Grants:Programs/Wikimedia Community Fund/Conference Fund/ESEAP Summit 2027 in Japan
This is an automatically generated Meta-Wiki page. The page was copied from Fluxx, the web service of Wikimedia Foundation Funds, where the user has submitted their application. Please do not make any changes to this page because all changes will be removed after the next update. Use the discussion page for your feedback. The page was created by CR-FluxxBot.
Applicant details
[edit]- A. Are you applying as a(n)
Wikimedia Affiliate (chapter, thematic org., or user group)
- B. Full name of organization presenting the proposal.
Wikimedians of Japan User Group
- F. Do you have an account on a Wikimedia project?
Yes
- F1. Please provide your main Wikimedia Username.
VZP10224
- F2. Please provide the Usernames of people related to this proposal.
Shinji Enoki Narumi.SBT Feliani(ESEAP Hub) Joycewikiwiki betty2407
- G. Are you legally registered?
No
If you are applying as an individual or your group is not a legally registered nonprofit in your country, we require that you have a fiscal sponsor.
- I. Fiscal organization name.
Asia-Pacific Open Knowledge Association
Objectives and Strategy
[edit]- 1. Please state the title of your proposal.
ESEAP Summit 2027 in Japan
- 2.1. When will the event begin? Please enter the event start date.
2027-06-04
- 2.2. When is the last day of your event?
2027-06-06
- 3.1. When will you begin preparing for your event?
2026-04-01T00:00:00Z
- 3.2. When will you expect to complete your last event payment?
2027-07-31T00:00:00Z
- 4. In which country will the conference take place?
Japan
- 4.1. In which city will the conference take place?
Osaka
- 5. Is it a remote or in-person event?
In-person only event
- 5.1. What will be the total number of participants at the event? (including scholarship recipients + organizing team + other guests + self funded guests) (required)
90
- 6. Please indicate whether your work will be focused on one country (local), more than one or several countries in your region (regional) or has a cross-regional (global) scope.
Regional
- 6.1. If you have answered regional, please write the country names and any other information that is useful for understanding your proposal.
ESEAP Community Connector and Wikimedian from ESEAP Countries (Indonesia, Taiwan, Australia, Korea, Thailand, Philippines, Malaysia, Myanmar, New Zealand, Hong Kong, Vietnam, Japan and Singapore. Including nationalities and informal communities of Brunei, Cambodia, China, Laos, Macau, Mongolia, Papua New Guinea, Timor Leste, and Pacific island nations, Federated States of Micronesia, Fiji, Kiribati, the Marshall Islands, Nauru, Palau, Samoa, Solomon Islands, Tonga, Tuvalu, and Vanuatu.)
- 7. If you would like, please share any websites or social media accounts that your group or organization has.
ESEAP Hub: https://www.linkedin.com/company/wikimedia-eseap-hub https://meta.wikimedia.org/wiki/ESEAP_Hub
JPUG: https://meta.wikimedia.org/wiki/Wikimedians_of_Japan_User_Group
- 8. Do you work with any thematic or regional platforms such as WISCom, CEE, Iberocoop, etc.
Yes
- 8.1. Please describe what platforms and your work with them.
The summit is hosted by JPUG as mandated by the regional community. It is also a collaboration with ESEAP Hub as it serves as a central support structure for affiliates to provide a common space to coordinate activities and advocate for ESEAP communities. Through the structure of ESEAP Community Connector, affiliate leaders are the primary point to engage with wider communities.
- 9. Please describe the target participants for this event.
ESEAP Summit 2027 is aimed at driving ESEAP Hub programming and long-term planning as well as evaluation of the past two years since its inception. The main activities would be of great benefit through the participation of affiliate leaders, regional collaborators, ESEAP Community Connectors, and Hub Staff. To achieve the vision of equity, individual volunteers and leaders from emerging communities are particularly invited to participate. Community members who have organized campaigns and led communities, especially volunteers across Japan, are also encouraged to participate to share their experiences and inputs through the Summit.
- 10. Please provide the link to the event's page if you already have one.
https://meta.wikimedia.org/wiki/ESEAP_Strategy_Summit_2027
The following questions (11-14) will refer to the Community Engagement Survey which is required in order to submit a proposal. Here is the survey form that you can copy and use (if the link does not work): https://docs.google.com/forms/d/1ieEI8EFf2vxjD9wN_h8-srYeRCp4fhSp7_1_wiR2jh8/edit. This survey is required to access a Conference grant.
