Grants:Programs/Wikimedia Community Fund/Conference Fund/Open Knowledge:Wikimedia & Research
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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.
Stowarzyszenie Wikimedia Polska
- F. Do you have an account on a Wikimedia project?
Yes
- F1. Please provide your main Wikimedia Username.
Katarzyna Makowska (WMPL)
- F2. Please provide the Usernames of people related to this proposal.
Grzegorz Kopaczewski (WMPL); AntonProtsiuk (WMUA)
- G. Are you legally registered?
Yes
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.
N/A
Objectives and Strategy
[edit]- 1. Please state the title of your proposal.
Open Knowledge: Wikimedia & Research
- 2.1. When will the event begin? Please enter the event start date.
2026-10-16
- 2.2. When is the last day of your event?
2026-10-17
- 3.1. When will you begin preparing for your event?
2026-01-01T00:00:00Z
- 3.2. When will you expect to complete your last event payment?
2026-12-31T00:00:00Z
- 4. In which country will the conference take place?
Poland
- 4.1. In which city will the conference take place?
Katowice
- 5. Is it a remote or in-person event?
Hybrid 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)
125
- 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.
The conference will focus on the CEE Community (Albania, Armenia, Azerbaijan, Belarus, Bosnia and Herzegovina, Bulgaria, Croatia, Czech Republic, Cyprus, Estonia, Georgia, Greece, Hungary, Kosovo, Latvia, Lithuania, Moldova, Montenegro, North Macedonia, Poland, Romania, Serbia, Slovakia, Slovenia, Ukraine, Turkey). Participants from elsewhere are also welcome if this focus interests them (scholarships will prioritise participants from the CEE region). Some invited speakers will be international.
- 7. If you would like, please share any websites or social media accounts that your group or organization has.
https://wikimedia.pl/ https://www.facebook.com/WikimediaPolska https://www.instagram.com/wikimedia_polska_wikipedia/ https://www.linkedin.com/company/wikimedia-polska/
- 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.
At Wikimedia Poland (and co-organiser Wikimedia Ukraine), we are part of the CEE region and the CEE Hub. As WMPL, we are a fiscal sponsor of CEE Hub and actively work to develop the Wikimedia community in the CEE region. We maintain lively communication with local chapters and user groups, participating in various projects together. We run the Heritage Guard Network project with Wikimedia Ukraine, Georgia, and Sweden. With Wikimedia Ukraine, we partnered to organise a special category in the Ukrainian edition of Wiki Loves Monuments 2024 (Polish heritage in Ukraine), we are also jointly participating in an Intangible Cultural Heritage Horizon project, with more academic partners (funding application in preparation). We support Wikimedia Czech Republic in the Wiki Loves Films project. Every year, we actively participate in the CEE Spring campaign.
- 9. Please describe the target participants for this event.
The event is focusing on the Central & Eastern European (CEE) region. Within this community, the event is intended for Wikimedians interested in research and in collaborating with the academic world. This includes Wikidata editors, Wikimedians who are researchers themselves, and Wikimedians who already collaborate with academics (for example, by providing training for researchers and students - a common form of collaboration).
The target audience are also attendees from research institutions: Wikimedia researchers, academics working with Wikimedia projects across various disciplines, using Wikidata in their research work, or interested in working with Wikimedia projects and the Wikimedia community. This includes early career researchers, students and PhD students, as well as academic librarians and data stewards. A minimum level of Wikimedia experience is not required, we will aim to provide orientation and an introductory session for newcomers to the movement.
We anticipate about 125 participants in person, plus about 50 participants online. (Presentations will be live-streamed and recorded for future dissemination.)
- 10. Please provide the link to the event's page if you already have one.
-
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?
545
- 11.1. When did you conduct the survey, and for how long?
We conducted the survey for 5 weeks, 7 July - 10 August 2025, to account for the summer vacation season. We also sent it to the research mailing list (939 subscribers, but most outside the CEE region).
- 12. How many people responded to the survey?
37
- 13. What are the main objectives of the event?
Considering the most important themes in the community engagement survey, we’d like to set the following main objectives: 1. The research and Wikimedia community in the CEE region is stronger and more active. (More academics and Wikimedians collaborate in practical ways, beneficial for both sides; Engagement is sustained, more researchers feel connected to the Wikimedia movement; There is an online community, supported by affiliates, that practices peer learning and knowledge sharing, which eventually leads to new projects.) 2. Wikimedia content is enriched by contributions from researchers and librarians, strengthening its reliability and credibility. 3. More research relating to underrepresented topics, institutions and voices is underway. 4. Wikidata use, particularly in research projects, is increasing. 5. The community better understands the opportunities and threats of AI.
