Wikimania Bid/2010

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This page is kept as an archival reference.
If you want to raise a point about it, please start a discussion thread on the community forum.
Comment This is the local sandbox for the main Bid page which is at http://meta.wikimedia.org/wiki/Wikimania_2010/Bids/Oxford
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Template:Wikimania 2010-bids

Wikimedians in the UK and beyond are bidding to hold Wikimania 2010 in Oxford. If you are able to offer assistance, or would like to show your support, please add your name below.

  • Country: UK
  • City proposed: Oxford
  • Proposed dates: Friday 30 July to Sunday 1 August
  • Contact person(s): Tom Holden = [[::User:Cfp|Cfp]] ([[::User talk:Cfp|talk]]⧼dot-separator⧽[[::Special:Contributions/Cfp|contribs]]⧼dot-separator⧽email), Wikimedia UK and the local bid team.

The City of Oxford

The dreaming spires of Oxford facing Christ Church to the south (Christ Church Cathedral on the left and Tom Tower on the right)

Oxford was first occupied in Saxon times, and was initially known as "Oxanforda", and was first mentioned in written records in the Anglo-Saxon Chronicle for the year 912. By the 10th century Oxford had become an important military frontier town between the kingdoms of Mercia and Wessex. The University of Oxford was founded in the 12th century is the oldest English-speaking university in the world. The University consists of approximately 30 colleges and associated buildings, such as the Exam Schools (on the High Street, closed to the public), the world-famous Bodleian Library (main buildings in Radcliffe Square, off the high street - limited access to the public), and several world-class museums. Each college has its own individual character, some date from the 13th century, others are merely a few decades old. Many of the colleges are closed to the public, particularly during term times; some, however, are open at different times. For example: Christ Church is mostly open, and has the added bonus of having a (small) cathedral attached, where excellent music is performed at Evensong everyday, it also has an excellent art gallery. Some of Christ Church's buildings are used in films such as "Harry Potter". Other colleges of note are Magdalen (pronounced 'maudlin'), which has a deer park, and those along the High Street, all of which have an impressive list of alumni.

About Oxford

Oxford has many world-class buildings.

Oxford is probably the second most visited city in England by international travellers. The city's history is entwined with the internationally famous University of Oxford. The city has many historic buildings open to the public, including most colleges, the Carfax Tower and the Sheldonian Theatre. Fivearts Cities has an overview of some architectural highlights. Museums in the city include the Pitt Rivers, the Ashmolean, the Oxford University Museum of Natural History and the Oxford University Museum of the History of Science. Modern Art Oxford is one of Britain's leading contemporary art galleries. Punting is popular on the city's Cherwell and Isis rivers, while open spaces include tranquil Christ Church Meadow and the landscaped University Parks. The city is also home to an important botanical garden. Oxford has interesting and varied shopping opportunities. It is particularly strong on bookshops, which include Blackwell's. Other popular tourist destinations, such as London, Windsor and Stratford-upon-Avon, lie within easy reach of Oxford.

Punting on the city's rivers is a popular recreational activity.

Due to its large student population, Oxford has a varied and thriving arts and nightlife scene. In Oxford magazine provides listings of theatre, musical performances, nightlife, sporting and other events in the city. There are many restaurants serving every conceivable cuisine, from popular British chef Jamie Oliver's Italian restaurant and Raymond Blanc's nearby two-Michelin starred Manoir aux Quat'Saisons, to a wide range of budget options. There is also the possibility of providing cut price catering in a college hall. The Daily Info and the Oxford Restaurant Guide provide details of the many options. There are a large number of excellent pubs and bars in the city - see beerintheevening for user reviews of top-rated venues.


Demographics

Customs and attitudes

Oxford is one of the most diverse small cities in Britain with the most recent population estimates for 2005, showing that 27% of the population were from an ethnic minority group, including 16.2% from a non-white ethnic minority ethnic group (ONS). Given this multicultural nature the local population is very open-minded and tolerant. Although the United Kingdom has Christianity as a state language, it can be considered a mostly secular country where all faiths can be considered welcome. Attendees should experience no discrimination or other problems related to gender, race, religion, sexual orientation, political views, etc..