- 11. How many people did you send the community engagement survey to?
180
- 11.1. When did you conduct the survey, and for how long?
22 December 2025 to 11 January 2026 through Telegram for ESEAP community.
- 12. How many people responded to the survey?
43
- 13. What are the main objectives of the event?
ESEAP Summit 2027 is envisioned to be a strategic gathering for leaders in the ESEAP region to continuously support volunteers and affiliates. This edition of the Summit will mark the second year of ESEAP Hub's official establishment. The Summit is organized to meet the following objectives: 1. Bringing together ESEAP leaders to accelerate ESEAP's contribution to the Wikimedia Movement particularly in bridging content gap from several geography 2. Transitioning from governance design to practical operationalization and capacity building to support newly established user groups 3. Supporting the inclusion of emerging communities, language diversity, and easier access for newcomers, such as presence in ESEAP and global movement. 4. Strengthening peer to peer mentorship and collaborative projects in ESEAP
- 14. Based on survey responses, what are the most important things your community should do at the conference to achieve these objectives?
Respondents are eager to see innovation within the ESEAP region, especially an emphasis on the structure of the Hub to support it more sustainably. Based on the survey results, the activities that are prioritized are: 1. Working group laying out foundational strategies for ESEAP in the coming years and working draft for regional collaboration 2. Moving beyond design discussions to practical workshops on how communities can access ESEAP Hub services (funding, legal, tech support). 3. Providing high-level training in financial management, grant writing, and technical tools to advance affiliate operations. 4. Prioritizing language inclusivity through live interpretation and creating dedicated pathways for newcomers and youth to integrate into regional leadership. 5. Facilitating thematic roundtables to ensure peer-to-peer knowledge transfer and regional collaborative project planning
- 15. Please state if your proposal aims to work to bridge any of the identified CONTENT knowledge gaps (Knowledge Inequity)? Select up to THREE that most apply to your work.
Geography, Language, Important Topics (topics considered to be of impact or important in the specific context)
- 15.1. In a few sentences, explain how your work is specifically addressing this content gap (or Knowledge inequity) to ensure a greater representation of knowledge. (optional recommended).
Although ESEAP Hub is a democratic governance for ESEAP Wikimedian, we understand the need to ensure equitable access and inclusivity to better represent ESEAP agenda. ESEAP Hub wishes to ensure participation from emerging communities and higher engagement from more established chapters and user groups in the global movement. The meeting would be a learning experience and a networking opportunity for everyone involved, which encourages sustainable partnerships.
ESEAP regions cover thousands of different languages. We aim for the ESEAP Summit to be a place of cultural and language exchange where Japanese volunteers can engage with the regional community, where various affiliate leaders can learn from one another, and where the program design ensures accessibility beyond the usage of English.
The Summit would also be a chance to strategically target and evaluate current governance methods, advance breakthrough program ideas, and consolidate resource management and leadership.
- 16. Please state if your proposal includes any of these areas or THEMATIC focus. Select up to THREE that most apply to your work and explain the rationale for identifying these themes.
Public Policy, Culture, heritage or GLAM , Open Technology
- 17. Will your work focus on involving participants from any underrepresented communities?
Geographic , Linguistic / Language, Age
- 18. Do you intend to invite or engage with non-Wikimedian individuals or organizations? If so – can you explain your intention for this outreach?
We would welcome participation from Japanese media professionals, researchers studying the Wikimedia movement, and members of communities active in open source and open data (such as OSM).
- 19. What will you do to make sure participants continue to engage in your activities after the event?
We will map affiliate engagement and progress prior to the summit, which will also be used as a baseline for multi-year strategic thinking of ESEAP Hub. Important topics on Hub operationalization and multi-year planning will also take place during the Summit. Most activities will try to pair an experienced Wikimedian with a less experienced Wikimedian for knowledge sharing. Tangible output, such as project collaboration, will be developed. After the event, we will request a reflection report from leaders and participants. To ensure accountability, reports of the Summit will be made publicly available for community members to track progress.
- 20. In what ways do you think your proposal most contributes to the Movement Strategy 2030 recommendations. Select a maximum of THREE options that most apply.
