Wikimedia CEE Meeting/Bids/2026/CEE Meeting Cluj Napoca

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Application

Hosting Wikimedia CEE Meeting 2026 in Cluj-Napoca, Romania Wikimedians of Romania and Moldova User Group & partners

Summary

Wikimedia CEE Meeting 2026 in Cluj-Napoca represents a valuable learning experience that will bring Central and Eastern European Wikimedia communities together in a city that embodies cultural richness, academic vitality, and regional interconnectedness.

Why Cluj-Napoca? Cluj-Napoca, located in the heart of Transylvania, is a city where tradition meets innovation. With a deep-rooted multicultural identity, strong academic institutions, and a growing tech and civil society landscape, Cluj provides the ideal environment for cross-border dialogue and movement-building. Its accessibility, infrastructure, and welcoming atmosphere make it a practical and inspiring host for a truly regional gathering.

Regarded as Romania’s second-largest IT and innovation hub, Cluj is home to thousands of tech professionals and startups, creating a dynamic environment for digital collaboration and open knowledge exchange. The city also boasts a strong culture of civic engagement and volunteering, supported by active youth organizations, NGOs, and grassroots initiatives. Beyond its technical and civic strengths, Cluj is a cultural hotspot, hosting major international events such as the Transilvania International Film Festival (TIFF), which celebrates creativity, diversity, and global storytelling—values deeply aligned with Wikimedia’s vision.

What does it mean for the Wikimedia community? Hosting the 2026 CEE Meeting in Cluj-Napoca would be more than a logistical decision—it would be a symbolic milestone. Marking the 15th anniversary of the CEE Meeting series and the first time it will be held in Romania, this event offers an opportunity to reflect, reimagine, and recommit to the values that unite us. It will:

Reinvigorate regional collaboration by exchanging best practices, success stories, and lessons learned across diverse contexts.
Promote equity and inclusion by fostering open and transparent delegate selection processes and creating space for underrepresented communities and languages.
Celebrate shared heritage and future aspirations by connecting cultural memory with forward-looking initiatives in areas like digital rights, education, and emerging technologies.
Strengthen regional identity and infrastructure by contributing to networks that empower both established affiliates and smaller or emerging user groups.
Foster capacity building and learning through peer-led workshops, skill-sharing sessions, and collaboration clinics that support long-term impact and growth across communities.

The Romanian language Wikimedia community, alongside regional partners, brings a track record of active engagement and programmatic experience, as well as strong ties with libraries, academia, civic and the tech sector. Our organizing team is committed and well-prepared to deliver an inclusive, meaningful, and high-quality event.

Aligned with the Wikimedia 2030 Movement Strategy, this meeting will advance goals such as knowledge equity, leadership development, and community resilience.

Planning will also emphasize accessibility, sustainability, and participation, ensuring that contributors from across the region, regardless of their size, resources, or level of experience, can engage significantly.

Cluj-Napoca offers more than a venue. It provides a meaningful context for continuing the development of collaboration in the CEE region. Its multicultural and multilingual heritage—rooted in Romanian, Hungarian, German, Jewish, and Romani traditions—reflects Wikimedia’s commitment to diversity and inclusive knowledge. As a city shaped by both historical divides and ongoing reconciliation, Cluj-Napoca embodies the resilience and understanding that define the Wikimedia movement.

Affiliate

Wikimedians of Romania and Moldova User Group is a recognized Wikimedia affiliate since 2019, dedicated to supporting the Wikimedia movement in both Romania and the Republic of Moldova, while also serving Romanian-speaking community members in the wider diaspora. The group promotes free knowledge, supports underrepresented languages and communities, and builds bridges across borders through inclusive, volunteer-led initiatives.

