Wikimania 2015 bids/Cape Town/CTICC

Wikimania 2015 candidate cities:

Arusha | Bali | Cape Town | Dar es Salaam | Esino Lario | Mexico City | Monastir

Cape Town Wikimania 2015 logo

Our idea: Vision • Venue • Budget • Self Evaluation
Our city: Cape Town • Accommodation • Diversity
Your story: Join our team • Holiday options

The Cape Town International Convention Centre (CTICC) has been identified as the ideal location within Cape Town to host Wikimania. Run as a partnership between the City of Cape Town, the Western Cape government, and Business Cape, CTICC opened its doors in 2003, with innovative design concepts, meticulous attention to detail, comprehensive world-class services, and five-star accommodation facilities with a dedicated and experienced staff.

The convention centre boasts two high-tech auditoriums with seating for about 1,600 delegates, a 2,000m² Grand Ballroom with magnificent views, and a number of larger break away rooms which can be divided by soundproof partitioning. Catering is offered at the premises.

The CTICC can get booked up to years in advance due to the popularity of the CTICC as a venue for hosting large international conferences. With this in mind, we have already block-booked the venue for the 28 July through 2 August 2015. We will only need to confirm our booking one year before the event takes place. Confirmation involves making a 10% deposit.

An alternative possible location at the University of Cape Town (UCT) has also been identified and contacted as a possible venue. This venue has its own unique collection of attributes.

Cape Town International Convention Centre

The floor plan for the Cape Town International Convention Centre (CTICC).

CTICC Auditoriums

The two auditoriums, which offer excellent technological infrastructure and superb acoustics, provide tiered seating for large plenary sessions, lectures, product launches award evenings and theatre productions. Situated on opposite ends of the building, both auditoriums can be utilized simultaneously while still allowing delegates breathing space. Design details such as writing tablets attached to the seats add a final quality touch.

The sweeping space of Auditorium I seats 1500 guests, and is equipped with a large stage and screen, six interpreting booths, an orchestra pit and a projection room. Linked VIP dressing rooms comfortably accommodate speakers, or the cast of theatre productions. The auditorium’s spacious foyer enables delegates to enjoy refreshments, register, network, or view conference-related exhibits with ease.

Auditorium II seats 620 delegates and is also equipped with a stage, screen, six interpreting booths, and a projection room. This venue is ideally located off the Strelitzia Conservatory and can be accessed from Level 1 of the centre. The Conservatory is the ideal pause point between busy conference schedules – enjoy some refreshments, and relax. From lectures to live jazz, the CTICC’s auditoriums remain consummate hosts

Roof Terrace Room

The Roof Terrace Room situated on Level 2 has spectacular views of Table Mountain. Natural light flows into the room from three sides of the venue, and motorised blinds allow for blackout. The Roof Terrace Room includes a dedicated foyer and exterior terrace, making this prime space highly flexible.

Meeting/Breakaway Rooms

There are also four flexible Meeting Rooms, each accommodating up to 330 delegates. The Meeting Rooms are sub-divisible and can be set up for a variety of seating configurations.

The twelve Meeting Suites are well equipped and vary in size, accommodating up to 25 delegates. Many of these suites are glass fronted, and overlook the bustle of the Exhibition Halls. They double as private viewing boxes or VIP suites, broadcasting or press rooms. These venues are most-often used as Speakers’ Preparation rooms and Organizers’ Offices. A diverse number of dedicated conservatories and landings complement the meeting requirements of event organisers.

There are a total of four large breakaway rooms and 13 side-rooms. Each of the four breakaway are highly adaptable spaces that can be divided into differing combinations of: two, four, or six rooms. Each size room being able to accommodate differing numbers of people depending on the seating arrangements.

