Wikimedia CEE Meeting 2018/Bids/Ukraine

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This is an original proposal, it might have changed as the result of the discussion. Please read the talk page for additional information and clarification: Talk:Wikimedia CEE Meeting 2018/Bids/Ukraine

Lviv, Ukraine[edit]

Wikimedia affiliate: Wikimedia Ukraine

Summary[edit]

Representatives of Wikimedia Ukraine and Ukrainian volunteer community have taken active part in all CEE meetings. Our country has already hosted the event in 2014 in Kyiv. That time we had not enough time to organize a really good event (the decision to have it was not made soon enough, the grant proposal was submitted a bit late etc), but for Wikimedia Polska help, we would not be able to organize it at all (WMPL was our fiscal sponsor for travel budget). This time we believe we can organize the event better: three past CEE meetings (Estonian, Armenia and now Poland) set high standards and expectations. So we would like to work with the CEE community and try to make the next CEE meeting a success.

This time we want to move the event to Lviv, which is the biggest city in the West of Ukraine, its history is connected with a lot of CEE countries. We want to organize the event in the University campus, so everything (the venue and the hotel) would be close by. We shall set up and support the work of an International programm committee, like it was done in the past.

Wikimedia Ukraine now has three employees (we had none while organizing CEE Meeting 2014), active volunteer community in Lviv.

Primary contact person[edit]

Taras r, Board member, responsible for Community events

Proposed event venue[edit]

  • Sheptysky Center. The Ukrainian Catholic University (UCU), one of the biggest Lviv universities, opened a modern library building on September 10. We think this modern space will be very accommodating and in line with the wikitradition of cooperating with GLAM institutions (site, facebook).

Proposed accommodation venue[edit]

Sheptysky Center is situated in the University town of UCU. There are a few options nearby, namely Collegium. It is easy to get to the airport and railway station from there, and Stryi Park, one of the oldest parks in Lviv, is really close there.

Expected total budget[edit]

USD
Total cost 36 405
Donations 595
Total budget 37 000

Proposed event dates[edit]

Second half of August (namely August 17-19). The weather should be better and as students are not having classes, we can have the campus almost for ourselves.

Description[edit]

What will the event be like if you were awarded the right to host it? Please describe your plan including the proposed duration, scale and any points of interest (such as social activities or innovations to the event format). Include any multimedia, external links, or description that you would like.

August 16 (Thursday): the day when most participants will arrive. Depending on arrivals / departures we might have a preconference day, some trainings can be held during the day. We have a tradition of weekly meetups in Lviv on Thursdays, so we can have a Wikimeetup on Thursday evening where Wikipedians from other CEE countries will get a chance to meet with local Wikipedians.

August 17 (Friday): The opening ceremony and the first day of the event. The conference will start at 10:00 and end of sessions at 18:00. Then dinner and unconference sessions / meetups.

August 18 (Saturday): The second day of the event. The conference will start at 10:00 and end of sessions at 18:00. Then dinner and unconference sessions / meetups.

August 19 (Sunday): The third day of the event. The conference will start at 10:00 and end of sessions at 16:00. Then dinner and unconference sessions / meetups.

August 20 (Monday): Depending on arrivals / departures we might have a fourth (postconference) half a day.

We plan to record and film all sessions, unless otherwise required by the participants / speakers. We plan to provide room for two parallel sessions, and also host smaller meetups or trainings. Meals would be provided from Thursday till Monday.

Logistics[edit]

Team[edit]

Which Wikimedia affiliate staff, local partner organisation staff and/or volunteers will be actively supporting (aka working on any of its part) this event.

Photo Name Role Estimated time allocation Experiences in organizing of events
Wikiconference Ukraine 2014-07-26 141008.jpg Taras Rykmas, Board member, based in Lviv responsible for event logistics (venue, hotel, meals, local transportation etc) ~240 hours WikiConference Lviv 2015
WikiConference 2017 Kherson. Photo 1 by Alina Vozna (cropped).jpg Olia Nesterenko, volunteer responsible for coordination of volunteers (transfers, registration etc) ~120 hours WikiConference Kherson 2017
Nataliia Tymkiv - June 2016 - 2.jpg antanana, volunteer responsible for working with the international program committee ~480 hours WikiConference Kyiv 2014, Wikimedia CEE Meeting 2014, WikiConference Lviv 2015, WikiConference Kyiv 2016, WikiConference Kherson 2017
Wikimedia Ukraine AGM 2016 31 (cropped).jpg Maksym Tsizh, Board member, based in Lviv event logistics (hotel, meals) ~120 hours WikiConference Lviv 2015
Wikipedia Loves Monuments Awards Ceremony - 0022-2.jpg Illia Korniiko, Chair of the Board responsible for working with partners, grant proposal ~120 hours WikiConference Kyiv 2014, Wikimedia CEE Meeting 2014, WikiConference Lviv 2015, WikiConference Kyiv 2016, WikiConference Kherson 2017
Chornobyl-2013-Victoriya SantmatovaDSCN1479.JPG Viktor Semeniuk, volunteer visa/invitation letters (if needed), travel support ~240 hours WikiConference Vinnytsia 2013, WikiConference Kyiv 2014, Wikimedia CEE Meeting 2014
Wikiconference Ukraine 2014-07-26 171426.jpg Юрій Булка, board member, based in Lviv venue ~240 hours WikiConference Lviv 2015
33 - Wikimedia Ukraine AGM 2012.jpg Ліонкінг, volunteer working with the International programm committee ~480 hours WikiConference Kyiv 2014, Wikimedia CEE Meeting 2014
Wikimedia Ukraine AGM 2013 - 026.jpg Friend, volunteer, based in Lviv social events, event logistics (local transportation, coordination of transfers to/from airport, railway station etc) ~120 hours WikiConference Lviv 2015
WikiConference 2015 Lviv 004 (cropped).JPG Vira Motorko, project manager, based in Lviv event PR, keeping in touch with CEE communities / affiliates ~360 hours Wikimedia CEE Meeting 2014, WikiConference Lviv 2015, WikiConference Kyiv 2016
WikiConference 2016 Kyiv. Day 1 08 (cropped).jpg Anna Khrobolova, project manager event PR, volunteer support, souvenirs, printing materials ~480 hours WikiConference Kyiv 2016, WikiConference Kherson 2017
Wikimedia Ukraine Staff - Oleksandr Kotliar.jpg Oleksandr Kotliar, event manager event logistics, souvenirs, printing materials, assistance with international travel (tickets, bookings, reimbursement) etc ~480 hours WikiConference Kyiv 2016, WikiConference Kherson 2017, different non Wikimedia events

