Grants:Conference/WikiCon Brazil

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statusDraft
please add a title for your grant proposal
WikiCon Brazil (WCB) aims to bring Wikimedia community members across Brazil to improve the community environments of the communities in which Brazil is part of the Wikimedia movement.
targetplease add a target wiki
strategic priorityProvide conditions for improving the community environments of the communities in which Brazil is part of the Wikimedia movement
amount-localR$107.590,00
amountplease add the amount you are requesting (USD)
nonprofitYes
creatorSturm

Event overview[edit]

Purpose and vision

Please give a brief description of the event you are planning. What do you hope to accomplish during the event? Why is this event important for your community?

WikiCon Brazil (WCB) aims to bring Wikimedia community members across Brazil to improve the community environments of the communities in which Brazil is part of the Wikimedia movement. Although there have been attempts for community growth at a community level, regional cooperation and nationwide vision are necessary and we aim to focus on bring people outside São Paulo-Rio de Janeiro axis.
The Wikimedia movement in Brazil has a long history of contributions and events, but much of what was produced was concentrated in the Brazilian megalopolis. There are, of course, people outside that region who have been conducting excellent work, as in the states of Rio Grande do Sul, Bahia and Maranhão, just to name a few, but in general these are actions carried out by a single person or a very small number of them. So, WCB is the event/platform that we are proposing to connect and consolidate the links between a diversity of learning and sharing experiences. Thus, we aim to stimulate more activities beyond the usual cities where they have occurred today, helping them to occur with excellence and cohesion, in line with the principles and parameters established by Wikimedia projects. In addition to the concern with this geographical issue, we will also be concerned with bringing to the event people who are directly connected and active in areas that are fundamental to the Wikimedia movement, such as the Education program, the GLAM initiatives, people working on specific projects other than the Wikipedia, such as Wikidata and Wikiversity, and integrate specific and marginalized groups in the movement.

The object of bringing several people out of the event venue should reduce the time interval we would like to hold the event a little bit, but it will be important so that more people can effectively attend the event. Starting at the reception lunch on Saturday and ending at the end of Sunday, the person could participate without the need to be in São Paulo already on Friday.

The broad goals of WikiCon Brazil 2020 are:

  1. Provide conditions for improving the community environments of the communities in which Brazil is part of the Wikimedia movement;
  2. Empower volunteers to collaborate, learn and find tools that can leverage their contribution capacity;
  3. Conduct training on topics that are of interest to the community to enable participation in areas where Brazil is less inserted (tools, scripts, bots, MediaWiki, analysis etc.);
  4. Future aims to be identified in the research that was done according to the model previous discussed.

The specific goals of WikiCon Brazil 2020 are:

  1. Bring at least 35 participants outside São Paulo and or Rio de Janeiro cities, focusing on valuable Wikimedians from other states, especially those outside the Southeast region of the country
  2. Organize a two-day event over a weekend, allowing the participation of people who are unavailable on weekdays
  3. Run Wikimedia low-budget workshops and activities that are easy to perform, giving the participants means to execute them in different contexts of a large and heterogeneous country like Brazil.
  4. Offer conflict moderation and non-aggressive communication workshops, in order to enable collaborative and health environment in the Wikimedia projects

Important details

Please add key information to the table below. The dates, location and number of participants can be estimates and do not need to be finalized at this time.

Proposed date(s) Late 2020
Proposed location TBD
Number of participants ~70
Event page Not yet
Primary contact person User

Background[edit]

Community input[edit]

Use the results from the community engagement survey to fill in the table below. Since you cannot cover all topics or meet all needs at one event, prioritisation is important. Please rank the priority of each topic, skill, project or problem as high, medium or low. Finally, please answer the questions below the table.

Some of the results may be consulted here.

Description Priority
Strategic discussions:

What are the top issues affecting your community that need to be discussed in person?

As we discussed internally as the results of the questionnaire sent showed, the two central themes are conflict mediation and consensus building, as well as an understanding of how to conduct activities in the Wikimedia movement and establish partnerships with cultural institutions. High
Capacity development:

Are there important skills that many people in your community need to learn?

How to deal with conflict situations and establish consensus; how to organize events and establish partnerships with cultural institutions. High
Working groups:

Are there joint projects that need to be planned in person?

No, at first moment. But we believe that a face-to-face meeting can be an opportune moment for this to happen. Low
Community building:

Are there other in-person activities are important for community building?

We thought, at the end of the event, to have a moment of integration in the Museum of Art of São Paulo, to strengthen bonds, and to speculate what can be done not only in the museum, but that each one can imagine how to conduct projects and partnerships in the places where live. Medium

Survey analysis:

1. How many people did you send the survey to? How many people responded to the survey?
The message asking for the survey to be filled ended up being sent to 398 users. We gave a deadline for filling out the survey. Out of those 398 users, we have got 37 responses, working out to be almost 10% response rate.
2. Did you see consensus around shared goals that this community wants to focus on in the next 12 months? What were the top 2 goals?
A first aspect to be highlighted from the responses is the focus on "group discussions" model, instead of more expository presentations or content panels, for instance. Regarding the topics to be addressed, although there were a multiplicity of responses in individual desires, some recurring points can be highlighted. One of them is that of conflict mediation, in order to help establish consensus and avoid withdrawal of users, a problem that has occurred with some frequency in the Lusophone community. A second point is to establish partnerships and provide training for holding events.
3. Based on survey responses, what are the most important things your community should do at the conference to achieve those goals?
Participate in discussion groups that can help them understand and lead solutions to issues related to conflict mediation, consensus building, as well as understanding how to conduct activities in the Wikimedia movement and establish partnerships with cultural institutions.