Increase the Sustainability of Our Movement, Ensure Equity in Decision-making, Invest in Skills and Leadership Development
Logistical Aspects
[edit]- 21. Do you have any proposed venue for the event?
1) Sheraton Miyako Hotel Osaka (hotel) Pros: An internationally recognized hotel brand with many experiences hosting international conferences, while maintaining a relatively modest positioning compared to luxury hotel brands. Nice location with convenient access from international airports and public transportation. They offer all facilities for medium- to large-scale conferences and English-speaking staff. Cons: Costs may be higher than non-hotel venues or community spaces. 2)Swissôtel Nankai Osaka Pros: Connected to Nankai Railway’s Namba Station, easy access from Kansai International Airport. This venue has many meeting spaces suitable for conferences. Cons: Might be seen as too luxurious for non-profit organizations. 3)Hotel New Otani Osaka Pros:It is one of Osaka's leading hotels and is expected to be able to accommodate conferences including participants from outside Japan. Cons: Might be seen as too luxurious for non-profit organizations.
- 22. Is the event venue and hotel accessible for people with physical disabilities?
Yes
- 23. How many scholarships would you like to offer?
We intend to offer approximately 60 scholarships to ensure that all countries in the ESEAP Region will be represented.
- 24. What expenses will the scholarship cover?
Flights, Accommodation, Transportation from/to Airport, Meals, visa fee
- 25. How will scholarship recipients be selected?
We will use these guidelines in deciding on scholarships: ● All ESEAP countries must have a representative. ● Unaffiliated communities and volunteer individuals engaged in global movement communications will be supported. ● Volunteers in the Wikimedia movement who have been engaged in Wikimedia Movement Strategy and Governance activities, both in-person and online, will be prioritized. ● We will also ensure diverse part
- 26. In which ways can Wikimedia Foundation staff support your event onsite?
Support from WMF staff would be significantly needed in these areas: 1. Safe Space. To ensure safe spaces for all participants and to serve as a mediator when conflict arises. 2. Travel team to support participants visa, flights, and other necessary travel requirements. 3. Communication support pre, during, and post Summit such as mass message material to media. 4. Content and training. WMF board and staff who are able to deliver learning on regional hub governance and management.
- 26.2. Do you intend to invite any WMF staff members to your event? (please note that all WMF staff travel and accommodation costs will be covered by the foundation). Please indicate what is the limit number of WMF staff members you would like to welcome at your event.
To better support the community, we intend to invite up to 10 WMF Staff who could play a role in one of the four support as mentioned above.
- 27. Please outline the roles and responsibilities of the organizing team for the conference.
JPUG will take the role as the host who provide logistical support and co-organize programs to support Japanese communities to be engaged with regional ESEAP. ESEAP Hub will manage the program, arrange the scholarship criteria, and overall agenda during the Summit. ESEAP Community Connector will lay the basis of program and activities. They are going to lead the discussion and various activities. Hub Staff will assist all the planned programs by ECC and also provide a service desk to affiliates during the special presentations by Hub.
- 28. Do you have plans to co-organize the event with other Wikimedia communities, groups or affiliates?
Yes
- 28.1. If yes, can you please explain how you are going to co-organize the event and what responsibilities each partner will have.
JPUG will take the role as the host who provide logistical support and co-organize programs to support Japanese communities to be engaged with regional ESEAP. ESEAP Hub will manage the program, arrange the scholarship criteria, and overall agenda during the Summit.
- 29. What kind of risks do you anticipate and how would you mitigate these?
Weather: Early June generally offers favorable weather conditions (23.5℃-24℃ in average); however, due to climate change, higher-than-usual temperatures may occur. All possible venues that are hereby proposed are well-equipped and have sufficiently safe facilities.
Natural Disasters: There are possibilities of natural disasters, including earthquakes and heavy rain. All possible venues that are hereby proposed are well-equipped and have sufficiently safe facilities against those risks.
Health Considerations: Sudden outbreaks of infectious diseases or health-related travel restrictions. We would monitor public health advisories and travel restrictions closely, provide masks and hand sanitizer to participants, and reduce on-site activities if necessary.
