Wikimedia CEE Meeting/Bids/2026/Warsaw 2026

Logo of the CEE

Application

Volunteer group, CEE Meeting Warsaw 2026, Poland

Summary

This proposal is being submitted by a team of Wikimedians who, for years, have collectively and independently been the backbone and a pillar of volunteer-organiser engagement in Poland, working in conjunction with a few volunteers from around the Central and Eastern European region. The proposal is neither submitted on behalf of Wikimedia Polska (WMPL), nor do we claim to represent them.

We are a group of volunteers who have loved Wikimedia for years and have spent a significant amount of our time furthering the mission of the world's most extensive free knowledge repository. We have vast experience in effectively bringing various projects to life within the Wikimedia Movement, including events, projects, campaigns, microgrants, local meet-ups, and more. We have participated in, organised, and judged editions of the Wiki Loves Monuments among many participating countries. We have coordinated CEE Spring and (Un)Known Women of Wikipedia writing contests for multiple years. We bring experience as Wikimedia Trainers in schools, institutions of higher learning, and the education sector, as well as outside of it.

We have co-organised activities of all sizes, from the smallest local events within our Movement, through national conferences to Wikimedia’s largest celebration of volunteerism – Wikimania. We participated in the Wikimedia Movement's governance processes from the local community level all the way to the global levels, as well as assisted in setting up and managing regional Wikimedia structures. We have represented the interests of the Wikimedia movement before local and national regulators and lawmakers and coordinated many partnerships with partners and stakeholders from the fields of culture, education, private sector, academia and more.

We have experience as volunteers, staff members, and board members of Wikimedia organisations, and we can leverage this collective experience to deliver the best possible event for Wikimedia Central and Eastern Europe on the year of Wikipedia’s 25th anniversary.

Learn more about our team in the section below.

Proposed event venue

Warsaw – The Beating Heart of Central Europe

For the CEE Meeting 2026, we propose Warsaw, the capital of Poland, as the host of the event.

This would constitute a return to Warsaw after almost a decade (Wikimedia CEE Meeting 2017), but it would not be the first time that the CEE Meeting returns to the same country or even repeats the city (Belgrade hosted CEE Meeting 2012 and CEE Meeting 2019; and Ukraine hosted CEE Meeting 2014 and CEE Meeting 2018). Another proposal for 2016 is also about returning to the same country. A lot has changed since the last CEE Meeting in Poland, and so we remain committed to offering a completely different experience in 2026.

If the CEE Meeting 2026 were to take place in Warsaw, it would be the first CEE Meeting since 2018 to occur outside the southern part of the CEE (2019 in Belgrade, 2022 in Ohrid, 2023 in Tbilisi, 2024 in Istanbul, and 2025 in Thessaloniki).

Next year, 2026, Wikipedia will be turning 25, a quarter century. The English version debuted on January 15th, while its younger Polish sister debuted on September 26th, which is precisely when we are proposing to run the event, to leverage the media attention on the round birthday of the project, under the common phrase of “The dawn of another era”. We propose that the capital of our country be the location to celebrate this birthday with friends from all over the Wikimedia Movement. Organising the CEE Meeting in the capital city will allow us to engage our partners and high-level guests, the bulk of whom are located in Warsaw, who will add value to the event and who want to commemorate this special occasion with us. Inviting national institutions, non-profit organisations, and sponsors to Warsaw is logistically much easier than inviting them to any other part of the country. This way, we are guaranteeing a better, well-supported event for all participants.

Warsaw is also a natural focal point in Central and Eastern Europe. LOT Polish Airlines, operating out of the Chopin International Airport, is one of the world’s largest airlines, offering a perfect network of connections to almost all countries in the CEE and CA regions, especially when partner airlines are included. For many years, Wikimedians travelling to different parts of CEE have met in Warsaw, the main hub of LOT, during layovers on their way to their final destination. By organising the event in Warsaw, we are significantly simplifying their travel, cutting down the travel time and saving resources. The list of all airports serviced by LOT Polish Airlines from Warsaw is available here and on this map. Warsaw is also in close proximity to the Modlin Airport, favoured by budget airlines, which, with its transit time to the centre of the city below an hour, is also a valid air travel option.

