Grants:Conference/Wikimedia Norge/Wikimedia Diversity Conference Europe
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?
The Wikimedia Diversity Conference 2020 in Oslo organized by Wikimedia Norge will provide a meeting place for discussions and generating processes for change concerning diversity in the Wikimedia movement.
For a Wikimedia Diversity Conference 2020 we would like to invite participants who are decision-makers in the movement (volunteers, board or staff members of a Wikimedia affiliate) or highly engaged in projects about knowledge equity and diversity. The conference will be an opportunity for the participants to discuss solutions for implementation of the 2030 movement strategy on knowledge equity. The community survey done as a preparation for this application shows a need for a shared understanding of what diversity means and what diversity, equity and inclusion mean in a regional and local context.
The conference team consists of representatives from the Nordic countries Norway, Denmark, Finland and Sweden as well as several participants from the Working Group Diversity. This conference team can hopefully both contribute to building a stronger regional network in Europe as well as build on their experience from the 2030 strategy process and push for implementation. Many of the strategy recommendations revolve around diversity issues like cultural change, improving the user experience, protection and safety and equity in decision making, and we believe these issues can be tackled much more efficiently in an in-person conference than via purely online means.
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)||13–15 November 2020|
|Proposed location||Oslo, Norway|
|Number of participants||80|
|Primary contact email@example.com|
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.
What are the top issues affecting your community that need to be discussed in person?
|In general the topics the community want to tackle is the inclusion of the knowledge of underrepresented demographics. There is a need for a shared understanding of what diversity means and what diversity, equity and inclusion mean in a local context.
The main topics are:
Why there's a need to meet in-person:
Many of the diversity topics are sensitive and sometimes controversial, therefore in-person meeting is crucial in enabling sessions and discussions where privacy, trust and safety concerns are safeguarded. It will also give the participants the chance to engage in conversations that are more efficient, creative and dynamic, in addition to find synergies and to create a collective experience.
Are there important skills that many people in your community need to learn?
Are there joint projects that need to be planned in person?
|In general the community is requesting the opportunity to meet to discuss projects concerning language-, cultural- and gender diversity. Specific projects such as Women in red, les sans pagEs, LGBTQ+, Art+Feminism, WikiFranca, Lingua Libre and Sámi knowledge online are being brought up as important projects that would benefit from the community meeting in person to join forces and exchange ideas, figure out ways to support each other and ways to partner around these projects in a systematic manner. In-person meetings are a good platform for these exchanges in terms of logistics, efficiency and because it provides a safe and trusting environment.||Medium|
Are there other in-person activities are important for community building?
The community is requesting project presentations and panel discussions in addition to strategic conversations to discuss the diversity issues affecting their communities. There's also a call for training sessions and/or workshops to learn skills that will help their community to achieve its goals. Some of these are ally skills, gender sensitisation, conflict resolution, how to work with marginalized groups and how to ensure diversity in governance.
- How many people did you send the survey to? How many people responded to the survey?
- We shared the survey on a number of mailing lists:
- We also shared it in the Telegram group "Wikimedia language diversity", on the Facebook group for the 2017 Diversity Conference, in Wikimedia Norge’s members newsletter, on the Wikimedia Norge facebook page and on wikimedia.no. We also shared it on the Village pumps of the Norwegian bokmål og Norwegian nynorsk Wikipedias. We had 39 responses to the survey.
- We shared the survey on a number of mailing lists:
- 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?
- The top two shared goals of the respondents revolve around gender diversity and language diversity. The need to reach a shared understanding of what diversity means and how to approach and work with marginalized groups is what stands out as what the community wants to focus on in the next 12 months.
- Based on survey responses, what are the most important things your community should do at the conference to achieve those goals?
- Learning from past and on-going projects that tackle gender- and language diversity issues through project presentations and strategic conversations to get an understanding of the challenges and best practices.
- Learning skills through workshops and training sessions to get better at communicating and working with partners and stakeholders from underrepresented groups, ensure diversity in governance and conflict resolution.
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?