Language and Cultural Barriers: Miscommunication or insufficient support for international participants, including language differences and religious or dietary considerations. We would provide clear bilingual(multilingual) communication where possible, and ensure consideration of participants’ religious and dietary needs through advance information sharing and basic on-site support.
- 30. Friendly space policy - Please add the link to the friendly space policy that your community will be using for this event.
All participants are required to abide by UCoC https://foundation.wikimedia.org/wiki/Policy:Universal_Code_of_Conduct/Enforcement_guidelines
We will observe the Friendly Space Policy enforced by the Wikimedia Foundation. https://foundation.wikimedia.org/wiki/Policy:Friendly_space_policy
Learning, Sharing, and Evaluation
[edit]- 31. What do you hope to learn from your work organising this conference?
ESEAP Hub: 1. To provide transparent Hub Operationalization & Service Delivery. We expect to learn how the transition of the ESEAP Hub from a governance concept to a practical service provider. Specifically, we aim to understand which support mechanisms (legal, tech, or grant clinics) are needed the most by affiliates. Understanding how effective on-site "service desks"in resolving administrative issues in real-time. 2. To provide Capacity Building through hands-on "working sessions" (e.g., drafting grants or fixing tools live) instead of presentation panels. We want to learn whether it leads to a higher rate of successful grant submissions and technical adoption post-summit. We want to identify which specific hard skills are the greatest accelerators for our communities.
Local COT:Logistic and local context 3. To increase engagement within the Japan User Group through experiencing hosting this international event. Through this process, we hope to learn how to develop practical operational skills and structures that enable the user group and partner organizations to participate inclusively and effectively.
4. To raise international interest in the Japanese Wikimedian community and the ESEAP region as a whole. Through the operational experience, we aim to develop inclusive and effective coordination and communication practices and we also aim to establish operational workflows that support ongoing collaboration beyond the event.
- 32. Main open metrics
| Main Open Metrics | Description | Target |
|---|---|---|
| Diverse Regional Representation | Number of distinct ESEAP countries/territories represented, ensuring emerging communities are present. | 15 |
| First-time Attendees | Number of participants attending a regional strategy summit for the first time | 5 |
| Governance documents as ECC | Number of concrete drafts created during workshops | 5 |
| Regional Collaborative Commitments | Number of new cross-affiliate partnerships or joint projects agreed upon and signed/pledged during the Summit. | 5 |
| Capacity Building Hours | Total hours dedicated to practical, hands-on training (workshops) versus passive listening(presentations). | 8 |
Financial Proposal
[edit]- 33. What is the amount you are requesting from Wikimedia Foundation? Please provide this amount in your local currency.
48034757
- 34. Select your local currency.
JPY
- Requested amount in USD
- 317029.4 USD [note 1]
- ↑ a b The following amount in US dollars was calculated by Wikimedia Foundation staff using the fixed currency rates. This amount is approximate and may not reflect the actual currency exchange rates on the day of submission or distribution. If the application is funded, the funding will be sent in the recipient’s local currency.
- 35. Please upload your budget for this proposal or indicate the link to it.
- 36. Do you expect to receive funding for this conference from other organizations to support your work?
No
- 36.1. If yes, what kind of resources are you expecting to get?
- We/I have read the Application Privacy Statement, WMF Friendly Space Policy and Universal Code of Conduct.
Yes
- Please use this optional space to upload any documents that you feel are important for further understanding your proposal.
- Other public document(s):
Endorsements and Feedback
[edit]Please add endorsements and feedback to the grant discussion page only. Endorsements added here will be removed automatically.
Community members are invited to share meaningful feedback on the proposal and include reasons why they endorse the proposal. Consider the following:
- Stating why the proposal is important for the communities involved and why they think the strategies chosen will achieve the results that are expected.
- Highlighting any aspects they think are particularly well developed: for instance, the strategies and activities proposed, the levels of community engagement, outreach to underrepresented groups, addressing knowledge gaps, partnerships, the overall budget and learning and evaluation section of the proposal, etc.
- Highlighting if the proposal focuses on any interesting research, learning or innovation, etc. Also if it builds on learning from past proposals developed by the individual or organization, or other Wikimedia communities.
- Analyzing if the proposal is going to contribute in any way to important developments around specific Wikimedia projects or Movement Strategy.
- Analysing if the proposal is coherent in terms of the objectives, strategies, budget, and expected results (metrics).