Experience[edit]

Which event(s) of 50+ participants did you, your team, or affiliate previously organise?

Wikimedia Ukraine has held national Wikiconferences since 2011. Since 2014 the event had more or almost 50 participants. And we have organised the international Wikimedia CEE Meeting 2014.

Accessibility[edit]

How accessible will this event be? This includes visa conditions for likely attendee nationalities; disability access at the venue(s); ease of travel to nearest international airport/train hub.

  • For representatives of all CEE countries visiting Ukraine does not require visas (maybe invitation letters for some countries)
  • The venue is a modern building, so it is accessible for disabled people, and we will organize assistance if needed
  • The venue is close to Lviv airport, railway station

Please provide a link to the English website of your country’s visa conditions (or list CEE and other relevant countries needing visa), and indicate if you have previous experience in securing visas for attendees.

Please provide some kind of verification / assurance of enough WiFi capacity and speed.

  • The venue provides enough WiFi capacity for 100 people
  • Wikimedia Ukraine has additional equipment just in case (WiFi routers)

Budget[edit]

How much do you expect this event will cost? Please either fill-out the tables below, or provide a separate spreadsheet if this table is not applicable to your budget format (e.g if Accommodation and Venue are a grouped budget item). Please provide links or documents which show how costs have been estimated.

Note: each participating organisation is expected to send two delegates

Travel[edit]

Nr. Item description Unit Quantity Cost per unit Total cost USD Comments
1. Travel costs 18 730 18 730
1.1. International travel participant 62 290 17 980 17 980
1.2. Domestic travel participant 30 15 450 450 Local participants from other cities of Ukraine
1.3. Visa fees participant 3 100 300 300 For invited speakers

Accommodation[edit]

Nr. Item description Unit Quantity Cost per unit Total cost USD Comments
2. Accommodation costs 11 700 11 700
2.1. Lodging participant * nights 90 * 4 20 7200 7200 breakfast is included
2.2. Catering participant 100 45 4500 4500 lunch and dinner

Venue[edit]

Nr. Item description Unit Quantity Cost per unit Total cost USD Comments
3. Venue costs 2975 2975
3.1. Rent days 3.5 80 280 280
3.2. Coffee breaks breaks * participants 7 * 100 2.5 1750 1750
3.3. Technical support days 3 315 945 945 filming of sessions

Please list at least the major items (if not all) of the technical support.

Other income / expenses[edit]

If applicable: Are there any other expected sources of revenue for this event other than a WMF Event grant, e.g. sponsorship (monetary/in-kind) or local Chapter fundraising?

Nr. Item description Unit Quantity Cost per unit Total cost USD Comments
4. Income (inc. in-kind) 595 595
4.1. Venue rent day 3.5 170 595 595

If applicable: Are there are any other expected costs which might be applicable, e.g. a party, sightseeing tour, culture event, local transport shuttle/ticket...?

Nr. Item description Unit Quantity Cost per unit Total cost USD Comments
5. Other expense 3000 3000
5.1. Materials and gifts for participants Participant 100 15 1500 1500 Souvenirs for participants (pens, notebooks, t-shirt or bags etc)
5.2. Downtown bus city tour Participant 100 5 500 500 Translation will be provided
5.3. Unforseen expenses 1000 1000

Other[edit]

If dinner is not provided, please provide typical average meal price including common beverages and typical average prices for common basic food.

Dinner will be provided.

Confirmation[edit]

Primary contact person for the proposal, and chairperson/director of the supporting affiliate, please sign below to indicate your proposal is complete and accurate.

  • Primary contact: Taras r
  • Affiliate chair/director: Ilya