Warsaw is also easily accessible by train and bus from Germany, the Czech Republic, Austria, Slovakia, Hungary, Ukraine, Lithuania, and, more recently, the Balkans (Slovenia and Croatia).

Among the venues available in Warsaw, we are considering a mix of universities, private spaces, public buildings, and conference centres. The final decision will be made in collaboration with the CEE Hub and the Wikimedia Foundation's grants officer, depending on the shape of the event that all parties agree upon. Certain venues are available to us at a discounted rate, making their use highly beneficial to the conference budget. Other venues offer a trade-off, so deciding upon them will require additional planning with all of the stakeholders involved.

Proposed accommodation

Warsaw offers 38 hotels that are both 3-star or higher and have a capacity of over 100 rooms. We have reached out to several of them, asking for a quote and will be ready to present a few offers during a meeting with the Selection Committee, again, depending on the selected venue so that we can make full use of the proximity. The organisation team is looking at both large hotels from well-known brands (such as Novotel, Ibis, or Campanile) as well as smaller, more private hotels that the CEE Meetings attendees could occupy fully.

We are looking at hotels that can accommodate large groups of people, offer diverse diets, and have adequate space for conference participants to socialise after the day’s events. All of the options we are considering offer accessibility for people with disabilities.

Proposed dates

Polish Wikipedia had its humble debut on 26 September 2001. We are proposing the weekend of 24–27 September 2026 for the CEE Meeting 2026. Below, we present a proposed schedule for the event; we remain open to adjusting it in collaboration with the CEE Hub and the Wikimedia Foundation.

Wednesday 23 September

Arrival for participants for the Thursday workshops
Unofficial dinner

Thursday, 24 September – Open Day

Day Zero – The Open Day – This is a Strategic Day that will supplement the traditional “Learning Day.” During the Open Day, we plan to invite our external partners to a session on cooperation for the next 25 years of Wikipedia. Together with our stakeholders (universities, libraries, schools, museums, and archives), our partners (open ecosystem NGOs), and external partners (regulators, lawmakers, and Big Tech companies), we will spend a day working on the vision for Wikipedia and the Wikimedia Movement. We will address problems related to governance, funding, cooperation, and functioning in a world that is increasingly less welcoming to Wikipedia and the values it represents.
Meeting of the CEE Hub Steering Committee
Arrival of all other attendees
Unofficial dinner

Friday, 25 September

First day of the conference – A part of the conference will also be open for our external partners. They will be invited to participate as attendees, speakers, and co-create the programme, opening it up to the perspectives of people outside the Wikimedia Movement.
Cultural part of the programme and an official dinner

Saturday, 26 September

Second day of the conference – Part of the second day will be open to our partners and stakeholders. During the second part of the day, there will be an (un)conference and a cultural part of the programme.
The 25th birthday of Polish Wikipedia – Together with the representatives of the government, our partners and Wikimedians from all over the CEE (and the world!), we will celebrate the 25th birthday of Wikipedia. We will reflect on the last quarter of the century and celebrate our achievements during this time, as well as examine the projects and initiatives we have created over the past 15 years of the Wikimedia CEE Meeting.

Sunday, 27 September

Third day of the conference – The first part of this day is reserved only for Wikimedians to discuss matters related to internal Wikimedia affairs. Our guests will not be present for this part of the conference, allowing us to discuss privately the issues that are on our minds, including the new SC composition and the Hub’s plans for 2027.
Departures of attendees

Monday, 28 September

Meeting of the new composition of the CEE Hub Steering Committee
Meet-ups with the Wikimedia Foundation staff
Departures of attendees

Additions

Additional day – Our proposal includes an extra day to the CEE Meeting. We understand that not everybody will be able to leave their homes for longer than usual and that it will contribute to a higher-than-usual budget; however, we are introducing this to allow for an out-of-the-ordinary additional strategic day on Day Zero. Only once can you celebrate the 25th birthday of Wikipedia, and only once will we have the 15th edition of the CEE Meeting. Let’s make it count!

Additional scholarships – We propose allocating a further 14 scholarships (in addition to the ~ 70 scholarships that have been awarded to the region so far). These spots will be assigned to volunteers from Sub-Saharan Africa, South Asia, Latin America & Caribbean, the Middle East & North Africa, East, Southeast Asia, & Pacific, Northern & Western Europe, and North America (two representatives from each region). This change will enable us to learn from representatives of other regions and utilise their insights in planning our CEE solutions to address the problems we face as the global Movement.

