Wikimore

Wikimedia Summit 2019	Program	Fringe Events	Registration & Participants	Location	Logistics	Contact	Documentation, Reports, Reviews
	Program Design Process Program Schedule	Training of Trainers Boards Training Social Events Thematic, regional, language-specific meetups	Registration Information Eligibility Criteria Participants' List Participants' List of working group members Buddy Project Friendly Space Policy Data privacy policy	Venue and Hotel	Conference Guide Travel and Hotel Booking Information Visa Process and Assistance	Logistics and Event Coordinator Program Coordinator	Documentation Budget Grant proposal Grant report

Please check the below list carefully before registering. It provides you with crucial information on the eligibility criteria and status for participating in the Wikimedia Summit as well as to which participant group you belong to. Moreover, it displays the group related travel and accommodation booking process as well as the participant number regulations.

Is your affiliate eligible?

The eligibility criteria for participating in the Wikimedia Summit 2019 are aligned to the Affiliates’ Agreements with the Wikimedia Foundation.

Chapters, Thematic Organizations, and User Groups must have shown signs of recent activity (within the past six months as of September 30, 2018) and be up-to-date on their reporting by the eligibility deadline (December 1, 2018). Moreover, affiliations need to have been officially recognized by the Wikimedia Foundation before Jan 1, 2018. The columns “Recent activity?”, “Up-to-date on reports?”, “Eligible?” give information about the eligibility status. If you are not yet eligible, we recommend you to catch up with the aforementioned. Whether your affiliation is ready to register, is highlighted in the table below.

Importantly, catching up on your reporting may be as simple as updating your listing and reporting links on the report page. We (the WMF Learning & Evaluation team) are watching updates to that page and will be making updates to the eligibility listing accordingly.

Participant groups

The organization or committee you represent as well your need for funding, determines to which participant group you belong to and your travel and accommodation process.

Group 1: Representatives of Chapters, Thematic Organizations and User Groups with a full process annual plan grant (APG via FDC process) and Allied Organizations. Participants from this group have to arrange and pay for their travel/accommodation by themselves. Note that all organizations receiving FDC APG funding will be in Group 1, as those organizations have the option to move funding from other areas of their budget to attend the event, even if they have not set aside funds specifically for the event.

Group 2: Representatives of Chapters, Thematic Organizations and User Groups which do NOT receive funding via an annual plan grant (APG via FDC process). This group includes organizations who receive funding through Simple Annual Plan Grants (Simple APG). WMDE will do the travel arrangement and hotel booking based on the information provided in the registration form.

Group 3: Representatives of the committees WMF Board of Trustees, FDC, sAPG Committee, AffCom or WMF staff. Travel and accommodation for this group will be organized by the WMF travel department.

Group 4: Additional participants – mostly members of the Movement Strategy Working Groups. Travel and accommodation for this group will be organized by WMDE.

The table below shows to which group your affiliation belongs to. Please make sure to select the appropriate group code according to this overview in the registration form and keep the group related accommodation and travel booking process in mind (column “Travel and hotel booking organized by”).

Participant number regulation

Every affiliate – Chapters, Thematic Organizations, User Groups, Movement Partners/Allied Organizations – is allowed to send one (1) delegate.

Chapters and Thematic Organizations with a full-time, paid Executive Director are allowed to send the Executive Director as well to the event (as marked in the list).

Affiliates are asked to only send delegates that are well-informed in goings-on at the affiliate, able to confidently answer questions about it and share experience from their group. They should also be empowered to commit their group to involvement in proposed projects or initiatives.

Overall, the 2019 event will be designed to be a working event where we bring a diverse audience from across the organized part of the movement together. Based on the movement’s experiences at the 2018 Developers Summit and the 2017 Diversity Conference, we aim for a participant structure of not more than 200 representatives (plus WMDE supporting staff) that are engaged and interested in conversations about movement strategy and governance. Based on the needs of the Movement Strategy Process we envision the participant structure as follows:

Wikimedia affiliates: Leadership (Chair or other board member, Executive Director (paid)) ~125 participants*
Wikimedia Foundation: Board of Trustees, Executive Director, C level team ~30 participants
Wikimedia Committees (those relevant to the Affiliates issues): Funds Dissemination Committee, Affiliations Committee, Simple APG committee ~15 participants
Movement Strategy Working Group members: Members of all Working Groups (if not already present through the other groups) ~20*

* We expect, based on our experiences from the previous years, that not all Affiliates might be able or eligible to come to the Summit. Seats not taken by affiliate delegates will be shifted towards the group of Working Group members (group 4), to be able to invite as many Working Group members as possible.

