario child-friendly") with services and tags for children and families.
  • Possibility of organizing performances for the parties: for example the performance with the six-meters theremin activated by a falcon by Invernomuto and a concert-performance of the artist and composer Roberto Paci Dalò. Existing contacts with artists.
  • Better documenting Esino Lario and its territory for the preparation of the bid, for Wikimania and during Wikimania (Wikipedia, Wikimedia Commons, Wikivoyage in English and Italian).
  • Possibility of excursions and sightseeing in the area (Lake Como, Grigna Park but also Milan expo 2015, Milan, Bergamo, Valtellina, Ticino in Switzerland).
  • Wikimania 2015 would be located again in Europe.
  • The organization of a large-scale event in Esino Lario requires the involvement of a large number of institutions.
  • To make it really valuable, the organization of Wikimania in Esino Lario needs to produce a long-term impact on the territory.
  • People wonder why selecting Esino Lario and where Esino Lario is. There is a general bias that what you do not already know does not exist or it is not worth knowing. The relevance of the project, of the proposal and of the location needs to be explained and made clear. Stakeholders need to be involved and we need testimonials bringing people into the idea.
  • Wikimania needs to be inscribed in a larger program of activities and initiatives. This requires additional work.
  • The objective of the bid is not give the image of a no-men-land where Wikimania flag will be posit, but rather the bid questions issues of center and periphery and wants to contribute to overcome them (as Wikipedia and the Wikimedia projects already do). The entire process is based on respect and on building a fruitful collaboration between people who are already in the movement and people who will join it.
  • The location of Wikimania in Esino Lario benefits from the proximity, reputation and beauty of Lake Como area, but since the event is centered around Esino Lario we can not and we should not tap on Lake Como name and reputation. First of all because we are not centering the arguments of our bid on the beauty of the place but on the different concept; second because – even if the place is really in Lake Como territory and the accommodation will be also provided in the municipalities on Lake Como – we do not want to create the expectation that the conference will take place on the shores of the lake.
  • 2016. 3 years would allow a longer planning but the event would be less symbolic and it would require more work to keep volunteers focussed on it: we would probably need to re-recruit volunteers. The heavy work necessary for the complex planning makes it extremely hard to re-plan again the bid: we are not just looking for an already existing conference venue, asking for the price and using it; we are actually planning and building the conference by planning and building a specific work on a territory, with bid, local fund-raising at the same time of the bid, involvement of people and institutions, detailed risk management, general planning for structures owned by different people and institutions.
  • It can rain.
  • The complexity of the location requires an extremely detailed planning. Feasibility needs to be demonstrated, the proposal needs to be specific, it needs to answer all questions, to take into consideration risks and to prose solutions. The portraits of the kind of Wikimania Esino Lario can host need to be sincere and to explain "this is how we can do it in Esino Lario". This will provide all elements for the jury to take a decision, but – in case of a selection – it will allow people to know what kind of event they will attend, to get ready for it and to enjoy it.

Media[edit]

Instant book. One of the communication template of TOI Things of Internet designed by Antonio Scarponi for Esino Lario to create 8-pages small books georeferenciated and made of simple recycled A4 paper.
Making instant books.
WikiTV at Wikimania Washington DC.
Wikimania London.
Wikimania London.

Target and communication tools[edit]

Target Objective Tools
Working team
  • Coordinating the work to plan and implement Wikimania Esino Lario.
  • Making sure that people can access information both in Italian (national team) and English (international team).
  • Making sure every person involved is welcomed and knows how he/she can contribute to.

Please note that the working team is made of all people working on the organization of Wikimania, regardless of where they are based.