Context[edit]

It is helpful to get an understanding of why this event is important to your community, and what experiences you have had in the past. Please answer the applicable questions below.

1. What inspired your community to begin planning this event?
For a long time, the organization of a national meeting has been considered by some of us, Brazilian wikimedians, and even stimulated by foreign wikimedians and WMF staff members. Recent meetings and events conducted by Wikimedia Portugal are a recent stimulus.
2. How does this event relate to other activities that your community is working on?
We believe that a national event is of direct importance not only in the possibility of bringing together Brazilian wikimedians living outside the large urban centers of the southeast region, but potentially allowing successful experiences that have been conducted in cities like São Paulo to be replicated elsewhere from the country. The community is on the process to recovery and a meeting can be a turning point for the more intentional organization of collectives on Wikipedia and with that a qualitative leap, with a strategic vision of what we are and want.
3. Please list the priorities identified in the report from the last conference organized by this community. What progress have you made in those areas?
This is the first conference of its kind that we are organizing.
4. If your community has hosted a similar conference in the past, what key lessons were learned, and what would you like to improve on?
We have organized several events throughout our 7 years of existence, as you may see here. Most of them are on a smaller scale, but we have already held larger-scale events as well. One of them, for example, is due to take place in April 2020 - LUA Training Workshop - an event in which more than 10 people are participating from other states.

Plan[edit]

Venue and Logistics[edit]

We plan to hold the event at Faculdade Cásper Líbero or some other venue on Avenida Paulista, since it offers as well a good infrastructure for Internet and streaming. Avenida Paulista is close to several hotels, metro stations and all sorts of infrastructure that a large city can offer. The entire area of ​​the avenue is flat and very accessible, and is considered a safe region, although it suffers, of course, with small thefts typical of a large Latin American city.

1. If the venue is more than 1 hour away from a major airport or transportation hub, how will participants travel to the event venue?
The airport is about 45-55 minutes from the event area, with buses, taxis and mobile transportation apps, as well as São Paulo subway system, although in this case the trip may take a little longer due to the need to change subway lines.
2. Is the event venue within walking distance from the hotel? If not, how will people travel between the two locations?
Avenida Paulista offers dozens of hotels that are less than a 10-minute walk to the conference site.
3. Is the event venue and hotel accessible for people with physical disabilities?
Yes, it is.
4. Do you anticipate any challenges with using the space for the event you are planning?
Although the possibility of something not happening well, our group has already conducted several activities in this same place and we already know the procedures for holding events and conferences there.

Friendly space policy[edit]

Please link to the friendly space policy that your community will be using for this event.

Wiki Movement Brazil User Group/Friendly Space Policy

Participation[edit]

It is crucial that most participants have a minimum level of Wikimedia experience so that they can engage actively in workshops and discussions. Please answer all applicable questions below.

1. Please describe the target audience for this conference or event.
As said before, we aim to reach a broader Wikimedia community, not just people from the Rio-São Paulo axis. We will be also concerned with bringing to the event people who are directly connected and active in areas that are fundamental to the Wikimedia movement, such as the Education program, the GLAM initiatives, people working on specific projects other than the Wikipedia, such as Wikidata and Wikiversity, people who integrate specific and marginalized groups in the movement.
2. If your conference has an outreach component, how will you ensure engagement with these participants after the conference, and what impact do you see them having on the projects?
We intend to conduct at least 6 specific activities with individuals outside our group (although the completion of these activities may take longer than the event's reporting period), in order to strengthen ties and tabulate the results of our event.
3. Are you thinking about inviting WMF staff to attend or participate in the event? If yes, please list individuals or teams who you may want to invite, or describe how you would like WMF staff to be involved in the event.
Asaf Bartof, for example, has a broad knowledge of the history of the Brazilian community, although he has a minor command of the Portuguese language and not all participants in the event speak English. We are open, obviously, to other names and suggestions that make sense and can enrich the debates at the event.

Scholarships[edit]

1. How many scholarships would you like to offer?
Considering an event for which we intend at least 80 people, and which we would like not to focus on an audience on the Rio - São Paulo axis, we intend to offer at least 50 scholarships between full and partial scholarships..
2. What expenses will the scholarship cover?
Full scholarships will cover airfare, accommodation and event fee. Partial scholarships may cover a subset of that (normally entrance fee for locals).
3. How will scholarship recipients be selected?
An electronic scholarship application form will be offered, in which there will be questions about your interest in participating in the event as your participation can help the community and the best candidates will be chosen by the scholarship committee. WMB's diversity plan will be important in shaping the scholarship criteria, as will involvement with the Wikimedia Movement as whole and Portuguese language projects specifically.