Room division type	Seating arrangement and capacity	Price per day
Full room	Dinner: 220 people Dinner Buffet: 160 people Classroom: 380 people Theatre: 220 people	R 20400 $  1900.87 / €  1391.76 / £  1161.22
Half	Boardroom: 40 Classroom: 60 people Theatre: 100 people	R 10200 $  950.44 / €  695.88 / £  580.61
Third	Boardroom: 20 Classroom: 30 people Theatre: 60 people
Quarter	Boardroom: 20 Classroom: 48 people Theatre: 60 people	R 5100 $  475.22 / €  347.94 / £  290.3
Sixth	Boardroom: 20 Classroom: 24 people Theatre: 30 people	R 3400 $  316.81 / €  231.96 / £  193.54

Rates and layout options for the CTICC

We have already block-booked the following rooms within the CTICC with an option of choosing to drop rooms as we see fit. A decision along with a 10% deposit will be needed one year before the event, meaning that we have until late July 2014 to make a decision.

The rooms can be laid out in multiple different styles to accommodate different functions and numbers of people.

• Theatre style: chairs set-up close to each other in rows with a stage to form a theatre.
• Classroom style: chairs set-up with desks in front of them and a stage set-up, typically accommodates fewer people than the theatre style.
• U-Shape: chairs set-up around a U-shaped table.
• Boardroom: chairs set-up around one large boardroom table.
• Dinner Buffet
• Dinner

As mentioned above, there are 4 breakaway rooms which are all highly adaptable and can be divided into smaller rooms of varying sizes to cater for different sized lectures and functions.

Room name	Seating options and capacity	Cost per day
Auditorium 1	Theatre: 1 500 people	R 96300 $  8973.25 / €  6569.93 / £  5481.62
Auditorium 2	Theatre: 620 people	R 46000 $  4286.29 / €  3138.28 / £  2618.43
Roof Terrace	Theatre: 380 people Classroom: 210 people Reception: 250 people Dinner Buffet: 190 people	R 30000 $  2795.4 / €  2046.71 / £  1707.67
Ballroom East	Theatre: 1 100 people Classroom: 660 people Reception: 770 people Dinner Buffet: 480 people	R 42500 $  3960.16 / €  2899.5 / £  2419.2
Ballroom West	Theatre: 760 people Classroom: 500 people Reception: 625 people Dinner Buffet: 320 people	R 32500 $  3028.35 / €  2217.26 / £  1849.98
Auditorium 1 Foyer	Reception: 650 people	Part of Auditorium 1
Clivia Conservatory	Reception: 210 people Dinner Buffet: 120 people	R 6500 $  605.67 / €  443.45 / £  370
Jasminum Restaurant	Reception: 400 people Dinner: 250 people	R 12200 $  1136.8 / €  832.33 / £  694.45
Jasminum Conservatory	Reception: 250	R 6500 $  605.67 / €  443.45 / £  370
Strelitzia Restaurant	Reception: 400 people Dinner: 250 people	R 12200 $  1136.8 / €  832.33 / £  694.45
Strelitzia Conservatory	Reception: 250	R 6500 $  605.67 / €  443.45 / £  370
Full breakaway room (see breakaway-room section for more information)	Theatre: 380 people Classroom: 220 people Dinner: 220 people Dinner Buffet: 160 people	R 20400 $  1900.87 / €  1391.76 / £  1161.22
Per side-room (there are a total of 13)	5-20 people	R 2200 $  205 / €  150.09 / £  125.23
Boardroom	Boardroom: 20	R 6000 $  559.08 / €  409.34 / £  341.53

Costs above do not include VAT (14%), costs will likely be adjusted upwards by roughly 6% in 2015 to account for inflation.

Wi-Fi

Our goal is to establish a fast, highly reliable, high capacity network for accessing the Internet through the full five days of the conference and within any part of the conference venue. No one should have to struggle to connect to a high speed Internet connection or be dropped from the network at any time during the conference.

To achieve this we have had a number of meetings with the preferred supplier of AV and networking services to the CTICC for setting up a dedicated, fast and reliable connection for a conference of Wikimania's size. Prosper IS has set-up a such networks for a number of events of Wikimania's size and network requirements at the CTICC before and have prepared a preliminary quote for the full 5 days of the event. As this is only a preliminary quote they had to take into account a broad range of eventualities that are still unknown to us; therefore, they have slightly overestimated the cost. They have assured us that there is a good chance that we will be able to negotiate discounts due to the large size of the event and a better sense of the requirements from the Wikimedia Foundation.