  • Wikimania Esino Lario bid - working and coordination pages on meta (English and Italian)
  • Wikimania Team wiki,
  • Mailing list for the group and for specific working groups: wikimania-l (general), wikimania-planning-l, wikimania-program, wikimania-scholarships, wikimania-core , internal-l for collaboration with various Wikimedia insiders
  • Description of the team, objectives and tasks of each group
  • Contacts with Ellie Young and the Committees
  • Planning meetings
  • Mailing list in Italian esinolario at wikimedia.it
  • Visits to Esino Lario
  • Documentation shared and updated (management tools, road book)
  • Specific registration for the working team
People involved in Wikimania at an international level
  • Making sure we take full advantage of the experience of people linked to Wikimania-Wikimedia.
  • Making sure the working team is open to the contribution of all people interested in supporting the organization of Wikimania.
  • Communicating broad issues related to Wikimania to the community interested in the event and in the future of the event.
  • Please refer also to the working team.
  • wikimania-l
  • Wikimania Esino Lario bid - presentation of the proposal
  • Exchange with the jury and answers to their comments
Wikimedia community in Italy and like-minded organizations
  • Inviting them to participate in Wikimania.
  • Inviting them to contribute to Wikimania as volunteers.
  • Providing information about the Wikimedia movement and in which ways they can contribute to it (online and offline).
  • CentralNotice
  • Media (local, national and international)
  • Scholarships
Wikimedia community in Switzerland and like-minded organizations
  • Inviting them to participate in Wikimania.
  • Inviting them to contribute to Wikimania as volunteers.
  • Providing information about the Wikimedia movement and in which ways they can contribute to it (online and offline).
Members of Wikimedia Italia
  • Inviting them to participate in Wikimania.
  • Inviting them to contribute to Wikimania as volunteers.
  • Wikimedia Italia mailing list
  • Wikimedia Italia newsletter
  • Wikimedia Italia website and social networks
  • Decision of the board and of the general assembly
  • Scholarships
  • General assembly of Wikimedia Italia (to inform, update and collect feedback)
Members of Wikimedia Switzerland
  • Inviting them to participate in Wikimania.
  • Inviting them to contribute to Wikimania as volunteers.
  • Wikimedia CH mailing list
  • Wikimedia CH website and social networks
  • Wikimedia CH member wiki (internal website)
  • Decision of the board
  • Scholarships
  • General assembly of Wikimedia CH (to inform, update and collect feedback)
  • Scholarships
Potential attendees from all-over the world
  • Inviting them to participate in Wikimania.
  • Providing information about the Wikimedia movement and in which ways they can contribute to it (online and offline).
  • Specific website wikimania20xx.wikimedia.org (presentation of the event and overview)
  • Replies to comments on the website.
  • CentralNotice
  • OTRS
  • Media
  • Scholarships
Attendees (communication before, during and after the event).
  • Providing practical information about the event and support to attend and enjoying it (before and during the event).
  • Providing information and documentation about the event (videos, photos, feedback).
  • Collecting feedback.
  • Specific website wikimania20xx.wikimedia.org (practical information)
  • Replies to comments on the website.
  • OTRS
  • Scholarships
  • Support for the visa procedures
  • email to the attendees before arrival (to remind them where to find everything)
  • Emergency number
  • People involved in the organization who both know Italian and English (and other languages)
  • Information desk
  • Welcome begs
  • Paper booklet
  • Badge
  • Announcements during the conference
  • Signs on rooms and around the locations (urban signage)
  • Moderators for each session
  • Recording or video recording short description of the results of working sessions (trainings, workshops, discussions).
Media and press
  • Providing a presentation of the event (texts, information, images, news and updates).
  • Supporting the participation of media and press in the event (practical information, a specific space for interviews, registration, support in organizing interviews).
  • Press kit
  • Press contacts (local, national - Italy and Switzerland - and international)
  • Answers to media requests
  • Press conference
  • Specific registration for the press
  • Press office (news, updates, information, images, texts, support in organizing interviews) - Documentation in Italian and English
  • Space for interviews
Stakeholders
  • Providing reports and documentation which allows to evaluate the project (correspondence between the project and the results, definition of outcomes and metrics, documentation with data and photos)
  • Supporting stakeholders in attending the event.
  • Crediting correctly the support and engagement of stakeholders.
  • Sponsor kit
  • Credits and logos (according to trademarks and stakeholders-partners requests)
  • Request of support letters
  • Application forms and communication specifically designed for each stakeholder
  • Reports (narrative and financial) according to the guidelines of each stakeholders
  • Contact person for stakeholders.
  • Specific registration for the stakeholders
  • Press coverage (local, national and international)
  • Evaluation
Legacy
  • Making sure the event is documented and its documentation to people who attended it or didn't.
  • Making sure guidelines and documentation related to the experience is documented to allow others to replicate or build upon the experience.
  • Documentation about the process.
  • Press coverage
  • Recording or video recording short description of the results of working sessions (trainings, workshops, discussions).
  • Video recording of presentations.
  • Photos of the events.
  • Upload of the video recordings
  • Upload of photos of the event
  • Conference "post-mortem"
  • Collecting attendees feedback
  • A representative of the team will join the Wikimedia team the year after.
Local media[edit]

Relationships with local media are important to inform about Wikipedia and the Wikimedia projects, to provide people of the territory a calendar of events and presentations related to Wikipedia/Wikimedia and to involve volunteers in contributing to the Wikimedia projects and in supporting the organization of Wikimania. Local media are also essential to involve potential local sponsors: Lake Como area and Valsassina are not only touristic area, but they also have a lively industrial production and some national-size companies.

