Grants:PEG/WM DE/Wikimedia Conference 2014

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Funded
This submission to the Project and Event Grants Program was funded in the fiscal year 2013-14. This is a grant to an Organization.

IMPORTANT: Please do not make changes to this page without the explicit approval of Project and Event Grants Program staff. They will be reverted.

Basic information[edit]

Grant details[edit]

Project details[edit]

Official project name
Wikimedia Conference 2014
Project start date (include month, day, and year)
September 1st 2013
Project completion date (include month, day, and year)
April 31st 2014
Please describe the project in 1–2 sentences
This grant funds some of the hosting and organization expenses for the Wikimedia Conference 2014 in Berlin.

Financial details[edit]

Currency requested
Euros
Amount requested in currency requested
TBD (see budget)
Equivalent amount in US$ on the date of this submission
TBD
List the exchange rate used to calculate the amount listed in US$
TBD

Grantee details[edit]

See the eligibility requirements for more information.

What is the official name of the organization requesting this grant?
Wikimedia Deutschland
Are you an organization, an individual, or an individual submitting on behalf of a group?
Answer ORGANIZATION, INDIVIDUAL, or GROUP.
Organization
Are you a for-profit entity?
Answer YES or NO.
NO
Are you able to provide local proof of nonprofit status within your country?
Answer YES or NO.
YES
Does your organization currently employ any fulltime or part-time staff or contractors?
Answer YES or NO.
YES
If you answered YES, please indicate how many. You may use fractions or percentages for part-time staff if appropriate.
EX: 4 fulltime staff and 2 part-time contractors (50% each).
TBD
If yes, please provide a list of their job functions, or a link to your organization's staff page, if it lists all employees and contractors employed or engaged by your organization. 
A complete list of staff and contractors is available at http://wikimedia.de/wiki/Mitarbeiter

Contact information[edit]

Primary contact name
Nicole Ebber
Primary contact username or email
nicole.ebber AT wikimedia DOT de
Primary contact title (position within the organization)
Head of International Affairs Unit, Wikimedia Deutschland

If this project will be executed by someone other than the primary contact for your organization, please list that person's details here:

Project lead name
Wenke Storn
Project lead username or email
wenke.storn AT wikimedia DOT de
Project lead title (position), if any
Event Manager, Wikimedia Deutschland

Goals and measures of success[edit]

Project goal[edit]

Please briefly describe what will be accomplished if the project is successful.

Project goal
Host the 2014 annual Wikimedia Conference, encouraging constructive working sessions on the most relevant movement issues

Measures of success[edit]

Please provide a list of measurable criteria that will be used determine how successful the project is. You will need to report on the success of the project according to these measures after the project is completed.

Measures of success
TBD

Project scope and activities[edit]

This section describes what will happen if this project is funded. Who will do what, and when?

List of activities (all undertaken by WMDE staff and volunteers)
  • Securing the venue and catering vendors
  • engaging and preparing external facilitators
  • coordinating the program team, with the help of an external facilitator
  • inviting attendees, determining funding situation, coordinating travel, helping with visas as necessary
  • preparing social activities
  • post-event documentation
  • writing a report

Budget and resources[edit]

Please provide a detailed breakdown of project expenses according to the instructions here.

Grantees are subject to line-item scrutiny of expenses. Changes to the approved budget beyond 10% in any category must be approved in advance.