Communications

All mobile phone networks should function well in Oxford. The five major UK service providers (O2, Vodafone, Three, T-Mobile and Orange) have maximum functionality in and around the city of Oxford with extensive 3G coverage, with only a few isolated spots where full coverage is not available. Mobiles registered to non-UK networks will be able to connect to these based on their home network's agreements and according to their tariffs and phones need to be GSM compatible.

There are a number of phone boxes in Oxford if a mobile phone is unavailable, within easy walking distance of most locations. Specific boxes with text/email/web functionality are available as well. There is one at the Carfax (OX1 1EB); are two in Cornmarket Street (one opposite Barclays Bank, 0X1 3HS); one at the Gloucester Green bus station (0X1 2BU); one at Oxford Station, Park End Street (0X1 1HS); one at St Ebbes, Queen Street (0X1 1AB); and one on St Ebbes Street.

There are also numerous post boxes and several post offices in and around Oxford. Post within the UK is priced on size and weight. Size charts can be found at all post offices so it is recommended that post is sent from a post office to avoid any issues with the correct costing. Domestic first-class mail can usually be expected to arrive the following day; second-class mail normally takes 2 – 3 days.

Local media

This bid was covered in the Oxford Times here.

As well as the BBC national radio stations, Oxford and the surrounding area has several local stations, including BBC Radio Oxford, Fox FM, Oxford's FM 107.9, and new station JACK fm on 106.8 along with Oxide: Oxford Student Radio (which went on terrestrial radio at 87.7 MHz FM in late May 2005). A local TV station, Six TV: The Oxford Channel is also available. The city is home to a BBC TV newsroom which produces an opt-out from the main South Today programme broadcast from Southampton. Popular local papers include The Oxford Times (compact; weekly), its sister papers The Oxford Mail (tabloid; daily) and The Oxford Star (tabloid; free and delivered), and Oxford Journal (tabloid; weekly free pick-up). Oxford is also home to several advertising agencies. Daily Information (known locally as Daily Info) is an events and advertising news sheet which has been published since 1964 and now provides a connected website. Recently (2003) DIY grassroots non-corporate media has begun to spread. Independent and community newspapers include the Jericho Echo and Oxford Prospect. Oxford is also home to two high-quality student newspapers , The Oxford Student and the Cherwell which are published by and for Oxford University students.

Currency

Banks and ATMs are plentiful in Oxford.

The pound sterling (ISO 4217: GBP), known locally as the pound (£) is the currency of the United Kingdom, divided into one hundred pence (p).

Currency exchange desks are available at all London airports, as well as at the Post Office and most banks and travel agents in Oxford. Australian Dollars, Canadian Dollars, Euros, Japanese Yen, Polish Złoty, Swedish Krona and United States Dollars are all widely exchanged; other currencies are usually exchangeable at the airports.

There are many ATMs throughout the city that provide British pounds to virtually any credit or debit card, as they are part of both the Cirrus/Mastercard and Visa Plus international ATM networks. Most credit and debit cards are widely accepted in shops, cafes and restaurants, including Visa, Visa Electron, Maestro and Mastercard, and to a lesser extent AMEX, Diners and JCB. Note that there is normally a minimum spend level (generally ~£5) before most stores will accept cards. Travellers' cheques are less common and may not be accepted outside of the more tourist-focused areas, but can be exchanged for cash at most banks/Post Offices. Low crime levels mean that carrying sensible amounts of cash as opposed to travellers' cheques once in the city is a safe option.

Exchange rates as of 31 December 2008 (x-rates.com)
Currency Equivalent of GB£1 Equivalent in GB£
Icons-flag-au.png Australian Dollar 2.08 0.48
Icons-flag-ca.png Canadian Dollar 1.76 0.57
Icons-flag-eu.png euro 1.02 0.98
Icons-flag-jp.png Japanese Yen 130 0.0077
Icons-flag-se.png Swedish Krona 11.21 0.089
Icons-flag-us.png United States Dollar 1.44 0.69

Cost of living

Climate and Hazards

Typical temperatures in Oxford in July and August are mild, making it pleasant to walk or sit outdoors. Rainfall in Oxford is lower than in the north or west of the UK, and July is both the driest and the sunniest month of the year. Extremes of weather are rare in Britain but they do occur. Most strong storms with high wind speeds occur during the winter and autumn months. During the summer, temperatures very rarely reach 40°C (100°F) and July is typically a dry month although there have been exceptions.