Overview Eligibility Statuses of Chapters, Thematic Organizations, User Groups and Others

Chapters

Affiliate Name	Recent activity?	Up-to-date on reports?	Eligible?	Ready to register?	APG funding	Group	Number of participants allowed	Travel and hotel booking organized by
Wikimedia Armenia	Y	Y	Y	Y	FDC	Group 1	1+1*	Affiliate
Wikimedia Argentina	Y	Y	Y	Y	FDC	Group 1	1+1*	Affiliate
Wikimedia Österreich	Y	Y	Y	Y	FDC	Group 1	1+1*	Affiliate
Wikimedia Australia	Y	Y	Y	Y	No	Group 2	1	WMDE
Wikimedia Bangladesh	Y	Y	Y	Y	No	Group 2	1	WMDE
Wikimedia Belgium	Y	Y	Y	Y	No	Group 2	1	WMDE
Wikimedia Canada	Y	Y	Y	Y	sAPG	Group 2	1	WMDE
Wikimedia CH	Y	Y	Y	Y	FDC	Group 1	1+1*	Affiliate
Wikimedia Chile	Y	Y	Y	Y	sAPG	Group 2	1	WMDE
Wikimedia Česká republika	Y	Y	Y	Y	FDC	Group 1	1+1*	Affiliate
Wikimedia Deutschland	Y	Y	Y	Y	FDC	Group 1	1+1*	Affiliate
Wikimedia Danmark	Y	Y	Y	Y	No	Group 2	1	WMDE
Wikimedia Eesti	Y	Y	Y	Y	sAPG	Group 2	1	WMDE
Wikimedia España	Y	Y	Y	Y	sAPG	Group 2	1	WMDE
Wikimedia Suomi	Y	Y	Y	Y	sAPG	Group 2	1	WMDE
Wikimédia France	Y	Y	Y	Y	FDC	Group 1	1+1*	Affiliate
Wikimédia Magyarország	Y	Y	Y	Y	No	Group 2	1	WMDE
Wikimedia Indonesia	Y	Y	Y	Y	sAPG	Group 2	1	WMDE
Wikimedia Israel	Y	Y	Y	Y	FDC	Group 1	1+1*	Affiliate
Wikimedia India	N	N	Pending Reporting	N	No	Group 2	1	WMDE
Wikimedia Italia	Y	Y	Y	Y	No	Group 1	1	Affiliate
Wikimedia México	Y	Y	Y	Y	No	Group 2	1	WMDE
Wikimedia Nederland	Y	Y	Y	Y	FDC	Group 1	1+1*	Affiliate
Wikimedia Norge	Y	Y	Y	Y	FDC	Group 1	1+1*	Affiliate
Wikimedia Polska	Y	Y	Y	Y	No	Group 1	1	Affiliate
Wikimedia Portugal	Y	Y	Y	Y	No	Group 2	1	WMDE
Wikimedia Serbia	Y	Y	Y	Y	FDC	Group 1	1	Affiliate
Wikimedia Russia	Y	Y	Y	Y	No	Group 2	1	WMDE
Wikimedia Sverige	Y	Y	Y	Y	FDC	Group 1	1+1*	Affiliate
Wikimedia Taiwan	Y	Y	Y	Y	sAPG	Group 2	1	WMDE
Wikimedia Ukraine	Y	Y	Y	Y	sAPG	Group 2	1	WMDE
Wikimedia UK	Y	Y	Y	Y	FDC	Group 1	1+1*	Affiliate
Wikimedia District of Columbia	Y	Y	Y	Y	sAPG	Group 2	1	WMDE
Wikimedia New York City	Y	Y	Y	Y	sAPG	Group 2	1	WMDE
Wikimedia Uruguay	Y	Y	Y	Y	No	Group 2	1	WMDE
Wikimedia Venezuela	Y	Y	Y	Y	No	Group 2	1	WMDE
Wikimedia South Africa	Y	Y	Y	Y	No	Group 2	1	WMDE

* Chapters and Thematic Organizations with a full-time, paid Executive Director are allowed to send the Executive Director as well to the event.

Thematic Organizations

Affiliate Name	Recent activity?	Up-to-date on reports?	Eligible?	Ready to register?	APG funding	Group	Number of participants allowed	Travel and hotel booking organized by
Amical Wikimedia	Y	Y	Y	Y	FDC	Group 1	1+1*	Affiliate