Project budget table

all prices are calculated on the basis of 160 pax and incl. VAT

Venue and Catering Costs[edit]

Conference venue (incl. WIFI, technical equipment) 14,000€
Conference catering 17,000€
Dinner snack at WMDE Office (Thu, Fri, Sat, Sun) 4,000€
Social events (Fri, Sat) 4,000€
Facilitators 7,500€
Public transport 2,500€
Office material & communication 1,000€
WMDE staff costs 0€
Sum 49,000€

Accommodation[edit]

room price persons nights sum
hostel (4-bed rooms) 20€ 80 4 6,400 €
single, hotel 70€ 50 4 14,000 €
Sum 130 20,400€

Estimated Travel Costs[edit]

From our bid, prices from 23 September 2013, flight + return flight (skyscanner):

NB: actual costs in this grant would be significantly lower, as many of these groups already have funds for attending this conference, and will be required to use them.

country price persons sum
Armenia 413€ 2 826€
Argentinia 1,170€ 2 2,340€
Austria 693€ 2 1,386€
Australia 1,764€ 2 3,528€
Bangladesh 1,325€ 2 2,650€
Canada 691€ 2 1,382€
Switzerland 66€ 2 132€
Chile 1,879€ 2 3,758€
Czech Republic 201€ 2 402€
Germany 100€ 2 200€
Denmark 65€ 2 130€
Estonia 173€ 2 346€
Spain 75€ 2 150€
Finland 119€ 2 238€
France 63€ 2 126€
Hong Kong 780€ 2 1,560€
Hungary 73€ 2 146€
Indonesia 1,229€ 2 2,458€
Israel 435€ 2 870€
India 746€ 2 1,492€
Italy 85€ 2 170€
Macedonia 248€ 2 496€
Macau 1,438€ 2 2,876€
Mexico 914€ 2 1,828€
Netherlands 181€ 2 362€
Norway 68€ 2 136€
Philippines 787€ 2 1,574€
Poland 264€ 2 528€
Portugal 131€ 2 262€
Serbia 161€ 2 322€
Russia 169€ 2 338€
Sweden 85€ 2 170€
Taiwan 938€ 2 1,876€
Ukraine 237€ 2 474€
Great Britain 73€ 2 146€
USA - DC 1,022€ 2 2,044€
USA - NYC 761€ 2 1,522€
Uruguay 1,157€ 2 2,314€
Venezuela 2,605€ 2 5,210€
South Africa 716€ 2 1,432€
sum 80 48,200€
Total cost of project
TBD -- 49,000€ + 20,400€ + up to 48,200€ = up to 117,600€ (~$162k)
Total amount requested from the WMF Grants Program
TBD
Additional sources of revenue that may fund part of this project, and amounts funded
Some delegates will bear their travel costs directly. Details TBD.

Non-financial requirements[edit]

Requests for non-financial assistance
Coordination with WMF Travel team

Resources[edit]

Resources
WMDE team has significant experience hosting this event in previous years

Impact[edit]

In the sections below, please describe how the project is related to the Wikimedia mission and Wikimedia's strategic priorities.

Fit to strategy[edit]

How will this project support the key organizational objectives of
  • increasing reach (more people will access or contribute to Wikipedia or our other projects),
  • participation (more people actually contributing),
  • quality (more content, more useful content, or higher-quality content),
  • credibility (more trust in our projects),
  • organizational maturity and effectiveness (how it will move you or the Wikimedia community forward),
  • or financial sustainability (how it will help you achieve more in the long run)?
This statement should address at least one of the strategic priorities listed here specifically. See WMF Grants Program criteria for decisionmaking.
This will primarily address organizational and financial issues currently on the movement's agenda. WMCON is the primary face-to-face venue for working on these issues.

Benefits[edit]

If the project will benefit a specific online community, please tell us.
The main beneficiaries are the movement organizations -- WMF, chapters, ThOrgs, and possibly some user groups
Please provide a brief statement about how the project is related to other work in the Wikimedia movement. For example, does the project fit into a work area such as GLAM, education, organizational development, editor retention, or outreach?
TBD, depending on program (being developed)


If successful, will the project have the potential to be replicated successfully by other individuals, groups, or organizations? Please explain how in 1–2 sentences.
This event is expected to repeat next year as well. No doubt WMDE's experience will be shared with future hosts.
Please list other benefits to the movement here.
TBD, depending on program (being developed)
For grantees

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