Resources and risks[edit]

Describe the resource potential for successfully executing this project and the key risks/threats.

Resources[edit]

Organizing team
Team User Names
WMF Liaison User:Sturm
Logistics User:GiFontenelle
Conference Program User:Chicocvenancio / User:Geisasantos / User:Joalpe
Scholarships User:Ixocactus / User:Ederporto
Communications User:EricaAzzellini
Volunteer Coordinators User:Sturm
Other team members User:DarwIn / User:Teles / User:Hermógenes Teixeira Pinto Filho / User:Albertoleoncio / User:Mesocarpo / User:jcornelius / User:Victor Lopes

Risks[edit]

Examples of risks, along with how you would minimize or overcome them, are:

  • Skill gaps in project leadership team (e.g. no financial management experience)
  • Components of the measurement process that are hard to quantify

Examples of how to minimize these risks include:

  • Recruiting volunteers with desired skills to project leadership team.
  • Working with the WMF Learning & Evaluation Team to develop an appropriate measurement and evaluation plan.
Given the fact that we have been conducting events for many years, we believe that the biggest challenge is not the event itself, but rather two other problems:
  1. Low adhesion of our target audience, that is, people outside the São Paulo-Rio axis. In order to get around this situation, we are trying to promote all the necessary infrastructure so that the largest number of people who live far from São Paulo can participate. This includes not only resources for accommodation and food, but also an activity schedule that even those who have to work throughout the weekdays can participate.
  2. As we stated, we intend to conduct at least 6 specific activities with individuals outside our group (although the completion of these activities may take longer than the event's reporting period), in order to strengthen ties and tabulate the results of our event. This is something that does not depend only on our efforts, so we consider it a more eminent risk. In order to minimize this possibility, we plan to relocate 3 people of our group who will serve as a tug for two people/activities over the course of a month, so that the necessary actions are taken effectively and efficiently.

Budget[edit]

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

Event budget table

The budget value is in US dollars. We used the exchange rate on XX/XX/2020: 1 USD = 4.7 BZL.

Travel[edit]

Nr. Item description Unit Quantity Cost per unit Total cost USD Comments
1. Travel costs R$30.500,00 USD 6.797,85
1.1. Air travel participant 15 R$1.300 R$19.500.00 USD 4.346,47 Based on the average cost of flight tickets from past events
1.2. Ground travel participant 25 R$200 R$5.000,00 USD 1.114,48 People needing support to reach an airport. People needing support to come to conference but without necessity or option of air travel.
1.3. WMF staff participant 2 - - - This is not being considered in the grant request, as we understand WMF has specific funding to support staff members attending conferences.

Accommodation[edit]

Nr. Item description Unit Quantity Cost per unit Total cost USD Comments
2. Accommodation costs R$ 41.300,00 USD 8.052,28
2.1. Lodging night 20 rooms R$380 R$ 22.800,00 USD 5.081,91 20 rooms for 40 adults during 3 nights (Sat-Sun-Mon); breakfast is included.
2.2. Catering participant 70 R$100 (R$50 per lunch)
R$90 (1x dinner)
R$ 13.300,00 USD 2.970,37 Breakfast is included in lodging. Lunch will be offered on a venue nearby restaurant during 2 days (Saturday and Sunday). Eventual dinner on Sunday night on behalf each one.

Venue[edit]

Nr. Item description Unit Quantity Cost per unit Total cost USD Comments
3. Venue costs R$20.750,00 USD 4.637,27
3.1. Rent day 2 R$15,000.00 R$19,000.00 USD 4.247,04 3 options at moment
3.2. Coffee breaks break 70 participants R$25 R$1,750.00 USD 390,23 Coffee, water, juice and snacks for all participants.
3.3. Technical support day 3 0.00 0.00 0.00 It is included in the venue costs.

Other income / expenses[edit]

Nr. Item description Unit Quantity Cost per unit Total cost USD Comments
4. Other expenses R$14.760,00 USD 3.291,96
4.1. Working material participant 80 R$60 R$ 4.800,00 USD 1.069,92 Name tags, roll up, posters, signs, markers, stickers.
4.2. MASP guided tour on Sunday tour 80 R$40.00 R$3.200,00 USD 713,27
4.3. Unforeseen expenses - - ~7% of total amount R$7.040,00 USD 1.573,64
Total cost of event
R$97.550,00 + R$7.040 (7% unforeseen expenses) - USD 21,433,36 + USD 1.573,64 (7% unforeseen expenses)
Total amount requested from the Conference and Event Grants program
R$104.590,00 - USD 23.017,44
Additional sources of revenue that may fund part of this event, and amounts funded
None
Please confirm that you are aware that changes to the approved budget beyond 10% in any category must be approved in advance.
Yes, we are aware of this.

Discussion[edit]

Endorsements[edit]

Do you think this project should be selected for a Conference Grant? Please add your name and rationale for endorsing this project in the list below. Other feedback, questions or concerns from community members are also highly valued, but please post them on the talk page of this proposal.