Name Type Language Level of Wikipedia-issues Coverage Website
La Provincia di Lecco local newspaper Italian almost none http://www.laprovinciadilecco.it
Giornale di Lecco local newspaper Italian almost none http://www.giornaledilecco.it
La Provincia di Sondrio local newspaper Italian almost none http://www.laprovinciadisondrio.it
Giornale del Popolo (Ticino) local newspaper Italian almost none http://www.gdp.ch
Il Giornale del Ticino local newspaper Italian almost none http://www.giornaledelticino.ch
Il Corriere del Ticino local newspaper Italian almost none http://www.cdt.ch
Lago di Como - lakecomo.it Online information website Italian and English almost none http://www.lakecomo.it/en
Terra di laghi (Italy and Ticino) Online information website Italian none http://www.terradilaghi.com
Il Lago di Como Orientale (Oriental side of Lake Como) Online information website Italian, English, German none http://www.larioorientale.eu
VAOL.IT - Quotidiano online della Valtellina, Valchiavenna, Lago di Lecco e Como Online information website Italian almost none http://www.vaol.it/it/
Valsassina News Online information website Italian almost none http://www.valsassinanews.com
National media[edit]

National media have been already involved in the communication of Wiki Loves Monuments in Italy. Relationships with national media are important to inform the Italian bid and eventually Wikimania in Italy, to recruit volunteers in contributing to the Wikimedia projects and in supporting the organization of Wikimania, and to target national sponsors.

Name Type Language Level of Wikipedia-issues Coverage Website
ANSA Press information / news Italian http://www.ansa.it
Corriere della Sera national newspaper Italian
La Repubblica national newspaper Italian
Il Sole 24 Ore (with Nova - technological focussed paper and Cultura - cultural pages on sunday) national newspaper Italian
La Stampa national newspaper Italian
Radio 3 (cultural programmes; in particular Fahrenheit does direct recordings/interviews during events; Radio 3 Mondo) radio Italian http://www.radio3.rai.it
Radio 2 (entertainment programs; in particular Caterpillar) radio Italian http://www.radio2.rai.it
RSI Radio Svizzera Italiana radio Italian http://www.rsi.ch/home.html
International media[edit]

For local and national media relationships the focus is both on Italy and Switzerland. Other international media are involved in collaboration with Wikimedia Foundation (review press kits and contact management). The relationship with international media taps on current links and contacts and it focuses on the theme of Wikimania which in Esino Lario goes green and sustainable.

Stakeholders[edit]