Oxford is seismically and volcanically inactive, so there are no hazards from volcanoes or earthquakes. Typically all that is needed for travel to the UK in the summer is a coat for the rain and shorts for the sun. With UK's northerly latitude, days are longer and so the sun does not go down till very late into the evening and rises early.

Weather averages for Oxford
Month July August
Daily high temperature 22.3°C (72°F) 21.9°C (71°F)
Daily low temperature 12.8°C (55°F) 12.6°C (55°F)
Total precipitation 38.2 mm (1.5") 54.4 mm (2.1")
Days with rainfall 6.7 7.8
Sunshine 205.5 hours 193.8 hours

Safety and Security

Personal well-being in Oxford

Places of worship

Britain is a multicultural country, and Oxford is no exception to this. While the major religion is Christianity, Oxford provides places of worship for most major faiths, including Judaism and Islam. A list of accessible places of worship can be found on Oxford City Council's website. Other services, including Google Maps, can locate other places of worship in Oxford. [1]

Medical care

John Radcliffe Hospital is less than three miles from the venue and has an Accident and Emergency department. The UK has a National Health Service which will provide emergency treatment free in situations where without it, a persons life may end without. Beyond this, residency and nationality affect what additional care can be achieved. Those from the European Union can get access to reduced cost treatment.

Conference location

Main venue

Oxford Town Hall

Oxford Town Hall is the meeting place of the council and houses the Museum of Oxford. It has a large central hall (seating 500 downstairs and an additional 242 in the balcony) and several smaller rooms (200, 120, 105, 70, 43, 40, 30, 30)[2], all of which are available for hire (rates). The usual range of technical facilities appear to be available for hire. We intend to set up the gallery and its adjoining cafe as a social space. Interactive 3D views of the town hall can be viewed here. The Lord Mayor has expressed enthusiasm at the idea of Wikimania being held at the Town Hall and providing the organisation making the booking is a registered charity we expect to be entitled to a 50% discount. Although not all rooms are covered with wireless internet access, temporary networks will be put in place to ensure there is complete coverage throughout the whole of the building.

The large opening and closing sessions will be hosted in Oxford Town Hall. We may also use this venue for the break-out sessions, or we may use somewhere associated with the university.


Wikimania 2010 Oxford Schedules
Day Date Tasks
Tuesday 31

"Hacking Day" Set Up

Wednesday 01 Aug
  • Hacking Day
  • Meetings
Thursday 02
  • Conference Set up
  • Hacking Day
  • Meetings
Friday 03

Main Conference

Saturday 04

Main Conference

Sunday 05

Main Conference

Monday 06

(Tear-down)

 


Accommodation

Balliol

All normal guests will be accommodated in Oxford colleges and a hostel. The possibility of a partnership with the the OII has been raised, in which case Balliol College would be the obvious first choice, given its links to the OII. Balliol is right in the centre of Oxford, at most fifteen minutes walk from the venues listed above and many of the other Oxford colleges are equally central. Most Oxford college accommodation is in single rooms, though a few double rooms are usually available. There are a mix of en-suite and shared bathroom rooms. Commercial prices for summer schools are around £50 ($72) per person per night (including food), though the 24 hour delegate rate for business conferences is up to double this[3]. I am optimistic that £50 a person per night is an upper bound on what we would have to pay. Most colleges (including Balliol) have a "hall" providing meals either as part of the accommodation package, or at reasonable rates. Most colleges (again including Balliol) have a variety of social spaces including bars, common rooms, TV rooms and garden areas. There are also countless restaurants nearby. VIPs could be accommodated in nearby Oxford hotels, such as The Randolph at £240 ($346) a night for a double room or Malmaison for £140 ($202) to £350 ($504) for a double room.

