Global Open Movement/Logistics

Overview of the logistics
	Most of the time at Wikimania	Wikimania 2029 Global Open Movement	Why this changement
Team	A COT Core organising team collaborating with the Wikimedia Foundation	A COT Core organising team involving a larger group representing also the different organisations involved. A specific COT for the online conference.	Groups and institutions involved need to be fully involved and being part of the decision-making process. The online participation needs to have a specific programme and focus.
Venue	Conference centres, conference facilities at hotels.	University campus.	More sober, large and cheaper solution.
Programme	Around 6 tracks.	Over 30 tracks with at least one track conceived and designed collaboratively by all the institutions and groups involved.	The programme need to include new participants and interests.
Hybrid programme	Most of the sessions (or all the sessions) streamed and recorded. Limited active participation by online participants.	All sessions streamed and recorded and made available rapidly. An independent COT core organising team for the hybrid conference with a specific event designed for online participation.	Online participation needs to be designed specifically for its participants; if we want an hybrid conference, it is not sufficient to stream and to include comments and online participation. Postproduction needs to be improved and made more efficient.
Registration	Registration fee of around 100 dollars (from 2024 set at 100 dollars; in the past was also more expensive).	No registration. Free and open conference.	The approach of FOSDEM with the collection of personal data and a more open and free (as freedom) participation
Food	Lunch is included in the registration fee and provided for all attendees at no additional costs. Some dinners offered within the event or organised directly by the participants.	People pay for their food. They can buy food at food tracks with different proposals, they can but sandwiches or they can eat in restaurants near-by. People with scholarships can be provided with vouchers or other support.	It would not be possible to provide meals without registration. It is a cheaper and more sustainable solution.
Accommodation	Accommodation is organised for people receiving a scholarship and for Wikimedia Foundation staff. Other participants organise their own accommodation.	No significant changes.
Travel	Travel is organised for people receiving a scholarship and for Wikimedia Foundation staff. Other participants organise their own travel.	No significant changes.
Scholarshops	Around 200-240 scholarships provided, with a growing attention to increase the number. The scholarships also provide some pocket money to cover all the expenses of the participants (also evening meals)	Probably scholarships can be significantly increased with a specific focus on inclusion and diversity. The pocket money will cover also all the costs related to food.	By not providing catering and selecting a more sober venue, the event will probably cost significantly less and it can greatly benefit from more scholarships with a specific focus on inclusion and diversity.
Visa	An invitation letter is provided to people receiving a scholarship by the organisation affiliated to the local team and by the Wikimedia Foundation to facilitate access to visa.	We need to eventually ask support to Wikimedia Europe as local partner for visa. The event could be endorsed by a university and be facilitated by the international agreements for academic conferences.	There is a change in the structure of the organisation.
Volunteers	Volunteers involved in the COT Core organising team and during the event.	A large team of volunteers from all the groups and institutions involved.	The event will need a significant number of volunteers and people can be interested in participating in such a peculiar event as volunteers.
Party	There is normally a welcome party and a farewell party at Wikimania with food, some drinks, music and dance.	Participants will enjoy Bruxelles pubs to gather after the conference. There can be a programme of meetups, excursions and games.	Some games and activities can be organised. It will be difficult to manage numbers. At FOSDEM people often gather in the same pubs and most of the people hang out outdoors in the February weather with a surprising capacity to adapt to the adverse climate.
Trust and safety	Participants sign the code of conduct when they register. The code of conduct is enforced by trust and safety.	the code of conduct is presented on the website of the conference and it is printed and available in the venue. There is a team working on trust and safety during the event.	The event aims as usual at a respectful and pleasant atmosphere; the code of conduct shared by the partners is enforced.
Communication	The event is communicated on Wikipedia site-notice, through the Wikimedia communication channels. The communication is essentially internal. There are often some articles coming out on national newspapers about Wikimedia with interviews to Jimmy Wales. Local press highlights the presence of the event in their territory.	The aim is to increase the international communication and visibility of the open movement. The focus is not on the event but on the power and value of the open. We expect a larger event with a large participation of groups and institutions can drive a specific interest. Having time ahead can facilitate a stronger communication with a crescendo.	The event aims at increasing the international communication and visibility of the power and value of the open. It aims at showing that the open movement is not a niche but a mainstream, large, sustainable, powerful and existing presence.
Funds	Supported by Wikimedia Foundation and volunteers. Involvement of partners and some technical sponsors.	Wikimedia Foundation would provide the normal support but funds would rather go on scholarships than in expenses. Work to involve partners and sponsors.	The size and the involvement of many groups and institutions can attract partners and sponsors. Wikimedia Foundation is asked to not reduce its support to Wikimania but to use it as much as possible to support scholarships.

Location

Potential partners if the conference succeed in being organised in Bruxelles, Belgium.

Wikimedia Europe
FOSDEM
Université libre de Bruxelles (ULB)
European Commission
Wikimedia Foundation advocacy team