Wikimania 2014/Meeting 7

• Where?: Mumble, server wikipediamumble.moonflare.com, channel wikimedia-uk-confcom
• When?: 12 midday, Sunday 26th August 2012

Agenda

• Previous Actions:
  • ACTION: Ed to collate corrections/clarifications to MOU and submit to LF to get updated quote.
    • Our LF contact is on holiday, so haven't been able to get an updated quote yet. Should get it back next week.
  • ACTION: Ed(?) to find other quotes for PCOs
    • I got a /ListOfPCOs, I haven't managed to draft an event description for them to quote against yet. In some ways this is pending other discussion.
  • ACTION: Ed to review/summarise MOU for the Conference Committee meeting next week.
    • /MOU Summary
  • ACTION: AA, JK, KL to continue work on fundraising website.
  • ACTION: AA to call Andrew Tibbett about fundraising strategy.
  • ACTION: AA to call Catherine Bavage about fundraising strategy.

Attendance

• EdSaperia
• Anastasia Andrianova
• James Knight
• Kimi Lawrie
• KTC

Apologies

• Kevin McLaughlin

Minutes

• If anyone would like @wikimania2014.com emails set up, please email kim@wikimania2014.com with what address you'd like and for where you'd like it to redirect.
• Andrew Tibbets is contacting the mayor for a promo video
• No word from Jimmy yet. Summer holidays perhaps?
• What goes in the videos? Just inspirational stuff. Sponsor packs should be in writing, not least in case we change our minds about things!
• Anastasia was given Andrew Tibbett's phone number. He's been in contact with ES and JK frequently but for some reason not getting through to AA.
• We get a graphic designer joining the tem next week, Joshua Harker
• Update on progress for confcom:
  • Our plan for the conference is largely unchanged from that of our 2013 bid.
  • We have one quote from a PCO (LF) and we're working on getting others. The first quote involved payment before the bid is won, as a lot of the work is front loaded. We may be able to find one that's willing to only take a success fee, but NB LF is non-profit.
  • We're putting together a detailed web and print sponsorship pack, including inspirational videos including Jimmy Wales, Boris Johnson, Stephen Fry.
  • We're working with London First and WMUK to create a fundraising strategy. We have a number of soft sponsorship commitments that are in place and keen but we need to get back to them with a termsheet and a committed programme.
• Discussion about email thread http://www.gossamer-threads.com/lists/wiki/wikimania/294466 We boil it down to a few points:
  • Why are we spending money on a bid?
    • The event is getting very large and complex, and so takes more work to organise
    • We need to demonstrate significant work before the jury process begins to show that our budget is realistic:
      • Realistic costs
      • Donation in kind (venues etc)
      • Ability to raise sponsorship money
    • To demonstrate chapter support
  • Why is wikimania so expensive now?
    • Lots of people go
    • Expectations keep increasing
    • It's a lot cheaper than comparable conferences (both for delegates to attend, and total cost)
  • Why spend so much money on a silly conference?
    • It achieves things in WMF objectives
    • Lots of people appear to want to go

Actions

• ACTION: Ed, AA, JK, KL to work on website
• ACTION: Ed/James to re-write MOU and get it back to LF
  • This can also be used to get alternative quotes.
• ACTION: AA to re-confirm a success-only quote (no-retainer) from Adoreum Partners via Rob Hersov as an alternative to London First.
• ACTION: AA to contact Andrew Tibbetts
• ACTION: JK & ES to get Josh Harker to look at branding / graphic design work for conference.