Dear Wikimedians,

We are delighted to announce that the registration for the Wikimedia
Conference 2018 [1], which will be held in Berlin from Friday, April
20, through Sunday, April 22, is now open!

Following Abraham’s invitation, we would like to provide you with
important information regarding the eligibility for participation,
participant number regulation, registration procedure, specifics in
regards to the travel and hotel booking as well as the visa
application process.

==Eligibility criteria and participant number regulation==

The eligibility criteria for participating in the Wikimedia Conference
2018 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 last six months as of
September 30, 2017) and be up-to-date on their reporting [2] by the
eligibility deadline (December 15, 2017). Moreover, affiliations need
to have been officially recognized by the Wikimedia Foundation before
January 1, 2017. Before registering for the conference, please check
the eligibility and status overview of your affiliate as well as the
participant number regulation on meta [3].

==Registration information==

To make the conference a success, it will be essential for the invited
affiliates to deliberately choose their delegates. 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. We
recommend to follow the “How to select the delegates” information,
which is published on meta [4].

People, who are selected by their organization to represent them at
the conference, need to register via the registration form [5]. The
registration deadline is Monday at midnight CET, January 15, 2018.
Please note that we won’t be able to accept and process registrations
after this deadline.

We are looking forward to also welcoming members of the Wikimedia
Foundation Board of Trustees and staff, the Funds Dissemination
Committee as well as the Affiliations Committee in Berlin. We see a
huge advantage in having their representatives participate on site.
Please also register via the registration link [5].

In addition to the core-conference, pre-conference Learning Days on
Wednesday and Thursday, April 18+19, are organized by the WMF Learning
and Evaluation team [6]. There is also a Boards Training Workshop [7]
organized by Frans Grijzenhout (chair of Wikimedia Nederland) and
Tim-Moritz Hector (chair of Wikimedia Deutschland), which will
simultaneously take place on April 18 and 19. Should you be interested
in participating in either of the two pre-conference offers, you can
indicate your interest in the registration form.

Based on our positive experience from 2017, there will again be a
chance to directly connect newcomers (who never attended the Wikimedia
Conference before) and experienced participants (who visited the
Wikimedia Conference in Berlin > 1 times) in the so called Buddy
Project [8]. Our aim is that through this offer everyone can make the
most of their experience and take as many impressions, contacts, ideas
and inspirations home with them as possible. If you would like to take
part in the Buddy Project, please specify in the registration form
whether you would like to take part as a newcomer or experienced

For the purpose of helping affiliates to check that only their
selected representatives have registered and enable participants to
connect before the conference and stay involved afterwards, we will
publish all participants’ names on the meta page [9] shortly after

Further information on the registration process can be retrieved from meta [10].

==Hotel and travel booking==

The Wikimedia Conference will take place at the Mercure Hotel Berlin
Tempelhof Airport [11] in Berlin’s neighbourhood Neukölln. A high
number of hotel rooms, which are conveniently located on the levels
above the conference venue,  have been reserved for the conference
participants. All rooms include Wifi, breakfast and have their own

Representatives of affiliates with an annual plan grant (group 1) will
need to book and pay for their hotel rooms as well as travel
individually. The hotel booking form and price information can be
found on meta [12].

Affiliates, which don’t receive funding via an annual plan grant
(group 2), will be supported by WMDE for their hotel needs and travel

Members of the WMF Board, FDC, AffCom or WMF staff (group 3) receive
travel and hotel booking support by the WMF travel department.

As for additional participants specifically invited by the Program and
Engagement Coordinator to complement the conference program (group 4),
WMDE will assist you with your hotel and travel booking.

We advise you to check meta [3] to which group you belong to.

==Visa information==

Please visit the website of the Department of Foreign Affairs in
Berlin [13] to find out whether you need a visa for travelling to
Germany. In case you are in need of a visa, we advise you to register
until December 11, 2017, so that WMDE can assist you with the
application process and send you the required visa documents
sufficiently in advance. All relevant information and necessary steps
to undertake are also described on meta [14].

Wikimedia Deutschland is looking forward to welcoming you in Berlin in April!

Please do not hesitate to reach out to us any time via should you have any questions or comments.

Best regards,

WMCON Organizing Team

Wikimedia Deutschland















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