Stakeholder Interest Resources Possible benefit
Wikimedia movement
  • Getting together.
  • Collaborate.
  • Having time to develop projects further.
  • Comfortable, enjoyable and affordable experience.
  • Interest and commitment in the Wikimedia projects and open content.
  • Involvement in the organization and participation in the event.
  • Decision related to Wikimania and volunteer support to it.
  • A new format for Wikimania. A change, innovation and challenge.
  • An event focused on the community, human-scale (versus the urban-scale), inevitable proximity and collaborative atmosphere.
  • An affordable event; enjoyable landscape, attractive Lake Como; possibility to visit Expo Milan 2015; proximity to Milan, Lombardy Region and Switzerland.
Wikimania Jury
  • Selecting the best location for Wikimania.
  • Checking feasibility and affordability.
  • Meeting the bid criteria and come to consensus (does the 5th pillar can be taken into consideration?)
  • Reviews the bid criteria.
  • Considers options, evaluates and takes the decision.
  • Involves members who have previous experience in organizing Wikimania, have attended many Wikimania and are actively involved in the movement.
  • Makes questions to investigate all aspects of the organization, logistics and challenges which can be used to further develop the proposal.
  • Contributes to produce a more detailed proposal and verifies information.
  • Supporting a new idea.
  • Experimenting a different format for Wikimania which can open the way to new working directions and which can contribute to ideas and proposal for Wikimania beyond this event.
  • Ensuring that movement resources are used to concretely advance the Wikimedia mission, not just for a party for wikimedians at the expense of donors.
Previous organizers of Wikimania
  • Active in the Wikimedia movement.
  • Experience.
  • Hints.
  • Ideas and proposals to implement Wikimania.
  • Possibility of sharing invoices, purchase orders, documents very valuable to reduce work and getting a sense of reasonable choices.
  • Making sure Wikimania relies on their experience.
  • Making sure the projects builds up and do not waste their work.
Wikimedia Italia
  • Supporting free knowledge and the Wikimedia projects in particular in Italy.
  • Long-term collaborations and impact on open knowledge in Italy.
  • Support to its volunteers and the Wikimedia movement.
  • Experience in managing a conference in Italy.
  • Chapter engaged and active in the Wikimania movement at an international level.
  • Good relationships with like-minded organizations, some very relevant potential sponsors, public administrations and cultural institutions in Italy.
  • Good press contacts.
  • Wikimania in Italy.
  • Reinforcement of the relationships with like-minded organizations, public administrations and cultural institutions in Italy.
  • Relevant opportunity for Wikimedia Italy members to attend the gathering and experience for the volunteers involved.
  • Strengthening the communication of Wikimedia Italia with its direct role in hosting Wikimania and the Wikimedia movement.
  • Wikimedia Italia would be the promoter of the initiative.
Esino Lario city council
  • Supporting the territory and the community.
  • Showing their commitment and great results.
  • Improving the quality of life of the people living in Esino Lario.
  • Facilitating tourism.
  • Fostering a positive reputation of Esino Lario.
  • Supporting the organizations of events.
  • Coordinating the work of associations and volunteers.
  • Ownerships of a series of buildings and open spaces.
  • Tourist office and support in renting flats already active.
  • The administration is made of volunteers committed to support the territory and the community.
  • People with different skills, networks and roles within the territory.
  • Access to maps and documents.
  • Increased visibility for Esino Lario and the name of Esino Lario associated to Wikipedia and what the Wikimedia movement represents (technology, collaborative work, knowledge, innovation).
  • Relevant use of public buildings and spaces.
  • Improvement of public buildings used for the community.
  • The City Council could be co-promoter of the event.
Ecomuseo delle Grigne (with associations and operators of Esino Lario)
  • Preserve, document and foster the territorial cultural heritage, intangible heritage and landscape.
  • Active involvement of the community.
  • Quality of life.
  • Knowledge of the territory.
  • Wide team of heterogeneous people with different skills, networks and roles within the territory.
  • Experience in organizing conferences and events (not only in Esino Lario).
  • Active engagement in the production of the event.
  • The success of being part of creating an ambitious project.
  • The pride of hosting an international conference related to technology, collaborative work, knowledge, innovation.
  • The experience of working together as a community and as part of the Wikimedia movement.
  • The involvement of your people.
  • Increased visibility for Esino Lario and the name of Esino Lario associated to Wikipedia and what the Wikimedia movement represents.
  • The Ecomuseo delle Grigne would be co-promoter of the event.
Varenna city council
  • The municipalities of Esino Lario, Varenna, Lierna and Perledo are becoming one municipality.
  • Existing synergy with Esino Lario.
  • International conference site (important conferences about physics and public administration).
  • Villa Cipressi (located in Varenna and mainly owned by the city council).
  • Villa Monastero (located in Varenna, owned by Provincia di Lecco).
  • Accommodation.
  • Railway station (asking if the space can host a welcome room, space where to storage luggage while visiting Varenna; and a WIP – Wikimedian important people – room).
  • Tourist and information office.
  • Being part of the event and its communication.
  • Hosting part of the guests.
Perledo city council
  • The municipalities of Esino Lario, Varenna, Lierna and Perledo are becoming one municipality.
  • Existing synergy with Esino Lario.
  • Accommodation.
  • Being part of the event and its communication.
  • Hosting part of the guests.
Lierna city council
  • The municipalities of Esino Lario, Varenna, Lierna and Perledo are becoming one municipality.
  • Existing synergy with Esino Lario.
  • Accommodation.
  • Being part of the event and its communication.
  • Hosting part of the guests.
Regione Lombardia
  • Esino Lario is located in Regione Lombardia.
  • It is organizing in 2015 the Expo in Milan.
  • It has a strategic touristic focus for Lake Como.
  • The Ecomuseo delle Grigne is an ecomuseum recognized by Regione Lombardia.
  • Possible financial support.
  • Possible support to improve tourist receptivity and public buildings.
  • Support to its territorial development.
  • Richer programme for Expo Milan 2015.
Provincia di Lecco
  • Esino Lario is located in the Province of Lecco.
  • They manage the networks in the Province of Lecco (libraries, museums...).
  • They support the local transport in the province.
  • They own Villa Monastero in Varenna and other sites.
  • They have access to data and expertise in events.
  • Existing synergy with Esino Lario. The Province of Lecco was one of the main partners of the project "Vestire i paesaggi".
  • Villa Monastero in Varenna is owned by the Province of Lecco.
Comunità Montana della Valsassina, Valvarrone, Val d'Esino e Riviera
  • Esino Lario is a member of the Comunità Montana della Valsassina, Valvarrone, Val d'Esino e Riviera.
  • The Comunità Montana della Valsassina, Valvarrone, Val d'Esino e Riviera coordinates the activities of the Parco Regionale della Grigna Settentrionale.
  • They coordinate a network of municipalities and territories.
  • They have experience in events and logistics. They can support us in making the plan and checking its feasibility.
  • They manage the Parco Regionale della Grigna Settentrionale.
  • They have links with experts, local organizations and companies.
  • Existing synergy with Esino Lario.
  • Support to a municipality of the Comunità montana and its territorial development.
  • Supporting the territorial development of their area.
Parco Regionale della Grigna Settentrionale
  • Parco Regionale della Grigna Settentrionale is a regional park.
  • Esino Lario is the only municipality located entirely in the Parco Regionale della Grigna Settentrionale.
  • It is coordinated by the Comunità Montana della Valsassina, Valvarrone, Val d'Esino e Riviera.
  • Organization of excursions.
  • Organization of workshops for children.
  • Support to a municipality of the park and its territorial development.
  • Supporting the territorial development of their area.