In 2025, the group marked a transformative year defined by organizational growth, strategic outreach, and expanded community impact. With a core team of 6 full members and 4 part-time staff—covering management, education, and communication—supported through Wikimedia Foundation and CEE Hub grants, the group significantly strengthened its internal capacity. This enhanced structure enabled more effective campaign planning, professionalized communication, increased public visibility, and enhanced community participation. For example, the Romanian Wikipedia Facebook page grew from under 3,000 to nearly 4,700 followers within a year.

Over the past five years, the user group has evolved steadily and organically, both in scale and scope. The number of events, their thematic and technical complexity, and the diversity of contributors have all grown in a sustainable, community-driven way. The group successfully led multiple high-impact campaigns in 2025, including:

1Lib1Ref with 14 events coordinated by local librarians —offline and online—including the region’s first-ever summer edition of the campaign.
CEE Spring and Wikimărțișor, recurrent campaigns, executed with improved planning and support from the communication staff.
A significant minority representation campaign for International Roma Day, co-organized with Wikimedia Serbia and the CEE Hub, in partnership with National Center of Romani Culture.
Well-received campaigns organized by volunteer members of the community with the support of the WMROMD (Writing competition, International Refugee Day).

In the area of education and community engagement, the group continued to expand and deepen its impact. The WikiSeniors program, launched in partnership with public libraries, provided senior citizens with hands-on training in Wikipedia editing and digital literacy. Collaborations with universities advanced further in 2025, with Wikipedia editing integrated into academic curricula and contributions formally recognized through course credit. In parallel, the group continued its monthly "Bibliotecarii ❤ Wikipedia" sessions, maintaining strong engagement with librarians across Romania and Moldova and reinforcing the role of libraries as partners in the dissemination of open knowledge.

The group brings together contributors from both Romania and Moldova, where people are active in the Wikimedia movement in multiple languages, including Romanian, Hungarian, Russian, French, English and others. This cross-border community is well-positioned to connect different cultures and support regional collaboration in Central and Eastern Europe. The group works closely with local partners and relies on strong teamwork to involve a wide range of contributors. These include senior citizens in Onești, university students in Cluj, librarians in Chișinău, and Romanian-speaking volunteers from the diaspora. Together, they form a diverse and inclusive community dedicated to sharing free knowledge.

Today, WMROMD is a strong and well-organized affiliate with a growing team capacity. Its work supports key Wikimedia Movement Strategy goals: knowledge equity, community diversity, digital literacy, and sustainable growth. From local editathons to long-term partnerships with libraries, universities and cultural institutions, the group shows the experience, trust, and coordination needed to successfully host the Wikimedia CEE Meeting 2026.

Partners

Two key partners are ready and willing to support this initiative: Babeș-Bolyai University and Făgăraș Research Institute.

Babeș-Bolyai University (UBB) in Cluj-Napoca is one of Romania’s largest and most respected universities in the region and WMROMD has been collaborating with its professors and students for several years. UBB brings excellent facilities, active student involvement, and a strong commitment to open and multilingual knowledge.

Făgăraș Research Institute (FRI) has been the fiscal sponsor for WMROMD for the past years, and it adds expertise in innovation, civic engagement, and sustainable development. Its background in public policy and community research will help shape the conference themes, especially around topics like digital literacy and regional cooperation.

Together, WMROMD, UBB, and FRI form a strong team that combines community energy, academic strength, and civic values. Hosting the CEE Meeting in Cluj-Napoca is not just about organizing an event—it’s about creating a space where the CEE community can connect, learn, and build the future of free knowledge together.

Proposed event venue

Cluj-Napoca, often dubbed the unofficial capital of Transylvania, is not only one of Romania’s most dynamic and innovative cities but also a cultural and educational hub that boasts modern infrastructure and a warm, welcoming community. With its diverse population and history of hosting international events, Cluj offers an inclusive and stimulating environment that is ideal for fostering the Wikimedia CEE community spirit.