We have secured for the bid:

• Main event: 50mb dedicated uncontested international DSL broadband connection (3 days)
• Main event: High density wireless base stations for each of the main rooms (max 500 concurrent connections per station)
  • Includes 3 units (for a combined network connection capacity of 1 500 connections) in the main auditorium for the plenary events
  • Smaller standard size base stations for the small rooms.
• For the Hackathon: 10mb dedicated uncontested international DSL broadband connection (full 5 days)
• Full on-site IT Technical Support for the full 5 days: 2 technicians (full time)

Other amenities at the CTICC

Coffee shop—Start the day with a fresh brew at Coffee on the Square, situated on the ground floor in the main foyer of the CTICC. Deliciously indulgent refreshments consisting of cakes, coffees, beverages and even light meals are available.

Foreign exchange bureau—For all personal foreign exchange transactions, Imali Express offers a hassle-free service to all delegates and visitors to the CTICC wishing to purchase or sell foreign currency, with competitive rates and friendly, helpful consultants on hand to assist you.

Business service centre—Since normal work doesn’t stop for everyone when organising, hosting or attending Wikimania, the business centre offers a number of business and secretarial services to keep people in touch with their business or clients. The business services available include: printing; photocopying; faxing; binding; laminating; typing; email and internet access; an international courier service; and even a short-term cell phone rental.

Venue transport

The CTICC is conveniently located in the business hub of the city. A full range of transport services is available to and from the CTICC, including:

Taxis, buses or coaches—Metered taxis, luxury air-conditioned coaches and shuttle buses regularly run between the airport, hotels, the city centre and most major tourist destinations.

Car hire—the city boasts a plethora of car hire companies and services, with vehicles to suit every taste, preference or budget.

Trains—Cape Town Central Station is situated in the heart of the city, while an extensive rail system connects the city centre with the rest of the region and the greater Western Cape province.

Water taxis—The unique Roggebaai canal offers a relaxed, charming journey via water taxi between the Victoria & Alfred Waterfront and the CTICC.

On foot – The centralised and compact nature of the city means that walking is often the transport mode of choice for visitors.

On two wheels—given the temperate climate and abundance of safe routes around the city, bicycles are fast becoming a very popular form of transport for visitors.

Conferences hosted at the CTICC

• Gartner Symposium/ ITxpo hosted annually since 2006,1200 delegates
• Investing In African Mining Conference Indaba hostedannually since 2004, 4000 delegates
• World Economic Forum on Africa hosted from 2005 to 2013,800 delegates
• 19th World Diabetes Congress 2006, 12300 delegates
• 118th Inter-Parliamentary Union Assembly 2008, 2000 delegates
• World Congress of Anaesthesiologists 2008, 5500 delegates
• 5th IAS Conference On HIV Pathogenesis Treatment & Prevention 2009, 5900 delegates
• 19th FIGO World Congress of Gynecology & Obstetrics, 2009, 7000 delegates
• Aviation Security World Conference – International Air Transport Association 2009, 600 delegates
• Final Draw for the 2010 FIFA World Cup South Africa (tm), 2000 delegates
• International Conference on Software Engineering 2010, 1000 delegates
• Institute of Electrical and Electronics Engineers Communications Society 2010, 1500 delegates
• 13th World Congress on Medical Informatics 2010, 2000 delegates
• 10th World Congress of Nuclear Medicine 2010, 3000 delegates
• Cape Town 2010: The 3rd Lausanne Congress on World Evangelization, 5000 delegates
• 62nd International Astronautical Congress, 2000 delegates
• World Veterinary Congress 2011, 3000 delegates
• World Congress of The World Federation for Mental Health 2011, 800 delegates
• Congress of the World Federation of Interventional and Therapeutic Neuroradiology, 1000 delegates
• International Congress of Psychology 2012, 6000 delegates
• International Academy of Pathology 2012, 1500 delegates
• International Dairy Federation World Dairy Summit, 1500 delegates
• Congress of World Association for Infant Mental Health 2012 (WAIMH), 600 delegates
• World Congress of Veterinary Anaesthesia 2012, 800 delegates
• World Congress of Paediatric Cardiology and Cardiac Surgery 2013, 3000 delegates
• International Federation of Dental Hygienist 2013, 1000delegates
• AAGL International Conference of Minimally Invasive Surgery 2013, 600 delegates
• Control of Influenza VIII Conference, 1600 Delegates
• World Congress of Paediatric Infectious Diseases 2013, 2500 delegates
• 17th International Conference on Aids and STI’s (ICASA 2013), 10 000 delegates