  • Larger audience of the park activities and programmes.
  • Being part of the event and its communication.
Fondazione Cariplo
  • Support to cultural and territorial projects.
  • Specifically interest in territorial development created with partnerships.
  • Philanthropic organization.
  • Co-fundings (around 50%).
Fondazione della Provincia di Lecco
  • Support to volunteer organizations mainly in the Province of Lecco.
  • Support to services (social and community welfare).
  • Philanthropic organization.
  • Co-fundings (50-70%).
  • Participation in a larger project.
  • Consistency in the support to Esino Lario.
  • Support to a project that is both social and cultural, with an innovative approach.
Rockefeller Foundation (Bellagio Center)
  • Focus on Revalue Ecosystems (global vision and impact).
  • Support to international gathering capable of triggering policy and decision making.
  • Digital jobs Africa
  • Hosting international conferences and scholars at the Rockefeller Foundation Center.
  • Supporting conferences related to the programs of the Rockefeller Foundation Center.
  • Rockefeller Foundation Bellagio Center.
  • Support to projects/conferences related to the Rockefeller Foundation program.
  • Prestigious and beautiful site on Lake Como just in front of Varenna-Esino Lario.
  • Conference space for around 23 people (meals and accommodation supported by the Rockefeller Foundation).
  • In case of guests coming from the so-called Global South it is possible to apply for fundings to cover their travel expenses).
  • Support to an initiative that is in the area of Bellagio but international in its vision. Letter of support of the Rockefeller Foundation Bellagio Center.
  • Interest in pilot projects that can be replicated globally.
  • A conference could be proposed (related for example to the use of ICT in small isolated area).
  • It is possible to apply for a more specialistic international conference hosted at the Rockefeller Foundation Bellagio Center, but it needs to be a specific project for only 23 people.
  • Extending our program of activities with an international and global conference on a specific theme.
  • The guests of the specialistic international conference hosted at the Rockefeller Foundation Bellagio Center could attend Wikimania (an opportunity to invite other relevant international thinkers) but this is not a normal procedure for Rockefeller Foundation Bellagio Center conferences (it is necessary to check if it is possible).
Wikimedia CH
  • Supporting projects and initiatives in Switzerland.
  • Interest and experience in supporting broader and international projects.
  • Program and activities related to the Alps.
  • Esino Lario is close to Lugano.
  • Possible involvement in organizing the conference.
  • Synergy in particular with Ticino.
  • Co-organization of Wikimania.
  • Synergy with activities related to the Alps.
  • Event very close to Switzerland.
  • Nice new collaboration between two chapters in organizing Wikimania.
Wikimedia Foundation 5-year strategic priorities of
  • stabilize infrastructures
  • increase participation
  • Improve content quality
  • increase reach
  • encourage innovation (including organize meetings and events and "create community spaces dedicated to the exploration of new ideas")
  • Financial support to Wikimania.
  • Helping in organizing the event.
  • Helping the planning team secure sponsorships.
  • Support in activating its network of institutions and potential sponsors (?).
  • Contributing to the organization of the event (suggestions, remarks, communication).
  • Participating in the event.
  • Opportunity to meet with Wikimedia Foundation staff for the conference planning team, after being awarded the bid (before meeting them, get a clear idea of what you want from the staff).
  • Experimenting a new format for Wikimania which could open a new working approach for conferences and events.
  • Showing that the impact of the event is beneficial also for a territory and goes beyond the event on the middle and long-term.
  • The organization of Wikimania contributes to articles, images and georefericated data of the territory (this is the approach we are currently using with also planned event in the territory).
  • Several women in the organizational team; enjoying Lake Como; the proximity to George Clooney :).
Creative Commons Italia
  • Supporting free knowledge in particular in Italy.
  • Focus on open government and open data.
  • Like-minded organization.
  • Supporting pilot initiatives which can be replicated in Italy.
  • Involving volunteers in presentations and in "telling about CC licenses".
  • Member of the international Creative Commons network.
  • Network of lawyers and experts.
  • Possibility of involving them in training sessions.
  • Technical support related to licenses, suggestions, ideas for the conference program.
  • Involvement in the project.
  • Synergy with Wikimedia (already established and with good results)
  • Creative Commons Italia partner of the conference.
Interreg programme
  • European grant programme (new programme 2014).
  • Supporting transnational projects related to the Alps.
  • Emphasis on tourism, development of mountain territories and on access to digital resources and connectivity.
  • Financial support.
  • Project application in partnership with different countries.
  • They are already supporting the project The Alps on Wikipedia.
  • Develop further content on the Alps, documenting what has been already produced in the frame of the programme and synergy between countries.
Alpine Space Programme
  • European grant programme (new programme 2014).
  • Supporting transnational projects related to the Alps.
  • Emphasis on access to digital resources and connectivity in mountain territories.
  • Pilot projects.
  • Financial support.
  • Project application in partnership with different countries.
  • Develop content on the Alps, documenting what has been already produced in the frame of the programme and synergy between countries.
Politecnico di Milano - Polo di Lecco
  • Based in Lecco.
  • Faculty of Engineering.
  • Projects in the territory.
  • Students and potential volunteers.
  • Students and teachers who might contribute to Wikipedia and the Wikimedia projects.
  • Presentation related to Wikipedia and the Wikimedia projects.
  • Upload on the Wikimedia projects of background documentation related to their projects/research areas.
Camera di Commercio di Lecco
  • Supports operators/companies in Lecco area.
  • Possibile financial support.
  • Links with local networks.
  • Partner or supporter of the conference.
  • Associating their work to Wikipedia, technology and innovation.
Camera di Commercio di Milano
  • Supports operators/companies in Milan area.
  • It has supported innovative projects such as Meet the Media Guru in Milan.
  • Possibile financial support.
  • Links with local networks.
  • Partner or supporter of the conference.
  • Associating their work to Wikipedia, technology and innovation.
Camera di Commercio di Como
  • Supports operators/companies in Como area.
  • Possibile financial support.
  • Links with local networks.
  • Partner or supporter of the conference.
  • Associating their work to Wikipedia, technology and innovation.
Sistema bibliotecario della Provincia di Lecco (network of libraries)
  • Network of libraries and librarians.
  • Promotes cultural initiatives.
  • Good system to involve local GLAMs.
  • Good system to disseminate information.
  • Possibile involvement of librarians and library in activities related to Wikipedia and the Wikimedia projects.
  • Enriching its cultural programme.
  • New skills for librarians and the audience of libraries.
  • Partnership with Wikimania in developing territorial activities.
Sistema museale della Provincia di Lecco (network of museums)
  • Network of local museums.
  • Promotes cultural initiatives and publications.
  • Good system to involve local GLAMs.
  • Possibile involvement of museums in activities related to Wikipedia and the Wikimedia projects (promoting Wiki Loves Monuments).
  • Enriching its cultural programme.
  • New skills for people working in museums.
  • Contribution to Wikipedia and the Wikimedia projects with their content.
  • Partnership with Wikimania in developing territorial activities.
  • Press pass (Wikipedians press pass) for all museums: permission to take photos and release them in cc by-sa, free access...
Lago Fiere
  • Exhibitions and congress centre.
  • Network of local operators.
  • Calendar of events involving local operators (tourism, cultural institutions, companies)
  • Possibile synergy to inform local operators/companies about Wikipedia and how they can contribute by releasing content.

