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Wikimania 2015 bids/Cape Town/Meeting notes/2014-01-02

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Present

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  • David R
  • Douglas S
  • Dumisani N
  • James H
  • Kim L
  • Maarten D
  • Oarabile M
  • Isla H

Agenda

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  • News update
  • Progress report (it's been a quiet season so not much)
  • What we still need to do (please give this some thought so it can be raised tomorrow)
  • Role allocation and clarification (some people's roles have changed a bit)

Update

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  • We have to make absolutely sure that annual reports, financial reports are published on the Meta Reports page: https://meta.wikimedia.org/wiki/Reports
  • We must make it clear that WikiIndaba is not a prerequisite "trial run" for Wikimania, and that where planning for WikiIndaba would get in the way of preparing for more important work (e.g. WikiLovesMonuments for 2nd year), it has been deprioritised. Our projects are to an extent compartmentalised according to who's running them:
    • Douglas has been focusing more on Wikimania, and Dumisani has been focused more on WikiIndaba.
  • WikiIndaba is still very important for Wikimedia in Africa, so we will still do it.
  • We now have a full-time administrator: this will help to address capacity issues.
  • Need to do a bit more outreach to ensure that bid committee knows our position, and to clarify our team structure and plan.

Progress report / next actions

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  • Douglas is in contact with Ellie; waiting for response.
  • Landing page update in progress
  • Logo development has been progressing well with support from James and Douglas.
  • Douglas is making a map of the abundant hotels in the area.
  • Partner organisation Wesgro will send an updated bid book with updated facts and figures.
  • Douglas will talk to Victor about media issues
  • Isla has been talking to a contact at SA Tourism's London office about Africa outreach in London / at wikimania, and about supporting CT bid.
  • Need to get the bid website to a state where it is ready to be sent to the contact in SA Tourism
  • Need to add information about Wikimedia ZA to our bid page to show clearly that it's a functioning organisation with a solid track record of activity.
  • Keep "bridging divides" theme open so that people can read into it what works for them.
  • Budget is an important next step. Most of the expenses are known from convention centre quotes, so it's reasonable to put that up now.
  • We have a revised quote from the convention centre: we don't need the whole center; About 1/2 the original cost, but still need to clarify how many rooms we'll need and for how many days.
    • Need auditorium for 2 days
    • Need meeting area (what's this? General place where people can hang out, diner is served, general anouncements are made, ...).
    • Need about 5-6 breakaway rooms per session (can be subdivided as required)
  • Hackathon
  • Budget
    • We can have three possible Budgets
      • Skeleton: minimal parties, activities and keynote speakers
      • Midway: as per standard Wikimania, but without extensive extra activity.
      • Dream Budget (under R10,000,000)
    • Might be able to fund "extras" e.g. tours, through sponsorships.
    • Look to London budget and other previous budgets to ensure we don't miss anything.
  • Budget determinants:
    • Venue: Hall + Breakout rooms
    • Social events
    • Catering (breakfast + lunch)
    • Technology (Wifi-Dorms and halls & AV)
    • Exchange rates: calculate everything back into USD (atm: 1$ ~ 10 R)

Team

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Wikimania_2015_bids/Cape_Town/Organising_team_list

  • Maarten: SWOT analysis leader
  • Budget: Dumisani, Douglas and Isla:

Local outreach - Isla

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  • Local merchandising and Documentation; and Public Relations liaison

Maarten: SWOT analysis leader

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Available on Wikimania 2015 bids/Cape Town/SWOT

Bid leader: Douglas

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Responsible for carrying out the vision of the event.

  • Draft budget

2 deputies: James H & Bobby

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  • James is a core bid consultant

Scholarship chair - David and Dumi

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  • David: Visas (how to apply for it and flags) done by 15 Jan.

Media relations - Dumi

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Need a media consultant to do this. This will be a big job - needs some thinking about exactly who will do what here.

Volunteer coordinator - Theresa Hume & Oarabilie

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Maybe Theresa can do this. Needs to be "on the ground" - so local requirement.

Coordinator for registration - Oarabile

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  • Encouraging registrations by community, private individuals, companies, etc. who want to attend
  • Tracking of all registrations from different sectors.
  • Badge printing -- badge template (offer privacy options: print real name and/or username, allow photographs to be uploaded, etc.)
  • Check in time and place determined and publicized
  • Ask for T-shirt size
  • Badge holders & lanyards

International outreach - James and Maarten

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Website - Kimi

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Candidate keynote speakers

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Video, promo

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  • Low prioirity
  • Simple off the shelf intro into Cape Town - currently available.

Travel ""toolkit": http://www.capetown.travel/toolkit eg. http://www.capetown.travel/toolkit/entry/cape-town-lifestyle-video http://www.capetown.travel/toolkit/category/topical-fact-sheets

  • Put together by end of March if possible.

Timeline

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  • By end Jan:
    • Budget
    • Strategy and SWOT analysis (will be worked on on 24th - Done by end Jan).
    • Answer outstanding questions (e.g. venues for extra events)
  • By 1 March:
    • Bidding ends. Hard final deadline.

Priorities

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  1. Bid page development
    • Hotel map
    • Crime and safety
      • Cape Town Central City Improvement District
    • Things to do
      • Township tours
      • Winelands
      • Beaches
      • Cape Floral Kingdom
      • Hiking/Mountain climbing
      • Robben Island
      • Outside Cape Town
  1. Quotes for budget
  2. Clarifying our status to the bid committee (specifically Ellie)

Next meeting

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Next meeting on the 15th January

Agenda

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  • Douglas & Isla: Update on status of informing Wikimedia of our bid
  • Maarten: SWOT outline
  • Douglas: update on bid page and quotes for the budget, IT update
  • Dumi: WikiIndaba update- plan to make it happen with dates
  • David: Update on Scholoarships (quick) and Visas (how to apply for it and flags)
  • James: Bid copyediting (ongoing)
  • EVERYONE: Keynote speakers please - list of suggested
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