I was one of the organizers from the NYC conference and I am from Seattle.
First, let me confirm as Pine said that this is discussion for the future
and likely there is a perpetual offer of funding if Seattle would wish to
host the conference. In NYC the format was as follows:
- three day conference
- 400 attendees (I think), with a third attending 3 days, a third 2
days, and a third 1 day
- 5 conference tracks, all volunteer presenters
- all volunteer planning team, with some hired staff per venue
- hired catering
- WiFi necessary for everyone
- Running the conference was budgeted to 13k, but I think it ran to 16k,
and no one had any ideas at all on making this cheaper; likely we could
have requested and gotten more
- We awarded 22k in travel scholarships which funded flights and hostel
accommodations, which again was the cheapest acceptable way to do this
- Our venue rental cost would have been 48k to be at a university in
Manhattan. This was donated to us by the university, and if we had to pay
for that, I am not sure what we would have done.
- Because of accessibility and diversity concerns, we did not charge
admission to join the conference and accepted everyone who showed up. We
did ask for registration, and we would have turned people away had we gone
over capacity. We did warn some late registrants that we might not have
room for them.
Most cash from the conference came from the Wikimedia Foundation.
We did some fundraising too.
If there were more discussion about hosting this conference in Seattle, I
could help Wikimedia Cascadia build on and copy the preparation and
planning that was done in NYC.
I should also say that while WM NYC did almost all of the event planning,
WM DC managed the awarding of travel scholarships. It helps to have
partners in this.
The biggest barrier to hosting a conference is getting a place to do it. If
any university in the area would help host then that would be best.
In the past I reached out to the organizers of Seattle InfoCamp about
combining their conference with a WikiConference. I know they have been
looking for help organizing and managing their event, and as I feel it is
so closely aligned with Wikimedia community values, I have long wished that
our communities could collaborate.
It seems that this year their conference is cancelled, or rather postponed
until next year.
Since they are having
a bit of management crisis, now might be a good time
to check back with them and see if they would partner with us Wikimedians.
They already have about five years experience running our size of
conferences in Seattle, and it might be that if we combined our two sort of
shaky communities together then we could be very strong and organized
together. At least it is an option.
On Wed, Aug 27, 2014 at 3:50 AM, Benj. Mako Hill <mako(a)atdot.cc> wrote:
> <quote who="Pine W" date="Wed, Aug 27, 2014 at 12:40:46AM
> > Thanks.
> > 100 to 500 participants
> > Yes to UW housing
> > At least one common meal for all participants on Saturday
> > Probably summer of 2016 or 2017
> > Events from Friday evening through Sunday mid-afternoon with arrivals
> > Friday morning and departures late Sunday. We may expand the schedule
> > depending on the level of interest in a pre-conference hackathon or
> > education workshop.
> > It would be great if you and Peaceray
take the lead on this.
> I'm assuming we'd be able to get
funding for this. The thing that
> would be useful to know from the NYU organizers is how much money they
> expect this to cost.
> Benjamin Mako Hill
> Creativity can be a social contribution,
but only in so far
> as society is free to use the results. --GNU Manifesto
> Wikimedia-Cascadia mailing list
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