With a proud tradition of higher education dating back to 1581, UBB is not only Romania’s largest university, but also one of its most prestigious, consistently ranked number one nationally and highly regarded internationally. Today, UBB is home to over 50,000 students, including thousands of graduate and international students drawn from more than 50 countries. Its unique multicultural and multilingual environment—offering programs in Romanian, Hungarian, German, English, and French—reflects a deep commitment to inclusivity and global engagement.

UBB offers more than 365 academic programs across 22 faculties, spanning from science and technology to humanities, law, and business. Its world-class reputation is reinforced by high rankings: in 2025, it secured a place in the QS Top 800 Universities globally, with five stars awarded for teaching, research, student employability and inclusiveness. Beyond academics, UBB has extensive experience in organizing high-level international events, from specialized academic congresses to multidisciplinary forums. Its modern facilities support both in-person and hybrid formats, and its experienced event teams provide full organizational support.

Babeș-Bolyai University is fully committed to ensuring a seamless and productive conference experience for all participants. The university will provide modern conference spaces equipped with all necessary technical facilities, as well as technical support and student volunteers. Dedicated areas within the university will be arranged for coffee breaks, offering attendees a comfortable setting to network and recharge between sessions. For lunch, participants will enjoy meals at the university’s on-campus restaurant (5 minutes walk from the conference rooms), renowned for its welcoming atmosphere and quality cuisine, ensuring convenience and a pleasant dining experience without leaving the university grounds.

Hosting the Wikimedia CEE Meeting in Cluj-Napoca is not just a matter of geography—it’s a chance to connect past and future, heritage and innovation, all under the umbrella of open knowledge. The city’s spirit of inclusivity and progress mirrors the Wikimedia movement’s vision, making it a natural and meaningful choice for 2026.

Proposed accommodation

Here are several hotels that, individually or in combination, can meet the accommodation needs:

Grand Hotel Italia – A 5-star hotel with over 180 rooms, including a mix of single and double occupancy. It’s ideal for guests seeking premium comfort and is equipped with modern amenities.
Grand Hotel Napoca – Located near Central Park and the Someș River, this hotel offers over 150 rooms and is known for hosting conferences and large delegations.
Hotel Belvedere – Offers a panoramic view of the city and a substantial number of rooms suitable for group bookings.
Hotel Transilvania – Centrally located with a historic charm, this hotel has a good mix of room types and is within walking distance of key venues.

These hotels can easily accommodate our participants, with flexibility for both single and double room arrangements. Coordination with the Wikimedia Foundation will be essential to ensure accessibility, affordability, and alignment with their updated event guidelines.

Proposed dates

17 - 20 September 2026

Expected total budget

162,000USD (aprox 140,000Euro) - Draft for calculation of budget

Description

Duration and scale

We propose a three-day conference, with an additional Learning Day, ideally 17-20 September 2026, aligning with the traditional timing of past CEE Meetings. The event will welcome approximately 140–150 participants from across Central and Eastern Europe and Central Asia, including Wikimedia affiliates, user groups, volunteers, and Foundation staff.

Venue and accommodation

The conference will be hosted at a central venue in Cluj-Napoca, the Babeș-Bolyai University’s main building, and at the Faculty of History and Philosophy, both of which offer modern facilities and accessibility. The conference rooms will be university amphitheaters of 60-100 places, with all the required electronic infrastructure. This is the usual location for main scientific events hosted by UBB. The University halls can accommodate coffee breaks, the venues are situated a five-minute walk from the restaurant where most of the lunches will take place, and are within walking distance of several hotels that can accommodate all participants in single or double rooms.

See also

We will provide city tours with local guides, and the social events will be connected with Romanian and local culture.

We aim to use eco-friendly materials, local catering, and support carbon offset options for travel.

