Wikimedia CEE Meeting 2026/Registration

CEE Beyond the Crossroads!

This page is managed by Wikimedians of Romania and Moldova User Group
and shall only be edited by the Wikimedia CEE Meeting 2026 Organising Team.

Wikimedia CEE Meeting 2026 (WMCEEM26) is an annual conference centered on Wikimedia projects (Wikipedia and other related projects) in countries of Central and Eastern Europe (more recently, also in Central Asia). It features presentations on Wikimedia projects, other wikis, free/open source software, free knowledge and free content, and these topics' social and technical aspects.

WMCEEM26 is organized and hosted by Wikimedians of Romania and Moldova User Group in collaboration with the Wikimedia CEE Hub and Wikimedia Foundation (WMF).

The Wikimedia CEE Meeting will take place on September 18–20, 2026, in Cluj-Napoca, Romania.

Please keep in mind that the official language of the conference is English and interpreting services will not be available.

Registration period

Registration period for representatives of Wikimedia affiliations (Chapters and User groups): 13 May 2026, 00:00 (UTC) — 10 June 2026, 23:59 (UTC) (extended).
Registration period for self-funded participants and for everyone else: 13 May 2026, 00:00 (UTC) — 30 June 2026, 23:59 (UTC).

Eligible affiliates

It's crucial to carefully check the eligibility subpage before registering. The provided list shows the eligible affiliates and defines the number of delegates. The list is final and cannot be revised.

Allocation of the number of delegates

To align the delegate allocation with the conference’s objectives on inclusivity, representation, and meaningful participation, we developed the delegates’ table using the following approach:

We collected data on actual attendance of affiliates and communities over the past four years, focusing on those whose participation was not self-funded.
We assessed the current status of each affiliate or community (for example, noting cases where groups have dissolved since 2025).
We allocated two delegates to affiliates and communities with an average attendance of at least 1.5 participants over the past four years, and one delegate to all others.
To reflect the conference’s focus on inclusivity, we distributed the remaining spots to emerging communities, minority groups, and underrepresented languages from Romania and Moldova.

How to select the delegates

Recommendation for the selection of delegates

While all affiliates and communities have the right to choose their delegates, we still make the recommendations below to everyone when choosing their delegates.

To increase diversity and ensure a wider range of perspectives at the Wikimedia CEE Meeting, we encourage affiliates to consider the following when selecting participants:

Strive to include participants of different genders from each organization or group.
Avoid selecting individuals who have already participated as delegates more than four times in the past five years.
Prioritize individuals who are active in their communities and have relevant experience within the Wikimedia movement.
Choose individuals who demonstrate leadership by actively contributing to the future development of the movement and by taking part in shaping decisions within their communities, regardless of formal roles or titles.

Chapters

Affiliated chapters must select their delegates to the conference through internal selection processes. At the same time, they must confirm the selection of delegates. Confirmation can be:

Minutes or resolution of the BoT;
The decision of the executive team;
Any other decision that the administration of the organization sanctions.

User groups

Affiliated user groups with bylaws and a formal Board of Trustees (formal structure) can go through the same steps when selecting delegates as chapters. Accordingly, they must also provide the following confirmations when delegates are chosen:

Minutes or resolution of the BoT;
The decision of the leaders/founders of UG or UG contact persons for WMF.

If the User Group doesn't have a formal structure, they must consult with the community or members of the User Group and thus select their delegates. They can openly select their delegates by voting on the Wikimedia projects. To do this, create a delegate selection page on Meta-Wiki or your local Wikimedia project, start a discussion, and then vote. The election result must be provided to confirm the selection of delegates for the Wikimedia of Romania and Moldova User Group.

Communities

Communities without any affiliates (Chapters and User Groups) must select their delegates through community consultations. Below are the steps that communities must take to select their delegates:

Create a page or section in the village pump (or forum) and announce the process of selecting delegates for the conference, and invite everyone (ping them) for the discussion.
Invite community members to submit their candidacy as a delegate.
Make sure that potential delegates have meaningful contributions to the Wikimedia community and projects and understand the essence of the Wikimedia Movement.
Hold an open and transparent vote to identify future candidates.
Submit the result to the WMCEEM 2026 Organizing Committee through the official email.
WMCEEM 2026 Organizing Committee will check the selected delegates' eligibility to participate in the conference.

Note

The final decision on the number of delegates for specific affiliations and communities is made by the organizers.
Organizers may refuse specific participants to participate in the CEE Meeting for security and other logical reasons.
WMCEEM2026 and its Fiscal sponsor will cover the expenses (through scholarship) of delegates coming from Europe and the Central Asia region. Delegates coming from outside the region must cover the difference in costs themselves.

Buddy System

A CEE Meeting Buddy System is in place to help newcomers feel welcome, included, and confident navigating the conference, while encouraging meaningful connections with experienced participants. The Read more on the dedicated page.

Registration process

Delegates, scholarship recipients, and all self-funded attendees can register using the Registration Form (given below). All travel, accommodation, and food expenses (during the conference days) will be organized and covered by Wikimedians of Romania and Moldova User Group only for delegates and scholarship recipients.

Registration is required for everyone to participate in the Wikimedia CEE Meeting.

Register!

Registration Form

Contact us

If you have questions or difficulties with the delegate selection process or need assistance, contact the WMCEEM 2026 team for support at wmceem2026icf-fri.org.