Wikimedia Summit 2024/Logistics

Wikimedia Summit 2024

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Program

• Program Outline
• Engagement session
• Program
• Topic groups
• Onboarding
• Regional Meetups
• Sightseeing

Participation & logistics

• Eligibility
• How to Participate
• Participant list
• Data Privacy Policy
• Logistics

Documentation & reports

• Final Outputs
• Documentation
• Event report
• Further reports

Venue

Venue: Bildungs- und Kulturzentrum Peter Edel – before the renovation

The Wikimedia Summit 2024 will again take place at Bildungs- und Kulturzentrum Peter Edel in Weißensee, Berlin.

Bildungs- und Kulturzentrum Peter Edel
Berliner Allee 125
13088 Berlin
Geo coordinates: 52.55094, 13.46139 OpenStreetMap

Hotel

Park Inn by Radisson Berlin Alexanderplatz

Wikimedia Deutschland will book single hotel rooms for all participants at Park Inn by Radisson Berlin Alexanderplatz for the granted travel period (see our travel policy).

We will provide a shuttle service between the hotel and the Wikimedia Summit venue. The shuttle service will run in the morning and evening (conference start and end).

Hotel Address: Park Inn by Radisson Berlin Alexanderplatz, Alexanderplatz 7, 10178 Berlin

Travel Policy

Travel management policy for affiliate’s representatives

When making travel bookings, we comply with the Travel Expense Regulations issued by Wikimedia Deutschland. Important rules for traveling by train, plane and car are summarized below. The most climate-friendly, shortest or most expedient travel route shall be chosen (time efficiency). For economic and climate protection reasons, rail travel is preferential whenever possible.

Rail Travel

• Rail travel costs shall be covered up to the amount of the normal 2nd class fare or the respective equivalent, including surcharges and seat reservation fees.

Car Travel

• Rail travel is preferable to car travel for climate protection reasons. Reasons for the exceptions:
• Travel by car is necessary for reasons related to health, transportation issues or due to a tremendous advantage in terms of time efficiency.
• A carpool can be used to cause less CO2 emissions than individual train trips would.
• Reimbursement shall be made in accordance with the German Income Tax Act. In 2021, for example, reimbursement amounted to 0.30 euro/km for the first 20 kilometers and 0.35 euro/km for each additional kilometer. This covers all costs for the vehicle, fuel and taxes.

Air Travel

• Air travel is to be avoided for climate protection reasons and shall only be possible if the following three conditions are met: a) If the total door-to-door travel time would be more than 8 hours without air travel and a flight would save more than 4 hours compared to traveling by other means. 2 hours shall be added to the actual flight time for security checks, etc. at the departure and arrival airports. Air travel expenses are reimbursed up to the price of an economy ticket.

Travel Booking Process

• Wikimedia Deutschland will book flight or train tickets for the participants after they fill the travel survey on the event platform. We will notify you once the process has started.
• The granted travel period for the Wikimedia Summit starts on Thursday, April 18 (arrival date) and ends on Monday, April 22 (departure date). If the duration of your travel exceeds 18 hours, the approved arrival date will be Wednesday, April 17 to make sure you have enough time to recover before the event starts.
• Once your flight or train tickets are booked, you will receive your travel itinerary and your tickets via email.
• Tickets purchased independently by the traveler and not through our travel booking system are not eligible for reimbursement.
• Wikimedia Deutschland will cover the cost of your flight to Berlin and your flight out of Berlin. In case you will not fly to your final destination directly after the Summit, but decide to fly elsewhere, you will need to purchase your flight home independently and the cost of the additional flight will not be covered by Wikimedia.

Hotel

• Wikimedia Deutschland will book hotel rooms for the granted travel period and will not cover or book any extra hotel nights.
• An exception to this policy will only be made if the duration of your travel exceeds 18 hours. In this case, the approved arrival date will be April 17 and the extra hotel night will be covered.
• We will not reimburse bookings made independently by the traveler.
• We will book single rooms in the hotel chosen by Wikimedia Deutschland: Park Inn by Radisson Berlin Alexanderplatz, Alexanderplatz 7, 10178 Berlin
• Once your hotel room is booked, you will receive a booking confirmation via email, containing all necessary details on your check-in / check-out dates, location of the hotel and how to get to the Summit venue from the hotel.
• We will provide a shuttle service between the hotel and the Wikimedia Summit venue. The shuttle service will run in the morning and evening (conference start and end).

Travel health insurance for non EU-citizen

• Wikimedia Deutschland will organize travel health insurance for the time of your stay, if you are not a EU-citizen. EU citizens are able to get access to the German health care system using their European health insurance card (EHIC).
• You will be provided with an insurance document, confirming that insurance cover is granted to you for the duration of your stay.
• You are required to keep this document with you in printed form, a digital file is not sufficient.

Public Transportion

• We will reimburse the cost of travel to the airport and from the airport to the hotel if public transport is used.
• Costs for taxi rides can not be reimbursed.
• An exception to this policy will only be made if the flight arrival time in Berlin is after 10 p.m. or before 6 a.m. The same applies to the departure time and for participants with limited mobility. This does not apply to independent service providers such as Uber, Bolt. Only official taxi services are reimbursed.

If you have any questions concerning the travel management, please contact our team through the support chat on the event platform.