Logistics

The Wikimedia CEE Meeting 2026 will be organized with attention to detail to ensure a smooth and enjoyable experience for all participants. The conference will take place at the Faculty of History and Philosophy of Babeș-Bolyai University (UBB), centrally located in Cluj-Napoca and easily accessible by public transportation and on foot from nearby hotels. The selected rooms are equipped with modern audiovisual technology and high-speed Wi-Fi, meeting the requirements for workshops in this event. We plan to use collaborative tools to let participants co-create parts of the agenda. To support participants before and during the event, comprehensive logistical information will be shared in advance on the conference page, including travel tips, transport options from Cluj International Airport to recommended hotels, and local navigation guidance. A dedicated messaging group will also be set up to provide real-time updates and quick assistance during the event.

On-site, a registration desk will welcome participants and provide them with a welcome kit containing the event program, city map, and emergency contact information. Catering will offer diverse meal options, including vegetarian, vegan and halal choices, sourced from local providers. City tours and social events will be planned with clear instructions for safe and convenient transportation to all venues.

The logistics team, supported by student volunteers, will oversee the smooth implementation of all activities and offer on-the-spot assistance as needed. The event will be widely promoted through WMROMD and UBB’s social media channels, as well as local press and media outlets, ensuring strong visibility and community engagement.

Organising team

Claudia Șerbănuță, Klaul - Team leader
Vlad Popovici, Vlad Popovici - Local coordinator in Cluj
Elena Damian, Elena Ancu Damian - Assistant manager
Stefan Cibian - Treasurer
Maria-Magdalena Bărăscu, MagdaBarascu - Communication coordinator
Anamaria Lupan, Poematica - Local partnership and volunteer coordinator
Gikü - Technical and international partnership coordinator

Experience

Dr. Claudia Șerbănuță is a library specialist and advocate for open access to education and knowledge with experience in CEE regional community building. Recognized in Library Journal’s “Movers & Shakers 2021 – Change Agents,” she was the lead in the team of the first Occupy Library online conference in September 2020. This unique event gathered over 100 speakers from 25 countries and attracted 800 participants from 30 countries, focusing on how libraries can strengthen democratic values in their communities.

Since 2019, Claudia has also been an active Wikimedian, becoming a member of and project manager for WMROMD. With a PhD in Library and Information Science from the University of Illinois at Urbana–Champaign, she has led initiatives on civic engagement and digital inclusion in public libraries and participated in research projects on information access and community development. She previously served as interim general manager of the National Library of Romania and is presently the president of Communities of the Future Association. For the Wikimedia CEE Meeting 2026, Claudia brings her event-organizing experience, passion for inclusive communities, and dedication to open knowledge, civic values, and multicultural dialogue.

Dr. Vlad Popovici is an Associate Professor at Babeș-Bolyai University in Cluj-Napoca, Romania. With a strong academic background in both research and university-level teaching, he has been actively involved in organizing scholarly events and promoting digital knowledge-sharing. He was the main organizer of an international academic conference held in Regensburg in 2017 and a member of the organizing team for the European Summer University in Digital Humanities "Culture & Technology" that took place at UBB in 2023. In addition, he has coordinated several local workshops and academic gatherings. For this conference, his main responsibility will be to serve as liaison with the main host institution, Babeș-Bolyai University, ensuring smooth communication and coordination. He will also oversee venue-related logistics and help manage the on-site organizational aspects of the event.

Elena Damian brings a diverse professional background combining library science, digital knowledge management, and event coordination. She currently works as a librarian, where she manages resources, assists users in their research, and promotes cultural and educational programs within the community. Alongside this, she is a long-standing volunteer editor on Wikipedia, where her experience has refined her attention to detail, research skills, and ability to collaborate across international digital communities. Additionally, she has acted as a project manager in organizing local events, such as educational workshops, cultural initiatives, and community campaigns. In an organizing team, she can bring planning skills, the ability to communicate clearly with multiple stakeholders, and a commitment to ensuring that every aspect of a project runs smoothly.