Party opportunities

Wikimania traditionally hosts two parties, one for attendees (capacity of 250-350) and one for sponsors and VIPs (capacity 40-60).

  • Attendees party(ies) propositions
Escape on High Street (very central) would probably fit the bill well. It is a combination restaurant/bar/club with a reasonable amount of comfy seating and good decorations.
  • Sponsor party(ies) proposition
Freud in the Jericho region of Oxford would be perfect for the VIP party. It is housed in an imposing converted church and has a good selection of cocktails. It is within walking distance of the centre, though taxis could also be hired.

Travel

International Travel

International travel to the United Kingdom is extensive. Access to the UK is provided by airports, ferries and rail lines. In the UK there are 30 international airports providing travel to 200 destinations, 8 ports with international passenger ferry services to Europe, by ship and hovercraft, and a rail link to mainland Europe via the Channel Tunnel. Although

Airports

Heathrow, Terminal 5

Oxford does not have its own international airport. However, there are many airports in close proximity with excellent conenctions to all of the UK. The closest airport to Oxford is Heathrow International Airport, which has the highest number of international passengers in the world. It is used by over 90 airlines which fly to 170 destinations worldwide and is the primary hub of British Airways, BMI and Virgin Atlantic. The airport has non stop coach services to oxford which run 24 hours a day and have a journey time of approximately one hour. Gatwick, Stansted and Luton airports are situated further from Oxford, but coach services are provided by National Express Bus Company direct to Oxford. Birmingham International Airport is also an option for those wanting to avoid London.

Ferry ports

Channel Tunnel

Travel costs

Visa issues

[TODO: Update list with recent changes [4]

Countries whose citizens will require visas for entry to the UK are shown in orange. Those where no visa is required are shown in green.

Given the high throughput of air traffic, the UK is a highly accessible country with those travelling from within the EU, North America, Japan, South Africa, Australasia or most of Latin America not requireing a visa to visit the UK. Many people from other regions will also be able to visit the UK without a visa. To determine whether you will need a visa to visit the UK, go to www.ukvisas.gov.uk. The nature of any visa required will depend on your nationality and your current country of residence. An easy-to-use form is available here. It is believed that citizens of the following countries will normally require a visa, however you should confirm using the links above. The typical cost for a VISA for a short visit to the uk is £65. Wikimedia UK may be able to act as a sponsor for those that require one in order to get a visa.

Afghanistan Albania Algeria Angola
Armenia Azerbaijan Bahrain Bangladesh
Belarus Benin Bhutan Bosnia-Herzegovina
Burkina Faso Burma (Myanmar) Burundi Cambodia
Cameroon Cape Verde Central African Republic Chad
China, People's Rep.of Colombia Comoros Congo, Democratic Republic of
Congo, Republic of Cuba Cyprus, northern part of Djibouti
Dominican Republic Ecuador Egypt Equatorial Guinea
Eritrea Ethiopia Fiji Gabon
Gambia Georgia Ghana Guinea
Guinea Bissau Guyana Haiti India
Indonesia Iran Iraq Ivory Coast
Jamaica Jordan Kazakhstan Kenya
Korea (Dem. People's Rep) Kosovo Kuwait Kyrgyzstan
Laos Lebanon Liberia Libya
Macedonia Madagascar Malawi Mali
Mauritania Moldova Mongolia Montenegro
Morocco Mozambique Nepal Niger
Nigeria Oman Pakistan Palestinian Authority
Peru Philippines Qatar Russia
Rwanda Sao Tome & Principe Saudi Arabia Senegal
Serbia Sierra Leone Somalia Sri Lanka
Sudan Surinam Syria Taiwan
Tajikistan Tanzania Thailand Togo
Tunisia Turkey Turkmenistan Uganda
Ukraine United Arab Emirates Uzbekistan Vatican City*
Vietnam Yemen Zambia Zimbabwe

* service & emergency passports only

Travel to Oxford

Coach

There are two major coach services to and from London: the Oxford Tube and Oxford Espress. Each runs services frequently and well into the night. Both services offer free broadband wifi and plug sockets onboard.