Objectives[edit]

Aims[edit]

For the Wikimedia movement For Esino Lario For both
  • Getting together.
  • Presenting projects and initiatives.
  • Discussing projects and initiatives and seeking new collaborations.
  • Learning new things.
  • Working together.
  • Having a good time in a collaborative and comfortable atmosphere.
  • Using the chance of traveling to discover and visit a new place.
  • An affordable experience.
  • Boosting Esino Lario territorial development and services.
  • Boosting active engagement of the community in contributing to territorial development and services.
  • Boosting synergies among groups, association, public administration on a common (and exiting) project.
  • Thinking about the territorial development on the middle and long-term.
  • Taking advantage of the available infrastructures and improving them for a relevant scope and for new uses.
  • Collaborative work for something which goes beyond personal interest.
  • Being part of a contemporary movement focussed on personal contribution, collaborative engagement, knowledge, education, access.
  • Being proud of a shared vision and of themselves.
  • Bringing together diversity and giving space to discussion, exchange, ideas.
  • Respecting views and the different kind of contribution each one can provide and share.
  • Resetting the meaning of centre-periphery, adding multiple categories and developing new tools, projects and ideas.
  • Going beyond localism and being part of the world at large.

Specific objectives[edit]

  1. Organizing a pleasant and affordable conference designed for 1'000 participants.
  2. Testing a new collaborative format for Wikimania.
  3. Develop a sustainable Wikimania, which generates a long-term impact on the territory where it is organized (scalable experience).

