Grants:Conference/Wiki Education Brazil/IWSC-CCBWIKI

Please list three to four priorities that the community has identified that they want to focus on at this conference. These should be specific and actionable.

Wikimedia movement's scientific researches evaluation and dissemination
Scientific dissemination on Wikimedia projects through academic participation
General academic engagement
Wikipedia awareness among academics/universities

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?

The lack of local and regional scientific conferences covering Wikimedia projects and dynamics were the main inpiration for this conference. Promote the wikipedia awareness and scientific researches on the wikimedia projetcs motivated us to promote and organize the first edition of the Brazilian Wikipedia Scientific Conference last year, that culminated with a great event and a lot of attention from the local media and regional Wikimedia movement. During the first edition last year, our organization team was contacted by many researchers and wikimedians from many countries and continents inspiring us to organize this edition as an international conference.

2. How does this event tie into other activities that your group has done?

Our group is working to promote Wikimedia projects inside many universities since it's recognition. This evento is deeply coo=nnected with many of our initiatives and objectives to get more attention from the academy for our projects and efforts and disseminate scientific knowledge inside the Wikimedia projects.

3. If your community has hosted a similar conference in the past, what outcomes and benefits have you seen from past conferences?

The first edition of the conference opened many doors for projects and partnerships with local universities, creating new possibilities for cooperation.
The event dont solve conflicts, but confirm and improved the general understanding of the purposes of our initiatives, to generate a good impact and improve the relation between the local academy and the wikimedia movement as an important tool to promote the open knowledge, open science and scientific dissemination.
The event generated a lot of positive feedback for our the researchers that presented papers during the conference and the keynotes and workshops opened many possibilities of improvement for the researches under development based on the feedback sent by the participants

4. Please list the focus priorities identified in the report from the last conference organized by this community. What progress have you made in those areas?

Wikipedia awareness: we developed many projects and a good communication strategy to improve the wikipedia awaress, mainly for the local academy and important key partners.
International cooperation: the last event generated a good impact, creating new possibilities of cooperation, improving our relation and creating news possibilities of cooperation with Wikimedia Portugal, Wikimedia Spain and many other chapters that we are in touch since the last Wikimedia Conference, where the event was presented for many Wikimedia's affiliates.

5. If your community has hosted a similar conference in the past, what key lessons were learned, and what would you like to improve on?

Last year, the conference was organized entirely by our group, including the chair of the conference with no member of the partner university directly involved in the core team and decisions, this model generated difficulties and problems during the days of the event and some limitation to use the university's infra. To fix that problem, the general organization team proposed a different model where the chair of the conference is responsible to define the entire scientific committee, including members from our recommendation and the chair must be part/employee/researcher of the university where the event will be promoted. Based in that approach we are improving the relation with the local university, opening new doors for cooperation with other departments of the university, creating strong laces with the university.

Measures of success[edit]

Please provide a list of both quantitative and qualitative criteria that will be used to determine how successful the project is. You are welcome to modify, delete or add to the metrics listed below so they reflect the goals of your event.

Based on the results of the last year and the resources available we are expecting to keep the success and improve some numbers.

150-200 participants
~50% of female participants
60 proposed papers/posters for presentation
at least 30 approved papers/posters directly linked to the subjects of the conference
at least 3 keynotes (invited from other countries/affiliates)
1 technical workshop/hackathon
1 edit-a-thon on scientific subjects
2-4 event repercussion on the main local media/academic communication channels (Sites, Blogs, TV, Radio)
4-8 video interviews with participants, researchers, keynotes speakers (1-2 hours or refined content for the event promotion and academic engagement on new projects researches)

Plan[edit]

Venue and Logistics[edit]

Friendly space policy

Please link to the friendly space policy that your community will be using for this event.
Do you need or want guidance on how to implement a friendly space policy?

Last year we didnt create a friendly space policy, we will need help to develop this policy

Event Program[edit]

Please give a brief outline of the conference schedule or program and any events or activities you are planning for participants. The timing, topics and format of each session should be finalized and published on Meta six weeks before the event.

The event will be from 8-10 of November 2017, with 3 days full of activites

Days: 3
Time: 9:00 to 18:00
- Coffee break
- Event opening ceremony
- Keynote
- Papers presentations/Workshop/Edit-a-thons in parallel in different rooms
- Coffee break
- Event party (last or first day) for the participants, keynotes and invited scientific committee members

Community Input[edit]

Grant reviewers will be interested to read how the planning discussion developed and who was engaged. Please link below to all of the places where discussion about this conference are happening, i.e. talk pages, Facebook groups, meetup pages, notes from meetings. The most central, up to date, and relevant page should be highlighted in BOLD letters.

Announces were made on Wikimedia Conference in Berlin, wikimedia's mails lists, national and international open science mail lists.
CCBWIKI on facebook
IWSC on facebook
Announcement on pt.wikiversity
Announcement on pt.wiki
Announcement on commons

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.

Students, Teachers, Researchers, Academic wikimedians

2. If you are requesting funds for travel scholarships, what criteria will be used to select scholarship recipients?

Initially we are planning to provide resources for the invited keynotes, scientific committee members and key event contributors based on the level of participation.

3. 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?

All participants will be invited and engaged to join the movement and locally in our user group and education/research team and to contribute to our projects, generating impact and promoting wikimedia projects awareness inside many universities around the world.