Destination Duration (minutes) Daytime frequency Operator Times of operation
Central London 100 10 - 15 minutes Oxford Tube 24-hour service
100 15 minutes Oxford Espress X90 04:30 - 00:30
London Heathrow Airport 80 - 90 20 minutes The Airline X70 24-hour service
London Gatwick Airport 120 - 150 60 minutes The Airline X80 24-hour service
London Luton Airport 110 - 130 120 minutes National Express JL737 01:30 - 18:30
London Stansted Airport 190 - 230 120 minutes National Express JL737 01:30 - 18:30

Please see this page for more details of the UK's airports and their connections to Oxford.

Train

All trains run to Oxford's modern railway station

First Great Western run trains from Oxford to London and other destinations in the south of England, including local services. Services run from early morning to late night. Two fast trains per hour link the city to Paddington station in Central London in 60 minutes.[5]

St Pancras International, with high-speed Eurostar rail services to Paris and Brussels, lies a short taxi or subway journey from Paddington station.

Oxford typically has two Cross Country trains per hour, running from the South Coast, through Oxford, to Birmingham and on to Manchester or the East Midlands, North East and Scotland. The journey time to Birmingham International Airport is 57 minutes.[6]

Local transportation

Oxford has good local bus services. (Side view of Balliol College.)

Oxford's city centre is compact and easily navigated on foot. The city has been described as one of Britain's top three cycling cities, with around 20,000 people per day commuting into the city centre by bike. There are good local bus services to the outskirts, including park and ride services for drivers. Bus fares start at £1 (US$1.44). The minimum fare for taxis in Oxford is the lowest in the south of England, at £2.30 (US$3.31).

More information on Oxford's transport system can be found at w:Oxford#Transport.

Sponsorship

Possibilities for local sponsorships

Organisations not currently being investigated

The AHRB/ESRC
BECTA
Electrocomponents plc
Exient Entertainment
Oxford Instruments
RM
Sophos
Oxford Entrepreneurs
Oxford Economic Partnership
Nominet
Thames Valley Partenership
Rutherford Lab

Organisations with whom we have (attempted) to make contact

Blake Lapthorn Tarlo Lyons
Torchbox
Moo
The Oxford Institute of Information Management at the Said Business School
The James Martin 21st Century School
Balliol College
Google UK
Oxford Trust/ITsON
Blackwell's
Blackwell publishers
OUP
eBay UK
Microsoft UK
Virgin Group
Facebook UK
Oxford Inspires
Yahoo UK & Ireland
OSS Watch

Confirmed organisations

Cannot provide financial support or staff time, but they're happy for us to describe the event as "in collaboration with the OII" which should help with getting other sponsors. They're also happy to give us advice and to help recruit and identify speakers. Any Hacking days will also be held at the institute as they have allowed to use rooms there free of charge.
  • Osmosoft - Open Source arm of

Project Management

Local team

To get involved it might be a good idea to join the Wikimedia UK mailing list or at least view the updated archives. Additionally, you can join the IRC channel to talk in real time. To show your support join our Facebook group here.