- Wikimedia Norge has over the past year focused our work on diversity issues and has since April 2019 had a diversity manager among its staff members. As a chapter we have many experiences from previous years on issues like gender diversity and language diversity, but it has also been clear to us that we lack skills and approaches needed as we continue this work. One Wikimedia Norge staff member has been part of the Diversity Working Group in the 2030 strategy process and the positive dynamics in this work inspired the idea of continuing the collaboration. 5 people from the Working group will be involved in planning the Wikimedia Diversity conference Europe.
- 2. How does this event relate to other activities that your community is working on?
- Wikimedia Norge programs all have a diversity theme; the two main themes are the gender imbalance on the Wikimedia projects and language diversity. In a Norwegian context diversity issues are very present in public debates and in the public sphere. The Norwegian state has laws and legislations that tackles diversity issues. This affects how educational and cultural institutions work and their willingness to cooperate with organizations that have programs that center around diversity. This helps us in focusing on these issues in our programs with partners and volunteers, whether it's in our Women in Red project or in our Sámi project. Like many other Wikimedia affiliates, Wikimedia Norge has had its struggles with governance issues in its first years. In working to resolve this we have worked a lot on diversity in our own organization. Today an emphasis on gender diversity extends from our board leadership level, through to program design and implementation. We know from general feedback and from the community survey that these are issues that need to be addressed for a lot of Wikimedia affiliates.
- 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 our first conference. We are very glad to have ventosa5103, who was part of the organizing team of Wikimedia Diversity 2017 Conference in Stockholm as an advisor in the program committee. We will also take part at the Queering Wikipedia conference in Linz in May 2020 to learn from how they organize the conference.
- 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?
- This is our first conference.
Venue and Logistics
- 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?
- 2. Is the event venue within walking distance from the hotel? If not, how will people travel between the two locations?
- Yes. Depending on their availability we would like to use the PS:Hotel as one of the conference hotels. They are located a 10 minutes walk from the venue and all the employees at the hotel are people who are there through the Norwegian social system to get work experience.
- 3. Is the event venue and hotel accessible for people with physical disabilities?
- Yes. We will also be advised by the The Norwegian Live Music Association on using their guide for accessibility.
- 4. Do you anticipate any challenges with using the space for the event you are planning?
Friendly space policy
Please link to the friendly space policy that your community will be using for this event. We will follow and announce several points the Friendly Space Policy of the Wikimedia Foundation. We might come up with additional points also in the context of this being a conference on diversity.
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.
- For a Wikimedia Diversity Conference 2020 we would like to invite participants who are decision-makers in the Movement (paid staff members for a Wikimedia affiliate or volunteers) and highly engaged in programs and projects about diversity.
- 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?
- One of the outreach aspects of the conference is to build a stronger European network for diversity issues, and hence the conference team is a mix of representatives from most Nordic countries as well as other Europe countries. We will use different communication channels before, during and after the conference to engage with the participants. Documentation from the conference will be shared on the Meta. We will involve Wikimedia Norge partner institutions and organizations to contribute to the event to strengthen our partnerships with them for our future work.
- 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.
- We would like to invite WMF staff contractors based in Europe to attend. In addition we would like to welcome staff members that work in the fields of GLAM and Underrepresented Knowledge, Community programs, Community development, Global Diversity, Equity & Inclusion, Talent and Culture and Trust and Safety.
- 1. How many scholarships would you like to offer?
- 10. We will also encourage Wikimedia affiliates to offer scholarships.
- 2. What expenses will the scholarship cover?
- Travel and hotel
- 3. How will scholarship recipients be selected?
- Applications will be reviewed by the conference scholarship committee. The scholarship committee will prioritize scholarships to volunteers and affiliate members who don’t receive funding from Wikimedia Foundation.
Resources and risks
Describe the resource potential for successfully executing this project and the key risks/threats.
- Organizing team
Gender identities: 9 women / 8 men / + paid event manager
People living in these countries are represented: Norway, Sweden, Denmark, Finland, Spain: Catalan and Basque, Mexico.
|WMF Liaison||Astrid Carlsen (WMNO)|
|Logistics||Paid event manager|
|Conference Program||Hilde Blix, Marcmiquel, Theklan, Twdk, Astrid Carlsen (WMNO), Camelia Boban|
|Communications||Jon Harald Søby (WMNO), Premeditated, Jorid Martinsen, Stiansmoller, Kjetil Ree|
|Volunteer Coordinators||Sabinitus, Yupik / Yupik|
|Other team members||Advisory team: Sara Mörtsell, SusunW|
- Possible risks are:
- Not being able to engage Norwegian volunteers in taking part at the conference: We have recruited several participants from Norway to the conference teams. They are diverse in gender identity, age, where in Norway they live and educational and professional background.
