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Conference & Event Grants

Reporting Guidelines Project leads are responsible for ensuring that reporting requirements are met, and should review their grant agreements carefully to understand the reporting requirements specific to their grant. Before you agree to receive a grant, please read these requirements carefully and make sure you can meet the requirements. If you have questions about reporting requirements, please contact WMF. Until your report is submitted, you will not be in compliance with program requirements. This means you won't be able to receive any grants from WMF. If you need an extension on your reporting deadline, email your program officer before the report deadline.

How to complete a report
  1. For all Conference and Event Grants, a final report is due by 60 days after the grant end date listed in the grant submission.
  2. Keep track of reciepts and budget. It is important that team members, and scholarship recipients are documenting expenses in a shared spreadsheet and photographing reciepts and invoices as soon as you receive them so that you have all of the necessary financial information in a central place.
  3. Publish your complete report on Meta using the Conference Grant report template. Your report should be complete, with informative answers to each and every required question on the grant report form. Email your program officer when the report has been submitted.
  4. Submit detailed information about your expenses by email. The email should include a spreadsheet detailing how the budget was spent and digital copies of receipts documenting all grant expenses. Please review the guidelines for Documenting project expenses before you spend any grant funds.

Start your report as soon as your grant is approved After your grant proposal is approved, you will discuss the program with a WMF Program Officer. During that conversation you will plan activities and sessions for the conference and talk about what kind of documentation or evaluation you should do during the conference to keep track of all of the valuable things that happen in discussions, projects and workshops. If you start a draft of the report as soon as you begin planning the program, you can use it as a tool to plan sessions and keep important notes about what follow up needs to be done after the conference.

Description Priority Activities during the conference Conference report
Strategic discussions:

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

  • High-level notes about the status of the discussion and the next steps that are planned.
  • Names of people will be responsible for following up.
  • If conference participants drafted a proposal or some other document for review, please link to the page.
Capacity development:

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

  • How many people participated in each training session?
  • Are people using the skills they learned at the conference?
  • Do participants want additional training or support to continue to improve those skills?
Working groups:

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

  • Brief description of new projects that were planned at the conference or summary of improvements/changes that were made to existing projects after the meeting.
  • Names of people who are responsible to follow up or complete projects
  • Have new people joined projects after the conference?
Community building:

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

Create a Report The goal of this report is to help your community keep track of the important information that other conference organizers will need when planning events in the future, and make it easy for your community to keep up to date on the status of projects, discussions or other work that happened at the conference. The report also helps us ensure that WMF and grantees are complying with important laws and regulations, so WMF can keep giving out more grants.