  1. cfp 17:16, 11 October 2007 (UTC)
  2. Skenmy 17:19, 11 October 2007 (UTC)
  3. Possibly. Majorly (talk) 17:38, 11 October 2007 (UTC)
  4. Tango 17:39, 11 October 2007 (UTC)
  5. KTC 23:21, 11 October 2007 (UTC)
  6. Gordo 22:28, 10 December 2007 (UTC)
  7. Kaihsu 11:15, 4 January 2008 (UTC): maybe; currently based in Oxford
  8. Seddon Seddon 00:32, 23 July 2008 (UTC) Based in Wales
  9. Sean Whitton based in Sheffield but can be involved in set-up etc. —Sean Whitton / 16:56, 28 July 2008 (UTC)
  10. Ironholds 11:05, 30 July 2008 (UTC) Will try and help out. I think more of the discussion should be moved from the mailing list to this meta talk page to make reading and finding archived material easier.
  11. Cormaggio Can help with general logistics, connecting with wmf volunteer groups, liaising with organisations, writing grant proposals.
  12. Martinp23 21:34, 1 August 2008 (UTC)
  13. Gazimoff 23:23, 1 August 2008 (UTC) - I'll do what I can to help out.
  14. :-) Stwalkerstertalk ] 13:38, 6 August 2008 (UTC) - I'm based in Cumbria, but I'll do what I can
  15. Craigy144 20:04, 30 August 2008 (UTC) I'm not sure how I can help, but you have my support.
  16. --86.166.225.207 20:49, 30 August 2008 (UTC) happy to support and get involved
  17. Zythe - Maybe, considering I will be living in Oxford for a good three years to come.81.96.164.52 21:03, 30 August 2008 (UTC)
  18. User:Reedy - Sounds good, i'll just lodge with Zythe ;). Im York based, so not local, but should be able to sort out to help out with stuffs Reedy 21:48, 30 August 2008 (UTC)
  19. OwenBlacker — might not be able to help much, but certainly will try… — 21:31, 30 August 2008 (UTC)
  20. Hazz 05:47, 31 August 2008 (UTC) - Maybe able to help out and I do live in Oxford so I know a thing or two about the area.
  21. User:Dynamization 08:33 31 August 2008 (BST) - Live in London but student so free time over next few years...
  22. 93.96.23.110 08:54, 31 August 2008 (UTC) I will do what I can
  23. Edmund Patrick obviously Cambridge would be far better but never mind, you have my support, I will assist where and when I can, a possible useful skill is applying for monies from various H.L.F.s! which I do at least once a year.
  24. Colds7ream - Live in Shrewsbury but yet another student, so I'll definitely be able to help out!
  25. Sholeem Griffin- Live in Swansea but student so should be able to attend/help out.
  26. EoinMahon Won't be able to attend but would like to show support.
  27. Harry Wood Live in London. Very keen to see it hosted in Oxford
  28. Andrew22k Support from Scotland.92.5.151.32 16:01, 1 September 2008 (UTC)
  29. Cdhaptomos live in Aberystwyth so can't be there but will support anytime.
  30. I live in Oxford during term time and would be happy to help. Waltontalk 09:58, 2 September 2008 (UTC)
  31. Haza-w – Depends on how this year's application goes, but a good chance I'll be there for 2010... 08:19, 3 September 2008 (UTC)
  32. Ross Gardler &ndash 4 September 2008 &ndash I'm service manager of OSS Watch, the Innovation Support Centre for UK education based open source projects and procurments - we're here to help
  33. Joe Shields only just started on Wikipedia really, I'm starting at Oxford this October and would love to do what I can. 10:32, 6 September
  34. ' 13:51 7 September 2008 (GMT).
  35. - in Oxford.
  36. Booglamay - from Reading, but divide my time between Birmingham and London - Oxford is in the middle so it makes even more sense!
  37. - Media skills (film/publishing), web design / graphics, stage management experience, live blog experience
  38. Mike Peel, so long as I'm in the country at the time...
  39. MRacer - I live in the North East of England so I'm not sure what I can offer in concrete terms, but nonetheless would like to show support for the bid.
  40. Faizaguo-I live in London. Two hours' drive. Definite yes.
  41. --Mbimmler 23:08, 19 December 2008 (UTC) will help locally from Oxford (Merton) from Michaelmas term 09 onwards.
  42. AndrewRT 00:25, 31 December 2008 (UTC) Live in Nottingham, 2 hours drive away and I have a car.
  43. Tosão 20:57, 11 January 2009 (UTC) Oxford,Oxford!
  44. Deb 12:10, 25 January 2009 (UTC)I come to Oxford at least twice a year and am a grad. I'd love to be involved.
  45. PeterSymonds 22:14, 26 January 2009 (UTC)
  46. The Helpful One 22:15, 26 January 2009 (UTC)
  47. Dendodge 22:28, 26 January 2009 (UTC)
  48. 19:08, 19 February 2009 (UTC) I live in Reading but know Oxford extremely well having studied there and having many friends there. Would love to help out with any aspect of the bid and the conference itself.

Project Deliverables

A winning bid

Bid team leader: User:Cfp

Requirements: Arrange for delivery of all the below deliverables. Sell the Oxford bid as the best location, promising the most interesting conference, perfectly run.