- Follow-up the outcomes from the conference: Depending on which format the conference will have, we are already thinking about a possible follow-up event for the conference for a smaller group of participants.
- Event budget table
|Category||Item description||Cost NOK||Cost USD||Notes|
|Venue rent||Rent of venue 2 days/weekend||80,000||9,768|
|2 x coffee breaks||8,000||868|
|2 x Lunch||24,000||2,675|
|1 x dinner||20,000||2,071|
|Merchandise & working materials|
|Giveaways||10,000||1,085||May be funded by a WMNO partner|
|Working materials||printed programs, badges, banners, flags, pens, stationery, stickers||15,000||1,628|
|Paid event manager||175,000||18,993|
|Facilitators at conference||90,000||9,768|
|WMNO administration||100,000||10,853||Accounting and administration by WMNO staff. WMNO will also cover this expense by using WMNO's Annual Plan Grant from Wikimedia Foundation.|
|Dinner Saturday||20,000||2,171||Can maybe be funded by partner|
|Guided tour Sunday||10,000||1,085||Will be funded by partner institution|
|10 % Unforseen costs||60,000||6,512|
- Total cost of event
- 664,000 NOK / 72,064 USD
- Total amount requested from the Conference and Event Grants program
- 604,000 NOK / 65,552 USD
- Additional sources of revenue that may fund part of this event, and amounts funded
- If this conference grant is approved, we can apply for funding from NIKK: Nordic Gender Equality Fund together with other affiliates in the Nordic region. That may fund part of this conference, but also a possible later workshop with interested participants from the conference. We can apply for funding between DKK 50,000 and DKK 500,000, if we have a 20 % contribution secured. Other expenses may also be funded or given as inkind donations by partners.
- Please confirm that you are aware that changes to the approved budget beyond 10% in any category must be approved in advance.
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.
- Support I endorse this with eyes closed. I believe that having a conference on diversity, discussing and presenting specific calls to action can be very valuable to communities, especially in the current context of the strategy implementation. --Marcmiquel (talk) 14:59, 3 February 2020 (UTC)
- Support I endorse this with eyes open as this conference would a place for people who are active on the gender gap and diversity-related issues get together and learn from successful peers like WMNO, WMSE, WMAT, WMDE. Mardetanha (talk) 19:01, 3 February 2020 (UTC)
- Support As part of the Diversity Working Group for Wikimedia 2030, I worked for one year and a half with many people in this team. And I know the sensibility and seriousness in dealing with diversity. Camelia (talk) 14:33, 4 February 2020 (UTC)
- Support The Board of Wikimedia Norway supports Wikimedia Diversity Conference Europe. This will be very useful for the affiliates in Europe: it will be a great opportunity to discuss possible joint projects, to decide on how we can encourage peer mentorship and capacity building fitting to regional context, and explore funding opportunities and joint advocacy approaches. These issues are challanging to process online and require in person meet ups. Hogne (talk) 11:21, 7 February 2020 (UTC)
- Support - Løken (talk) 14:12, 7 February 2020 (UTC)
- Strong support - I strongly support events related to diversity, and I think Wikimedia Norge will host a great diversity conference. In addition to endorsing this proposal, I also express my willingness to work with the organizers in my capacity as a volunteer. Rajeeb (talk!) 14:38, 07 February 2020 (UTC)
- Support I believe this conference will provide a much needed arena to discuss solutions for implementation of the 2030 movement strategy on knowledge equity. The conference will give the participants a great chance to dive into the work on diversity, equity and inclusion as outlined in the global strategy, together with like-minded chapters, colleagues, contributors and volunteers. --Sigrunespe (talk)
- Support -Yupik (talk) 15:28, 18 February 2020 (UTC)