Activities[edit]

Current projects[edit]

Project title Dates Partners Activities
Alps Portal A space on Meta which listens projects and activities related to the Alps and which facilitates the coordination and the development of a thematic program of activites.
Il paesaggio culturale alpino su Wikipedia [The Cultural Landscape of the Alps on Wikipedia: open data, Wikipedia, GIS and digital-analog museum design] September 2013-Semptember 2015
  • Comunità Montana Valsassina Valvarrone, Val d’Esino e Riviera (promoter and lead institution in Italy and fundings)
  • Comune di Esino Lario (co-promoter in Italy and fundings)
  • SUPSI/LCV (lead institution in Switzerland and fundings)
  • Institutions supporting the project
  • Ecomuseo di Esino Lario (supporting)
  • Wikimedia CH (supporting)
  • Wikimedia Italia (supporting)
  • Fondazione Valle Bavona (supporting)
  • Museo Cantonale di storia naturale (supporting)
  • Fondazione Cariplo (fundings)
  • European Commission - Interreg program (fundings)
  • Cantone Ticino (fundings)
  • Swiss Confederation (fundings)
  • Networking with cultural institutions and public administration in Italy and Switzerland.
  • Training for cultural institutions and public administration in Italy and Switzerland (related to open content and synergies with the Wikimedia projects).
  • Released of open content by cultural institutions and public administration in Italy and Switzerland (20-30).
  • Analog and digital museum design (Museo della Fornace and Museo delle Grigne). QRpedia will also be used.
  • Digitalization of archival material related to Valsassina.
  • Data at the moment on maps will be made available for OpenStreetMaps. Synergy between maps and content from Wikipedia and the Wikimedia projects.
  • Involvement of cultural institutions and public administration in Wiki Loves Monuments in Italy and Switzerland.
  • Production of communication materials and a booklet.
New museum design and Villa Clotilde park March 2013-December 2014 Comune di Esino Lario
  • The Museum of the Grigne is moved to the new museum site in via Montefiori 9.
  • Digital and analog museum design with the documentation and QRpedia codes (the museum design is conceived as an artwork of TooA Francesca Cogni and Donatello De Mattia; museum curator Paolo Corti)
  • Restoration of Villa Clotilde and the new museum park (access for wheelchairs and garden)
Scientific catalog of the Museo delle Grigne January 2013-December 2013 (need to be checked)
  • Associazione Amici del Museo delle Grigne Onlus (promoter and fundings)
  • Fondo Pietro Pensa c/o Fondazione della Provincia di Lecco (fundings)
  • Scientific catalog of the archeological and paleontological collection of the Museo delle Grigne.
  • Research related to the collection of Museo delle Grigne.

Organization of Wikimania[edit]

Children measuring Esino Lario in the workshop Il gatto curioso (the curious cat) by Mao Fusina.
Children learning to use a GPS to draw level curves in Esino Lario in a workshop by Mao Fusina and Salottobuono.
Level curves in Esino Lario.
Building a pinhole camera, Simply in a Box in Esino Lario by Impossible Sits dans la rue and Giuditta Nelli.

The checklist is based on the Wikimania checklist, integrated with tips from Phoebe, Wikimania Handbook and comments from previous Wikimanias.

Checklist Requirement or ideal situation Status Development How we propose to do it
Date
  • 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.
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).
  • 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.
22-29 June 2015.
Planning The bid itself is the first step of the planning. There is already a programme management software already used for previous conferences. Wikimania 2015 bids/Esino Lario
Team
  • 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).
  • 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.
  • 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.
Team
Sponsorships and budget
Plan to be provided
  • An estimated budget needs to be included in the bid.
  • 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.
  • 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.
Budget
Program/General program
  • 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
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.
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.
Programme
  • Including a proposal for the program in the bid.
Program/Keynote speakers
  • 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.
Context analysis of Wikimania program Proposal of program Programme
Program/Proceedings
  • There is an evaluation work to guarantee (including reporting about the conference and feedback).
  • Videos should be made available as quickly as possible.
Communication
Logistics/Location
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...)
Location and Venues
Logistics/Venue
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
  • 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.
  • 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.
Location and Venues
Logistics/Accommodation
  • 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.
  • 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.
  • 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.
Journey
Logistics/Transportation
  • 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.
  • 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.
  • 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.
Journey
Logistics//Food
  • 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.
  • 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.
  • 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.
Location and venues
Logistics/Internet & electricity &
  • 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.
Location and venues, Budget
Logistics/Insurance
  • 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.
  • Insurance can help you in the event anything should go disastrously wrong and you are held liable in court.
Location and venues, Budget
Logistics/Onsite miscellaneous
  • 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
Location and venues, Budget
Logistics/Childcare
  • 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.
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).
  • Extension of the Kindergarden program (8:30-16:30)
  • Organization of the Green-week during Wikimania.
Programme
Visa
Information to be collected
  • Country policy and visa requirements.
  • Information about who needs a visa and how-to.
  • Letterhead
  • Careful of visa fishing and false registrations.
Journey
Registration
  • For the bid is not requested to specify information but eventually it is necessary to include the cost of a Registration management company.
  • There is a software written.
  • 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
Registration/On-site and Badges
  • For the bid is not requested to specify information but eventually it is necessary to include the cost of a Registration management company.
  • 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
Scholarships
  • For the bid is not requested to specify information except the name of a person in charge of the task.
  • 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.
  • 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.
Scholarships
Communication
  • 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.
Communication