Partnerships

As mentioned above, we want to collaborate with many external partners and organisations who would join us to celebrate the 25th birthday of Wikipedia. Our team has an extensive network of like-minded partners who can be very helpful in overcoming the challenges that the Wikimedia Movement will face in the near future.

We plan to collaborate with the University of Warsaw, the largest university in Poland and one of the best academic institutions in Central and Eastern Europe, as well as the Kozminski University, a leading institution focused on technical advancements and innovations in all sectors. We pride ourselves on a close connection to the Warsaw City Office and would like to engage the city, as well as the cultural and educational institutions it governs.

Utilising the 25th birthday of Wikipedia, we want to invite high-profile guests to our conference and showcase to them the power of the Wikimedia Movement. By inviting the media, regulators and officials, we gain a unique opportunity to show them Wikipedia’s perspective on the internet, which will lead to improved relationships in the future. This future will highly require them. We propose inviting the Polish Deputy Prime Minister (who operates the Digitalisation portfolio) and his staff to the conference; they have been very interested in Wikimedia over the past years and are a great partner to engage with. We plan to engage the members of the Working Group on AI and Disruptive Technologies, which consists of people from various sectors who advise the government on technological changes and related lawmaking.

We have relationships with several cultural institutions in Warsaw (and wider Poland), some of which have never been engaged by Wikimedia. An occasion such as this one is an excellent opportunity to invite them to our Movement. We also plan to engage the media, offering them a chance to show “Wikipedia @ 25” and learn more about our perspective. We have good relationships with several prominent media outlets, some of which have already expressed an interest in collaborating with us during the CEE Meeting.

Attractions

During the CEE Meeting, we plan to introduce the attendees to the best things Warsaw has to offer, including the pillars of Polish culture. Aside from the main conference programme, we will organise additional cultural excursions for all the participants.

We offer multiple different choices for cultural programme. Some of them will remain hidden for now, as a surprise, but we have a few that we will list below. The decision as to which to actually offer will depend on agreements with the CEE Hub and the Wikimedia Foundation, as well as on the budget of the meeting.

University Library’s Gardens – one of the biggest rooftop gardens in Europe. They constitute an oasis of greenery in the heart of Warsaw, near the Vistula River. Visitors can relax here, separated from the city, or – if they wish – admire the panorama of the city.
Sightseeing Cruise on Vistula – see the most important surroundings from a completely new perspective, by joining us on a ship trip. We’ll go to the well-known attractions, which you’ll be able to contemplate in a less crowded atmosphere and at a calmer pace.
Copernicus Science Center – renowned place, where visitors can learn about science and nature through interactive devices and exhibitions. The center also organises workshops and showcases related to physics and humanity.
Warsaw Uprising Museum – dedicated to the ambitious and painful history of Warsaw during World War II, which ended up in the city having been almost completely wiped, but also makes an important piece of local cultural identity.
Royal Łazienki Park – a vast garden, housing the summer residence of the last of Polish kings. It used to be a place where the intelligentsia met with the king to discuss current affairs. The central part of the park is the “On water” Palace, which is a gallery of royal paintings.

Expected total budget

Budget for the CEE Meeting 2026

Description

Warsaw is the capital and largest city of Poland. The metropolis stands on the Vistula River in east-central Poland, and its population is officially estimated at 1.86 million residents within a greater metropolitan area of 3.1 million residents, which makes Warsaw the 6th most populous city in the European Union. Warsaw is an Alpha global city, a major cultural, political, and economic hub, and the country's seat of government.

The city is served by two international airports and constitutes a hub for numerous travellers from/to the CEE region. Its location in the heart of Europe, with good connections to multiple cities across the region, will facilitate the planning process and enable comfortable participation for Wikimedians.

Logistics

Organising team

Following the example of Wikimania 2024, we believe we will succeed by prioritising a small organiser team, which will lead a larger group of volunteers in an extended organising team who will bring the event to life. We are in talks with several members of the community who have expressed interest in helping us with various matters (including, but not limited to: visas, event logistics, programme preparation, partnerships and general event planning). If our proposal is successful, we plan to bring more people from Poland and the CEE on board, as part of the extended organising team.

