Whether you’ll be attending Wikimania on a scholarship or paying your own way, here are some things you should know to ensure a smooth trip.
Requirements to enter Poland
Anyone arriving in Poland with citizenship from inside the Schengen Zone only needs a valid ID. Anyone arriving with passports from outside the Schengen Zone should prepare to have the following items on hand:
- A valid passport. It must not be older than ten years and should be valid for at least three more months, recommended six months, beyond its intended departure date from the Schengen Area.
- Blank passport pages. Your passport must have at least two blank pages for the entry stamp.
- A valid Schengen Visa*. You must carry your Schengen visa with you when you travel through the Schengen Area. Usually, your visa is affixed to your passport, so those two go hand in hand.
- Evidence on the purpose of entry. While not required for all non-visa holders, attendees should carry documentation explaining that they will be attending Wikimania. Wikimania attendees can request invitation letters from the Wikimedia Foundation and Wikimedia Poland by emailing wikimania@wikimedia.org with the subject line “Wikimania Invitation Letter Request”.
- Proof of sufficient financial means. Documentation that proves you have enough financial means to visit the Schengen Area. For Poland, this amount is a minimum bank balance of PLN 300 for three days plus PLN 75 for each additional day, provable by a printed bank statement. You can also provide proof of employment or sponsorship, which the Wikimedia Foundation will provide to scholarship recipients.
- Proof of return flight. Print out your travel itinerary to show when you will be departing.
* A Schengen Visa is required for travelers from most countries. See the next section to understand whether you will need a visa.
Who needs a visa?
Out of nearly 200 countries in the world, Poland, as part of the Schengen Zone, requires visas for 106 of them. If your country is on the list, you should look to start your visa process as soon as possible.
Some countries describe long processing times–for example, Turkiye and Nigeria recommend the application to be submitted for review 6 months in advance of the departure date; most countries , though, recommend applicants submit their completed applications around 2 months in advance. Review the instructions for applying for a visa, which will guide you through gathering your documentation, filling out your application, and making an appointment.
Your visa documentation
Wikimania attendees should apply for a tourist visa, the requirements of which are described in detail here. They are as follows:
- Visa application form.
- Two recent color photos which were taken not more than 6 months ago with 35 x 45 mm size.
- Valid passport, with a minimum validity of 3 months after your travel dates.
- Roundtrip reservation and travel itinerary, including dates, a description of where you will be when, and flight numbers.
- Travel Health Insurance to cover the duration of your stay. Scholars will be provided with insurance from the Wikimedia Foundation and will receive proof of travel health insurance via email.
- Proof of accommodation. Hotel/hostel booking or similar. Scholars that are having their accommodation covered by the Wikimedia Foundation will receive a copy of their hotel booking via email.
- Invitation letter from the conference organizers. Scholars will automatically receive an invitation letter from the Wikimedia Foundation and Wikimedia Poland via email. Other attendees can request an invitation letter by emailing wikimania@wikimedia.org with the subject line “Wikimania Invitation Letter Request”.
- Proof of financial means. Documentation that proves you have enough financial means to visit the Schengen Area. For Poland, this amount is a minimum bank balance of PLN 300 for three days plus PLN 75 for each additional day. You can also provide proof of employment, sponsorship, or pre-paid accommodation. Wikimania scholars will receive a scholarship letter via email to meet this requirement.
- Evidence of employment status or evidence of student status.
Your visa appointment
Once you have all your documentation collected, you can make an appointment on the Poland Embassy website to submit your full application. For most countries, you will aim to schedule this appointment 2 months before your intended travel date. You may need to submit biometrics as part of this appointment. Following your appointment, your visa officer may schedule an additional interview approximately 1 month before your departure, so be prepared to attend that as well. It is important to note that the final decision regarding visa approval rests solely with the government office.
Questions?
Feel free to reach out to the Wikimania Core Organizing Team with any questions about travel or visa requirements.
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