If you're talking about rooms, you'll need to look at past Wikimania
events (preferably those within North America, as there will be
similar numbers), specifically for how many room nights were booked.
Most properties have a 12-18 month horizon beyond which they will not
guarantee room cost, and will provide estimates only. Usage of meeting
room facilities will often be gratis based on food & beverage minimums
being met, which can be very high--but trust me when I say it's
simpler to feed a thousand people at a single breakfast buffet than to
send them out into the wilds of Toronto. Half would just order room
service anyway.
Looking at the past Wikimanias, I think we could ballpark between
500-750pax attending, at 2 or 4 to a room that means about 180-300
rooms. That is a *lot* of rooms for a single hotel. We should look at
the Delta Chelsea (if aiming for downtown), or possibly the Doubletree
(if staying near the airport, which I'd advise against--it's in the
middle of nowhere). The Chelsea has function rooms but the maximum
capacity is 550pax in reception format--not sure if that would work
for Wikimania (and smaller capacities for other room formats--seminar,
etc). The Doubletree does have the convenience of being across from
the Toronto Congress Centre, which has approximately eleventybillion
square feet of space--that would, of course, be an added cost.
We should look also at group rates for air. We can probably bank on
blocks of people arriving from a few major cities--if we can get bulk
rates on airfare, or make such rates available, that would help people
a lot.
enwiki: [[User:Roux]] • wikiroux(a)gmail.com
2009/9/16 Geoffrey Plourde <geo.plrd(a)yahoo.com>om>:
I'm normally a busy person, but if you give me raw
figures, like costs of
rooms and estimates, I think I can cook some books up for ya. At the very
least, I can advise the unfortunate soul left with the task (5 years of
accounting, 2.5 of tax forms).
Geoff
________________________________
From: Nicholas Moreau <nicholasmoreau(a)gmail.com>
To: Wikimedia Canada planning list <wikimedia-ca(a)lists.wikimedia.org>
Sent: Tuesday, September 15, 2009 6:20:13 PM
Subject: Re: [Wikimedia-Canada] Wikimania Montreal 2011?
If we go with a Toronto bid, lets try and make it as fresh as possible. The
2009 bid was basically just the 2006 one, written up better, with some
endorsements. I'm not saying any of the previous bid was bad, just that we
shouldn't just copy-paste and reword.
Key things:
- How many of us have been to a Wikimania? Other bid teams have members
with practical experience in this area, and I think that helps. Wikimania is
just a schedule, some interesting episodes of Wikipedia Weekly, and some
random photos to me, since I've never made it to one. The insight that
someone could deliver to our bid, had they attended a prior year's event,
would be invaluable.
- I agree manpower and helpers is essential... we could have a brilliant
facility, schedule, budget, but if it only looks good on paper... [er...
screen I guess.]
- Budget details: we need someone that can crunch numbers this time, for
either bid. I seem to remember in 2008 or 2009 being asked for a detailed
budget. At least one other team had a tour-de-force, namely the eventual
winner, Buenos Aires. Their gaant chart, viewable on their bid page, was
only a fraction of the planning material that I saw, and was humbled by.
http://meta.wikimedia.org/wiki/Wikimania_2009/Bids/Buenos_Aires#Budget
Nick/Zanimum
http://meta.wikimedia.org/wiki/Wikimania_2006/Toronto
http://meta.wikimedia.org/wiki/Wikimania_2008/Toronto
http://meta.wikimedia.org/wiki/Wikimania_2009/Toronto
On Sun, Sep 13, 2009 at 11:00 PM, Casey Brown <lists(a)caseybrown.org> wrote:
On Sun, Sep 13, 2009 at 10:53 PM, Andrew Leung <andrewcleung(a)hotmail.com>
wrote:
In my opinion, it's easier to work on
Toronto's bid since it was one of
the
final 4 shortlisted submission, which demonstrated that the bid is of
good
quality.
...but the same bid has been attempted like three times, hasn't it?
Perhaps it would be a good idea to try something new? Look at all the
work already done on the Montreal bid. The main issues with the
Toronto bids, from what I recall, have been manpower and interested
helpers. These are things that the Montreal bid has so far. :-)
--
Casey Brown
Cbrown1023
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