Kacper Szymański, Poland – Wikipedia admin, Wiki-trainer. He has led numerous training sessions at universities, schools, and private companies. He has been a motor behind the on-wiki competitions for years. A link with the rapidly-developing (not only CEE anymore) Youth Group. Active supporter of the Wikimania 2024 team.
Marcin Szwarc, Poland – A technical mastermind. Member of the Wikimania 2024 Extended Organising Team, where he led communications on the Wikimania wiki. He was contracted by Wikimedia Polska multiple times to (co-)organise events on their behalf. Author of many useful scripts used on the Polish Wikipedia. He is an administrator, interface administrator, and a checkuser.
Käbi Laan, Estonia – One of the members of the COT for Wikimania 2024, responsible for the smooth operation of the scholarship processes. Käbi served on the CEE Hub Steering Committee from 2022 to 2023 and was a member of the Wikimedia Estonia board, later serving as its Executive Director from 2020 to 2023.

Experience

Over the past few years, our team and our advisors have organised a bulk of Movement activities happening in Poland.

Members of our team have served on the microgrants committee and the scholarship committee of the local chapter. We have been responsible for setting up and maintaining several on-wiki competitions such as CEE Spring, (Un)known Women, and Wiki Loves Monuments. Moreover, we co-created local contests, including those verifying sources (“Batuta”) or occasional cooperation with GLAM institutions (together with National Museums in Kraków and Poznań).

Together with our advisors we have been members and leaders of programme committees for the annual community conference “Wzlot”, as well as the WMPL summer conferences. We’ve participated in preparations for events such as Guinness World Record edit-a-thon, Admin Camp, CEE Meeting 2017, and other community convenings of various scales, not to mention Wikimania 2024, which was organised without an extensive affiliate support.

Throughout our involvement in Wikimedia, we’ve been engaged in institutional collaborations, spreading the word about wikis and openness to GLAM, education and commercial partners. Furthermore, we’ve participated in large-scale congresses (such as Impact and Polish Economic Forum), which let us share our ideals with other organisations and make a network of contacts.

Our versatile experience from past events enables us to celebrate this jubilee of Wikipedia in the best way possible, which is going to be beneficial not only for the local community but also for the whole CEE region and beyond.

Legal

As an unincorporated group, we have thought of several ways to ensure that the CEE Meeting can take place with the support of an organisation which will offer all the necessary services. We are in discussions with a few education-oriented organisations that would be willing to act as a fiscal sponsor for the event. The engagement of the budgetary sponsor would focus only on financial operations and visa support; our team of volunteers will be fully responsible for the organisation, and no one from us will receive monetary compensation for organising the CEE Meeting.

We are happy to offer more information on this to the Selection Committee during deliberations.

Accessibility

Accessibility and dietary preferences

All the venues which we are considering offer accessibility for people with disabilities. This includes both the accessibility features at the venue and the ease of access from different parts of town. They are also easily accessible by multiple forms of transportation. We are also looking for places which can accommodate diverse diets and dietary restrictions for attendees from all over the world.

Safety at the venue

For security reasons, as well as the comfort of the participants, our goal is to secure a venue that we can fully utilise for the needs of the CEE Meeting. That would mean no other people strolling around the event and disrupting the attendees during the conference. We aim to create a secure atmosphere where everyone feels comfortable and safe throughout the entire meeting. This will be achieved through several factors, including conference ID checks at the entrance and additional security measures (if necessary).

Safety in general

Warsaw is one of the safest capital cities in Europe, safer than most Western European ones (source). While standard precautions and common sense have to be exercised, it’s generally safe to stroll around, especially in the city centre and as part of a group.

Big Polish cities tend to be minority-friendly. People are used to visitors, representing different cultures and lifestyles. While LGBT and immigrants are criticised by some parties in political debates, violence against minorities is rare and doesn’t exceed levels observed in other European countries, especially in Warsaw. Poland has traditionally been a tolerant country, having issued one of the world-first acts on religious tolerance and exhibited a peaceful coexistence of diverse ethnic groups.