Steps necessary to achieve deliverable Step depends on Resources needed for step and their source Risks and severities Mitigation strategies Estimated time Assigned to Status
The bid logo No dependencies
  • Time - The bid team

None

N/A 1 month Finished
The bid page
  • The bid logo
  • Time - The bid team

None

N/A 1 month In progess
The bid information pack
  • The bid page
  • Time - The bid team

None

N/A 1 month Not started
Liaising with potential cohosts
  • The bid page
  • The bid information pack
  • Time - The bid team

None

N/A 2 months In progress
Planning
  • The bid page
  • Time - The bid team

None

N/A 2 months In progress

A venue

Venue team leader: User:????

Requirements: Our venue(s) must be able to accommodate at least 500 people in its largest room, though 700+ is desirable. It/they must have at least two rooms capable of accommodating 150-200 and 4 or so smaller rooms accommodating around 50. It/they must have social spaces and catering facilities. Ideally we want a single venue capable of providing all of this, but multiple buildings may be tolerable if they are sufficiently close. All lecture theatres should be suitable for projections and we must be able to arrange blanket wireless coverage over the entire building(s).

Steps necessary to achieve deliverable Step depends on Resources needed for step and their source Risks and severities Mitigation strategies Estimated time Assigned to Status
Draw up a list of venue possibilities No dependencies
  • Time - The bid team
  • Low - Miss the perfect venue
Remain open to new possibilities for as long as possible. 1 week Complete
Cost venues
  • Drawing up a list of venue possibilities
  • Time - The bid team
  • High - Uncertainty about exact quotes due to lingering uncertainty about Wikimedia UK's charitable status and the OII's level of involvement.
Draw up costings based on all scenarios. 2 weeks Complete
Venue feasibility studies - catering, internet access, room sizes
  • Drawing up a list of venue possibilities
  • Time - The bid team

None

N/A 2 weeks In progress
Final venue decision
  • Drawing up a list of venue possibilities
  • Cost venues
  • Venue feasibility studies - catering, internet access, room sizes
  • Time - The bid team

None

N/A 1 week
  • The entire bid team.
Not started
Make provisional booking
  • Final venue decision
  • Time - The bid team

None

N/A 1 week Not started
Arrange technical equipment
  • Final venue decision
  • Time - The bid team

None

N/A 2 weeks Not started

Accommodation

Accommodation team leader: User:????

Requirements: The accommodation must be able to house up to 700 delegates all in reasonably close proximity to each other. It should provide social spaces for the evening, and possibly dining facilities.

Steps necessary to achieve deliverable Step depends on Resources needed for step and their source Risks and severities Mitigation strategies Estimated time Assigned to Status
Draw up a list of accommodation possibilities No dependencies
  • Time - The bid team
  • Low - Miss the perfect venue
Remain open to new possibilities for as long as possible. 1 week In progress
Cost accommodation
  • Drawing up a list of venue possibilities
  • Time - The bid team
  • High - Uncertainty about exact quotes due to lingering uncertainty about Wikimedia UK's charitable status and the OII's level of involvement.
Draw up costings based on all scenarios. 2 weeks In progress
Accommodation feasibility studies - social spaces, catering(?), internet access
  • Drawing up a list of venue possibilities
  • Time - The bid team

None

N/A 2 weeks Not started
Final accommodation decision
  • Drawing up a list of venue possibilities
  • Cost venues
  • Venue feasibility studies - catering, internet access, room sizes
  • Time - The bid team

None

N/A 1 week
  • The entire bid team.
Not started
Make provisional booking
  • Final venue decision
  • Time - The bid team

None

N/A 1 week Not started
Arrange technical equipment
  • Final venue decision
  • Time - The bid team

None

N/A 2 weeks Not started

Scholarships

Scholarship team leader: User:????

To do: insert scholarships requirements.

Steps necessary to achieve deliverable Step depends on Resources needed for step and their source Risks and severities Mitigation strategies Estimated time Assigned to Status
Sample step No dependencies
  • A lottery win - Lottery tickets
  • High - We won't win the lottery.
Buy many tickets. 1 week Not started

Speakers

Speaker team leader: User:????