Dr. Ștefan Cibian is a member of the Board and the executive director of the Făgăraș Research Institute, the fiscal sponsor of WMROMD. Stefan teaches courses related to international relations, international development, international organizations, and postcolonial Africa at the Babeș-Bolyai University and at the University of Bucharest. Previously, Stefan worked as an Academy Fellow at Chatham House – The Royal Institute of International Affairs, Africa Programme and Queen Elizabeth II Academy for Leadership in International Affairs, the World Bank Group, the European Commission, the Association for Community Relations, and Central European University. Stefan is an Executive Committee member of the European Association of Development Research and Training Institutes (EADI) and is a member of the International Studies Association, European International Studies Association, Central and Eastern Europe International Studies Association, BISA, and UACES. Stefan also focuses on civil society development in CEE. He is the President of ARCADIA – The Romanian Association for International Cooperation and Development and a Board Member with Țara Făgărașului Community Foundation (FCTF).

Maria-Magdalena Bărăscu is a journalist and an investigator in formation at the University of Valencia, where she’s currently finishing her PhD in Communication and Interculturality. Magda brings a rich blend of journalistic excellence and international academic training to different organizing teams, particularly in the context of large-scale events. She has experience in organizing local and international conferences with more than 100 participants, and experience in youth exchanges all over Europe with larger and diverse communities. This combination of investigative rigour, cross-cultural communication expertise, and hands-on experience with international institutions makes her a valuable asset in organizing complex events. She’s likely to contribute not only through her strategic planning and communication skills but also by fostering collaboration, ensuring clarity in roles, and maintaining high standards of professionalism across the team.

Dr. Anamaria Lupan is an assistant professor at the Faculty of Letters, Babeș-Bolyai University in Cluj-Napoca, Romania. She organized numerous events at both national and international levels, including roundtables, conferences, and congresses. She led teams of volunteers and was a project director within the international academic network Anime (Strasbourg). During this event, Anamaria will handle the logistical aspects of the participants, including information regarding accommodation, transportation, and other relevant details.

Gikü has been on Wikipedia the longest within the organizing team: user since 2007, Romanian Wikipedia administrator since 2008. CEE Meeting 2014 was what brought him into the offline world of Wikimedia collaboration. Since then, he has overseen multiple online and offline projects in Moldova, most ambitious of which have been Wiki Loves Earth and Wiki Loves Monuments. At international events, he proudly shares the latest achievements of Romanian and Moldovan wikimedians, and diligently searches for new solutions and ideas. Based in Chișinău, Moldova, Gikü is one of the founding members of Wikimedians of Romania and Moldova User Group in 2018. A volunteer at heart, Gikü plans to help little by little in all areas of the event organization, perhaps with a focus on the participants from Moldova and other ex-Soviet countries, given his fluent knowledge of the Russian language.

Accessibility

Romania is visa-free and accessible to the vast majority of Wikimedia CEE countries. As of 2025, Romania joined the Schengen area and enjoys visa-free or visa-on-arrival access to 178 countries and territories. Most Central and Eastern European countries—including EU and Schengen members like Poland, Hungary, Slovakia, Czechia, Bulgaria, and the Baltic states—have reciprocal visa-free arrangements with Romania. Even non-EU countries in the region, such as Serbia, Moldova, Ukraine, and Georgia, have simplified procedures to enter without a visa or a visa-on-arrival.

As for Cluj-Napoca, the proposed venue is very well connected:

Air Travel: Iancu Cluj International Airport (CLJ) is Romania’s second-largest airport and offers direct flights to 47 cities in 20 countries, including major hubs like Vienna, Munich, Paris, London, Warsaw, and Istanbul. This makes it accessible for attendees from across Europe and beyond. A trolleybus line, a dedicated shuttle bus line and several regular bus lines connect the airport to the city centre (15-20 minutes by trolley/bus)

Ground Transportation: Cluj-Napoca has a robust public transport system managed by CTP Cluj-Napoca, featuring over 30 bus lines, 7 trolleybus lines, and 3 tram lines. The city is also well-connected by train and intercity buses to other Romanian cities and neighbouring countries.