Visas

The Schengen area itself encompasses 26 countries, with a further 9 CEE countries not requiring visas. In total, almost all of the CEE countries are exempt from the visas to Poland (with the exception being Turkey, Armenia, Azerbaijan and the CA countries). In order to apply, an applicant needs to show a need to travel to Poland (our team will provide each prospective CEE Meeting participant who needs to apply for a visa with a valid invitation letter). Polish Schengen Visa has one of the lowest rejection percentages, at 97% of visa applications being approved, with an average wait of just 15 days from the application (up to 30 days when Polish embassies have to consult with other Schengen consulates).

Travel

Warsaw is served by two airports (Chopin and Modlin), the former of which is located within the administrative borders of the city. Chopin is the main Warsaw airport and is connected to the city centre by trains (every 15 minutes) and a few bus routes. From Modlin, it’s also possible to get to Warsaw by public transport.

Apart from air travel, Warsaw is connected to other European countries by a network of international trains, including from Germany, the Czech Republic, Austria, Slovakia, Hungary, Ukraine, Lithuania, and, more recently, the Balkans (Slovenia and Croatia), with more connections being available every year. The city is also connected to tens of cities across the CEE by a network of international buses.

As the country's capital, Warsaw has a developed network of public transport and facilities for tourists and guests of the city’s wide range of activities and events.

Transport

Warsaw has a developed network of tram routes, which supplement two metro lines, serving as the backbone of public communication. Access to more distant neighbourhoods is also possible by bus.

The Warsaw public transport offers a reliable way to get around the city. Its modern fleet ensures a comfortable and hassle-free journey. All tickets can be bought with use of mobile apps, which reduces the need to look up for customer service points.

2027

We propose Kraków as a venue for the Wikimedia CEE Meeting 2027 (and an alternative location for 2026).

Kraków, one of the oldest cities in Poland and the country’s former capital, combines rich cultural heritage, multicultural direction, and modern ambience. It is the second-largest city in Poland, with 800,000 inhabitants and more than 11 million tourists visiting every year. The second-largest international airport in Poland serves the city and has numerous train and bus connections to other countries, which facilitate arrivals from the region and other countries.

Few conference destinations can match Krakow’s cultural prestige. The Historic City Centre has held UNESCO World Heritage status since 1978, making it one of the first sites ever inscribed. This designation encompasses the medieval Old Town with Europe's largest market square, the Wawel Royal Castle complex, and the historic Kazimierz district.

The city shares a truly Wikimedian dedication to knowledge, being home to the oldest Polish and the world’s 13th oldest university, the Jagiellonian University, and also the AGH University of Science and Technology, the largest technical university in Poland.

Kraków provides a rich set of accommodation options, including 200 hotels, as well as multiple conference locations, which ensures that we will be able to organise a fruitful and comfortable event there.

Logistics

Krakow airport is served by 30 airlines, connecting the city to over 130 destinations in Europe and worldwide. A direct train link allows travellers to cross the distance between the airport and the city centre in under 25 minutes.

Similar to many other Polish cities, Krakow has an extensive tram network, with around 25 routes connecting every district to the city centre and to each other. Public transport is also the easiest way to get outside the city limits to see one of many attractions available in the vicinity of Krakow. The city's network extends well into the Małopolska region, while still maintaining its low prices.

Venues

We’re considering a few conference venues in the city, situated in the historic Old Town area or in proximity to major transport hubs, ensuring participants can easily arrive at the CEE Meeting 2027. The selection of locations includes both modern and vintage places, to be narrowed down at a later stage.

Safety & security

Similar to Warsaw, Krakow is a safe destination. The city has low crime rates, a visible police presence, reasonable and affordable medical services, and welcoming and friendly locals. The increase in tourism in recent years has created a tolerant and sheltered atmosphere in the city. Civic services in Kraków are equipped to handle the challenges that come with being a tourist destination, from the occasional instance of theft to injuries, which almost always happen only due to excessive alcohol consumption.

Proposed schedule

In case our proposal gets accepted for 2027, we plan the conference to take place on Sep 24-26 or Sep 17-19. The rough schedule would be similar to the main bid for 2026.

However, since in 2027 there’s no such occasion as the 25th birthday of Polish Wikipedia, we’ll be able to invite fewer partners to the event. Thus, the scope of the additional day and workshops will need to be reduced compared to our primary proposal.

Organising the conference in September will allow us to use the warmth of the late summer, while fitting in a tight time, between the peak of tourism and the start of the academic year, which should reduce the number of visitors in the city.