Project coherence and evaluation[edit]

Objective Activities Expected results Indicators
1. Organizing a pleasant and affordable conference designed for 1'000 participants. Wikimania in Esino Lario
  • Organization and general management of the event (Wikimania checklist).
  • Providing support for visa, local transport, accommodation and meals.
  • Programme (including leisures and activities for children).
  • Independent evaluation team: 5 qualitative evaluations from 5 people; the group manages an online questionnaire and collects statistics related to the scholarships.
  • 700 participants.
  • 80% of the feedback is positive from participants, volunteers and organizations involved.
  • Availability of scholarships.
  • Cost per participants.
  • Number of requests of scholarships, number of scholarships, number of donors supporting the scholarships.
  • Number of participants (registrations online and check-in at the conference).
  • Feedback from the participants (online questionnaire).
  • Feedback from the volunteers and organizations involved (online questionnaire).
  • Feedback from 5 evaluators (qualitative <2 pages report).
  • Scholarships reports.
  • The criteria to collect feedback will be...
2. Testing a new collaborative format for Wikimania.
  • Enlarging the structure of Wikimania working team, with no separation between wikimedians and "the others".
  • Involving wikimedians, people living in the territory, and people with specific expertise in the event planning and implementation.
  • A site site-specific programme, designed specifically for the locations and the different available spaces. This is meant to associate each space with a different experience (a different way of collaborating).
  • A user-centered programme, designed for the different interests/needs of Wikimania participants. At the moment the call for participation asks people what they want to present, it does not ask people what they want to attend (there are hints in the feedback pages of the different Wikimania).
  • New ideas collected during the conference.
  • Compared to other Wikimania, Wikimania Esino Lario is perceived as something developed in a more collaborative way, and people feel more engaged and targeted. Is it ok to compare it with other Wikimania?
  • Documentation about the process used to design Wikimania: timeline.
  • Documentation of people involved in the project plan and implementation: timeline and team.
  • Feedback from the participants (online questionnaire).
  • Feedback from the volunteers and organizations involved (online questionnaire).
  • Feedback from 5 evaluators (qualitative <2 pages report).
  • The criteria to collect feedback will be...
3. Develop a sustainable Wikimania, which generates a long-term impact on the territory where it is organized (scalable experience).
  • Implementing a local fundraising focussed on territorial development and the improvement of existing structures (access and spaces for collaborative work and associations).
  • Implementation of specific projects.
  • Organization of a programme of events and meetings before Wikimania to present the WIkimedia projects, to support synergies with local GLAMs/data and to involve people in contributing.
  • Upload and edit of content on the Wikimedia projects while developing Wikimania (Wikipedia, Wikimedia Commons, WikiVoyage in English and Italian).
  • Setting a system to collect information on the use of spaces and feedback.
  • Should we measure the knowledge about the Wikimedia projects before and after the conference?
  • Public Internet wifi in Esino Lario (centre).
  • Transformation of the former museum in a collaborative space and space for associations.
  • Improvement of the accessibility of the Sport hall/multifunctional space (access and security).
  • Improvement of the accessibility of the Primary school (access).
  • In the preparation of Wikimania, people living in Esino Lario and in the territory of Lake Como (Lario), Valsassina and Ticino have acquired an improved knowledge of the Wikimedia projects.
  • Increased number of content on the Wikimedia projects related to Esino Lario and the territory of Lake Como (Lario), Valsassina and Ticino.
  • The structures improved for the conference are used after the conference.
  • Feedback from the organizations and local organizers.
  • Budget collected from local grant-makers for territorial development activities.
  • Number of people and institutions involved in Wikimania (letters of supports, people volunteering for the preparation of the event and volunteers active during the event).


Notes[edit]

  1. The years are approximative. This information needs to be double-checked.
  2. The years are approximative. This information needs to be double-checked.