Conferences to be hosted in 2014

• International Association for Dental Research (IADR), 3750 delegates
• 17th IUPHAR World Congress of Basic and Clinical Pharmacology, 5000 delegates
• 19th World Congress of the International Federation of Automatic Control -IFAC, 3000 delegates
• Congress of the International Society of University Colonand Rectal Surgeons 2013, 1000 delegates
• World Small Animal Veterinary Conference 2014, 4000 delegates
• 4th UNI Global Union Congress 2014, 4000 delegates

Conferences to be hosted in 2015

• World Congress of Nephrology 2015, 3500 delegates
• International World Congress of the Labour and Employment Relations Association 2015, 1000 delegates
• World Veterinary Poultry Congress 2015, 1000 delegates
• IEA International Research Conference 2015, 500 delegates
• 47th Congress of the International Society of Paediatric Oncology, 2 000 delegates (change to your bullet format)

Conferences to be hosted in 2016

• International Conference on Emergency Medicine (ICEM) 2016, 1500 delegates
• International Radiation Protection Association (IRPA) 2016, 1500 delegates
• 35th International Geological Congress 2016, 10 000 delegates
• 9th IFEA – World Congress of Endodontics, 1500 delegates
• World Plumbing Conference, 400 delegates

University of Cape Town

As is mentioned above the University of Cape Town (UCT) has been identified as a suitable alternative location to host Wikimania 2015. It is equally far and assessable from the airport as the CTICC. Venue costs are lower but they insist on a 15% event organising commission and us using UCT's event organisation company. The upside of this is that this will cover most/all organisation and management costs and functions. The downside, from an event management perspective, is their (relative to the CTICC) lack of experience and capacity at organising conferences.

Auditorium: Jameson Hall

US president Barack Obama giving a speech at the University of Cape Town's Jameson Hall on the 30th June 2013

With a seating capacity of 1,200 Jameson Hall is the ideal location for the plenary sessions at UCT. It is a very beautiful and historic venue hosting speakers such as US senator Robert F. Kennedy (1966) and US president Barack Obama (2013).

If we decide to use UCT then we will book the hall for the full 3 days of the event. Because of the building's age and design it will be necessary for us to setup our own AV and wifi at the venue. This is some thing that UCT has assured us they can and will do.

Leslie Building

The Leslie Social Science Building is located roughly 150 meters away from Jameson Hall and 123 meters from the main UCT bus stop. It has 8 lecture theatres (roughly 150-400 seats each) and a similar number of smaller lecture theatres (50-100 seats). There are a number of classrooms in the building which can be used for a range of activities such as the hackaton. All the lecture theatres are connected to a main hall that can be used as a catering and meeting area.

UCT Venue Costs

Room name	Seating options and capacity	Cost per day
Jameson Hall	Theatre: 1 200 people	R 15500 $  1444.29 / €  1057.46 / £  882.3
Leslie Building	All venues 6-7 breakaway rooms/lecture theatres catering hall storage rooms hackathon rooms	R 20500 $  1910.19 / €  1398.58 / £  1166.91
Staff	Cleaning and janitorial services Security Traffic Services	R 4000 $  372.72 / €  272.89 / £  227.69

Costs above do not include VAT (14%), costs will likely be adjusted upwards by roughly 6% in 2015 to account for inflation. For all VAT costs Wikimedia ZA is currently beginning the process of getting VAT exempt status that, if we are successful, might allow us to write off VAT costs.

References