To do: insert speaker requirements.

Steps necessary to achieve deliverable Step depends on Resources needed for step and their source Risks and severities Mitigation strategies Estimated time Assigned to Status
Sample step No dependencies
  • A lottery win - Lottery tickets
  • High - We won't win the lottery.
Buy many tickets. 1 week Not started

Admin staff time

Admin team leader: User:????

To do: insert admin requirements.

Steps necessary to achieve deliverable Step depends on Resources needed for step and their source Risks and severities Mitigation strategies Estimated time Assigned to Status
Sample step No dependencies
  • A lottery win - Lottery tickets
  • High - We won't win the lottery.
Buy many tickets. 1 week Not started

Budget and funding

Budget team leader: User:???

Requirements: We need to draw up a budget and find a way of covering all the costs in includes through sponsorship. As an initial guesstimate we expect this to be in the £100,000 to £200,000 region ($150,000 to $300,000).

Steps necessary to achieve deliverable Step depends on Resources needed for step and their source Risks and severities Mitigation strategies Estimated time Assigned to Status
Draw up budget
  • Venue costings
  • Accommodation costings
  • Time - The bid team
  • Low - Difficult to get accurate quotes this far in advance.

Factor in some extra room for future price increases.

1 month In progress
Approach potential local sponsors
  • Bid page
  • Bid information pack
  • Time - The bid team
  • High - We are ignored.
  • High - We can't get in touch with the right people.
Phone rather than e-mail, stress we are acting on behalf of Wiki Educational Resources Ltd. 1 month In progress
Approach potential national sponsors
  • Bid page
  • Bid information pack
  • Time - The bid team
  • High - We are ignored.
  • High - We can't get in touch with the right people.
Phone rather than e-mail, stress we are acting on behalf of Wiki Educational Resources Ltd. 1 month In progress

Scheduling

To do.

Budget

Category Items Description Total cost Notes
GBP (£) USD ($)
Venue All of the rooms in Oxford Town Hall 3 days 5435
All of the rooms in Oxford Town Hall pre/post conference 3 days 2717
Technical facilities 6 days Depends on final venue choice
Accommodation Social spaces at the accommodation and other costs associated with our block booking. (Not actual rooms.) Several large rooms * 4 days
Technical Facilities WiFi, A/V recording 4 days Depends on final venue choice
Insurance for 700 attendees
Catering lunch, drinks, on-site catering 700 attendees * 4 days
Promotional Materials Posters, flags, t-shirts, mates, pins, souvenirs for 700 attendees
Conference Materials Badges, wikibooks, maps for 700 attendees
Organization team Transportation, volunteers (70), uniforms, security
Scholarships 70 full scholarships
Speakers 10 speakers
Party General party 700 attendees
VIP party 70 VIP
Total amount to be raised

calculated assuming 1 USD = 0.?? GBP (date)

Miscellaneous

Anything you feel should be brought to the attention of the jury.

  • We have a media repository here.

Self-evaluation

Strengths

  1. Oxford is a world-renowned centre of learning.
  2. Oxford is a popular tourist destination with many attractions for conference participants.
  3. Oxford has easy access to major international airports.
  4. The UK is the country which contributes the third most edits to Wikipedia as a whole (according to the most recent statistics), making its editors the most active from a country which has not yet hosted Wikimania.

Weaknesses

  1. Oxford does not have an international airport.
    • Excellent public transport links are available from all London airports and also Birmingham International Airport. Greeters could be stationed at pick-up and drop-off points.
  2. The UK is perceived as an expensive location. (not if sterling stays as low as it is in late 2008...)
    • London's airports are nearby and readily accessible from much of the world, reducing participants' transport costs compared to other locations.
    • Sponsorship and discounts will reduce expenses.
    • General living costs in the UK are considerably cheaper than many European countries.
    • The prices of foreign food (for foreign visitors) are low as it is in demand.
  3. There is no single venue for the conference.
    • All venues used are within easy walking distance, and central Oxford is ideally suited to walking.
    • Appropriate signage and maps distributed to participants could ensure that movement between venues is straightforward and efficient.