Wikimedia CEE Meeting 2025/Registration

Wikimedia CEE Meeting 2025

Homepage

Guide

Programme

Submissions

Registration

Participants

Venue

Team

Safety

See More

Wikimedia CEE Meeting 2025 (WMCEEM25) is an annual conference centered on Wikimedia projects (Wikipedia and other related projects) in countries of Central and Eastern Europe (more recently, also in Central Asia). It features presentations on Wikimedia projects, other wikis, free/open source software, free knowledge and free content, and these topics' social and technical aspects.

WMCEEM25 is organized and hosted by Wikimedia Community Uesr Group Greece in close collaboration with the Wikimedia CEE Hub and Wikimedia Foundation (WMF).

The Wikimedia CEE Meeting will take place from September 26 to 28, 2025, in Thessaloniki, Greece.

Please keep in mind that the official language of the conference is English and interpreting services will not be available.

Registration period

• Registration period for representatives of Wikimedia affiliations (Chapters and User groups): 12 May 2025, 00:00 (UTC) — 15 June 2025, 23:59 (UTC).
• Registration period for self-funded participants and for everyone else: 12 May 2025, 00:00 (UTC) — 31 July 2025, 23:59 (UTC).

Criteria for eligibility

It's crucial to carefully check the eligibility subpage before registering. The provided list shows the eligible affiliations and defines the number of delegates. The current affiliation list is final and can't be revised.

Here are the mixed criteria for Wikimedia affiliations and communities to qualify for participation in the CEE Meeting.

General criteria

1. Wikimedia affiliations can be represented at the meeting by two delegates (the organizers determine the final number of delegates by affiliations)
2. Wikimedia affiliations (Chapters, User groups) must be officially recognized by AffCom and compliant with reporting
3. Language communities of the region can be represented at the Meeting by one delegate
4. If there are two active affiliations in the same territorial unit, each affiliation can send only one delegate (except – Albania, where one of the affiliations covers Kosovo).

Criteria of affiliations

1. We prioritize language affiliations (for example, several affiliations may exist around one language community. In this case, priority is given to the Chapter or the community itself. For instance, in the case of the Russian community, priority is given to the community).

Note

• The final decision on the number of delegates for specific affiliations and communities is made by the organizers;
• Organizers may refuse specific participants to participate in the CEE Meeting for security and other logical reasons.
• Wikimedia Community Uesr Group Greece will cover the expenses (through scholarship) of delegates coming from Europe and the Central Asia region. Delegates coming from outside the region must cover the difference in costs themselves.

How to select the delegates

Chapters

Chapters themselves must select their delegates to the conference through internal selection processes. At the same time, they must provide confirmation of the selection of delegates. Confirmation can be:

• Minutes or resolution of the BoT;
• The decision of the executive team;
• Any other decision that the administration of the organization sanctions.

User groups

User groups with bylaws and a formal Board of Trustees (formal structure) can go through the same steps when selecting delegates as chapters. Accordingly, they must also provide the following confirmations when delegates are chosen:

• Minutes or resolution of the BoT;
• The decision of the leaders/founders of UG or UG contact persons for WMF.

If the User Group doesn't have a formal structure, they must consult with the community or members of the User Group and thus select their delegates. They can openly select their delegates by voting on the Wikimedia projects. To do this, create a delegate selection page on Meta-Wiki or your local Wikimedia project, start a discussion, and then vote. The election result must be provided to confirm the selection of delegates for the Wikimedia Community User Group Greece.

Communities

Communities without any affiliates (Chapters and User Ggroups) must select their delegates through community consultations. Below are the steps that communities must take to select their delegates:

• Create a page or section in the village pump (or forum) and announce the process of selecting delegates for the conference, invite everyone (ping them) for the discussion;
• Invite community members to submit their candidacy as a delegate;
• Make sure that potential delegates have meaningful contributions to the Wikimedia community and projects who understand the essence of the Wikimedia Movement;
• Hold an open and transparent vote to identify future candidates;
• Submit the result to the WMCEEM 2025 Organizing Committee through the registration form.
• WMCEEM 2025 Organizing Committee will check the selected delegates' eligibility to participate in the conference.

If you have questions or difficulties with the delegate selection process or need assistance, contact the WMCEEM 2025 team for help. Contact details are given below.

Recommendation for the selection of delegates

While all affiliates and communities have the right to choose their delegates, we still make the following recommendations to everyone when choosing their delegates:

• To increase diversity and have more diverse points of view present at the Wikimedia CEE Meeting, we advise affiliates to send at least one non-male participant per organization/group;
• Choose people who are active in the community and have experience in the movement;
• Involved in the decision-making processes of the organization;
• Striving to help shape the future of the movement.

Registration process

The registration process is one step and simplified.

Delegates, invited guests, and all self-funded attendees can register using the Single Registration Form (given below). All travel, accommodation, and food expenses (during the conference days) will be organized and covered by Wikimedia Community User Group Greece only for delegates and invited guests.

Registration is required for everyone to participate in the Wikimedia CEE Meeting.

Register!

To register for the conference, click below.

Registration

The registration and scholarship application form runs on Pretix (a free, open-sourced third-party platform that helps organize and manage events) which may subject your data to additional terms.

Contact us

If you encounter any issues while registering, or have questions about the registration process, feel free to contact the coordination team via wmceem2025wikimedia.gr.