4. 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.

We are planning to invite Dario Taraborelli from Wiki Research team, Dariusz Jemielniak(board of trustees), Daniel Kinzler(Wikimedia DE/Wikidata) for keynotes and workshops.

Follow-up[edit]

Please describe how you plan to follow up with event participants after the conference.

After the survey we are planning to collect feedback from the participants through a survey and invite them to join our mail list and monthly meetings.
We will suggest for each researcher from local universities to promote workshops with our support, as satellite events to engage more students and contributors in our movement, including the possibility to generate new researchers in these universities.
One of the discussed and propose ideas during the Wikimedia Conference in Berlin and in Portugal was to move the next edition of the IWSC to Portugal or Spain. We will follow-up with the scientific committee to move with this idea forward and engage the local community and researchers to make it happen.
Our team will open a new channel of communication to provide special guidance and support for new researches and projects started or presented during the conference.

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
Conference Grant	Rodrigo Padula
Logistics	Douglas Gomides
Conference Program	Carlos Marcondes
Scholarships/Trips	Jayme Santos
Communications	Fernanda do Valle
Volunteer Coordinators
Other team members	Raphael Eckhardt (Designer), Marcelo (photo/video)

Scientific committee

To guarantee the quality and expand the event dissemination, we invited many universities from Brazil, Spain, Chile and Portugal to compose the scientific committee. Until the date of this application, we have the following numbers:

Chair

Carlos H. Marcondes (PPGCI, UFF)

Members

24 professors/researchers

Countries represented

Brasil (8 universities)
Chile (1 university)
Spain (2 universities)
Portugal (3 universities)

Venue

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.

RISKS

Small number of proposed papers/posters
Small number of general subscribed participants
Insufficient grant to bring keynote speakers and scientific committee members

HOW TO MINIMIZE THESE RISKS

Improve the communication and marketing strategies including volunteers from as many chapters and groups around the world as possible
Create a good scientific committee from many local universities, expanding the number of institutions involved into the conference, promoting local marketing/communication strategy to spread through the committee members and it's partners
Define a list of keynote speakers that will need grant to come and a B plan of keynotes that can pay by themselves to come to Brazil to attend the conference, have a list of local/potential keynotes speakers to replace international ones if necessary

Budget[edit]

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

Event budget table

Item	Title	Description	QTY	Value	Total
1	Hotel	Hotel for 10-12 people (4 nights)	32	100,00	3.200,00
2	Airfare	International trips for keynote speakers, scientific committee members, international event contributors	4	1.500,00	6.000,00
3	Airfare	National trips for the organization committee, event contributors	8	320,00	2.560,00
4	Cathering	Food and beverage for 150 people (3 days * 2)	6	940,00	5.640,00
5	Printing	Banners + flyers + signalization + Ids (pack)	1	760,00	760,00
6	Marketing	Promotional posts on social networks	3	60,00	180,00
7	Venue	Cleaning service + material (3 days)	3	30,00	90,00
8	Venue	Sound/Video/Presentation operation (3 days)	3	140,00	420,00
9	Venue	Rental ( 2 auditoriums + 3 workshop rooms)	FREE	FREE	FREE
	TOTAL				18.850,00

Total cost of event: USD$32000.00

Total amount requested from the Conference and Event Grants program: USD$ 18850.00

Additional sources of revenue that may fund part of this event, and amounts funded: Events subscriptions and local sponsorship (USD$13150.00 )

Please confirm that you are aware that changes to the approved budget beyond 10% in any category must be approved in advance.

Yes

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.

I remember when I attended the Wikimedia in Higher Education Summit, in 2011, and every professor/researcher I talked to was dreaming about such a event. We finally managed to present one last year in Brazil and the excitement was still there, even on a local basis. There is still a high demand among academics for such a congress, and I hope it becomes truly a regular, international and interdisciplinary event. Domusaurea (talk) 00:15, 5 June 2017 (UTC)
I attended the I Congresso Científico Brasileiro da Wikipédia in 2016, organized by Rodrigo and the team of Wiki Educaçao Brasil and it was an excellent academic event with many interesting proposals and papers, in addition to the participation of experts in Wikipedia from research and application of the platform in the educational field. I am sure that if this grant is approved, it will increase the quality, because colleagues from other countries will be able to participate. The wiki movement is having a large growth in Latin America and requires the necessary support to realize this type of initiatives. In other hand, I think there is no other initiative like this, where we can discuss and learn about the wiki movement from the research and academic point of view and is important to continue with this effort. I wrote about my experience on my blog. -Luisalvaz (talk) 03:52, 8 June 2017 (UTC)
My very first time in a Wikimedia event was the I CCBWIKI, that happened last year. It was an amazing experience and a great opportunity to get in touch with people from the inside the movement and also researchers who are studying the wiki projects. It is very important that the project has the chance to keep going!Museu33389 (talk) 14:36, 15 June 2017 (UTC)
This is one of the most important outreach initiatives that can be done focusing universities. The event is not only gathering researchers that work with Wikipedia but also stimulating others to do the same. This creates not only more knowledge about (and for) the Wikimedia movement but also at the same time it helps to change the way academia as whole sees Wikipedia and its sister projects. HenriqueCrang (talk) 19:21, 23 June 2017 (UTC)