These align with WMPL strategic goals in the area of research for 2026 - 2028, and with our partners’ agenda.
- 14. Based on survey responses, what are the most important things your community should do at the conference to achieve these objectives?
To meet these objectives, the community should: 1. Create space for dialogue between researchers and Wikimedians in the CEE region, to exchange experiences, build mutual understanding and trust (in the form of research & project presentations, workshops, panels, brainstorming and networking sessions). 2. Organise practical skill-building workshops (i.e. using & contributing to Wikidata, Wikimedia for researchers, communicating research through Wikimedia, designing participatory research projects with underrepresented groups). 3. Map existing initiatives and build sustainable peer networks, including regional and thematic, for continued collaboration. 4. Facilitate in-person collaboration, to launch potential joint initiatives & projects in the future. 5. Convene discussions on the role of AI and strategies for combating disinformation.
Face-to-face exchanges will accelerate relationship building, peer learning and planning in ways that online formats cannot.
- 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
- 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).
The conference will address geographical and language knowledge gaps by bringing together Wikimedians and researchers from the CEE region, who remain underrepresented in global Wikimedia research. Even larger communities such as Poland or Ukraine are relatively less studied, despite contributing significantly to project content, and regional researchers are less visible in global conversations. By carefully preparing the programme and framing challenging questions, organisers will facilitate exchange, inspire new perspectives and ideas, and encourage academics to research Wikimedia projects and contribute to local-language Wikipedias. This will help strengthen regional collaboration, amplify CEE voices, and improve coverage of local geographies and languages. The initiative is part of a broader, longer-term effort to build networks and sustain collaboration beyond the conference itself, supporting a more equitable knowledge ecosystem.
- 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.
Education, Other
- 17. Will your work focus on involving participants from any underrepresented communities?
Geographic
- 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 plan to invite researchers (including early career), librarians, data stewards and students from local universities and research institutions. Wikimedia Polska currently collaborates with 7 institutions and several individual researchers who study Wikipedia, use Wikidata or integrate Wikimedia projects into teaching. We have delivered guest lectures, workshops, and hosted researcher presentations, and have a programme of smaller events engaging academics with the Wikimedia community for 2025/2026. Wikimedia Ukraine partners with leading universities through its Education Program (e.g., Taras Shevchenko National University of Kyiv, Lviv Polytechnic, Kyiv School of Economics). It is also building a network of Wikimedia researchers via its new project “Wikipedia and Wikimedia projects in the focus of scientific research,” funded by the Wikimedia Foundation. By the end of 2025, it will host a national research conference in Ukraine with about 50 participants, many new to the Wikimedia community.
With these trusted academic partners, including the University of Silesia (academic partner and conference host), we will reach other researchers who might have some links to Wikimedia projects (studying them or using them in their work) but are less connected with the Wikimedia community.
The intention for engaging academic institutions are:
- Encourage contributions to Wikipedia and sibling projects;
- Build stronger ties between Wikimedia communities and academic researchers, so they can consider what are the questions important for the community that they could study;
- Support academics in thoughtfully integrating Wikimedia into teaching;
- Create opportunities for peer learning among researchers focused on Wikimedia projects;
- Map existing initiatives and foster new research networks and partnerships.
- 19. What will you do to make sure participants continue to engage in your activities after the event?
WMPL and WMUA already organise various events and activities in this field, and we will continue these before and after the conference. The community is actively involved in planning the event: a programme committee of Wikimedians and academics is partially formed, and they will shape the agenda to ensure relevance and sustainability.
We will ensure ongoing engagement through multiple channels. During the event, participants will jointly create an actionable roadmap addressing community needs, and we will set up channels (such as mailing list, Meta page or a Telegram group) to support continuous exchange.
The CEE region affiliations and communities are connected but also have diverse needs: smaller working groups will be encouraged to pursue specific priorities.
We will gather feedback after the event, and the planning committee will meet post-conference to review outcomes and coordinate next steps.
- 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, Coordinate Across Stakeholders, Innovate in Free Knowledge
Logistical Aspects
[edit]- 21. Do you have any proposed venue for the event?
We plan to hold the event at the University of Silesia in central Katowice, within walking distance from the main train station and easily accessible by public transport from other parts of the city. Katowice worked well as a successful Wikimania 2024 venue. A potential challenge in organising this hybrid event will be ensuring fully functional two-way streaming. A professional technical crew will be crucial; but with our experience and an adequate budget, this can be properly managed.
- 22. Is the event venue and hotel accessible for people with physical disabilities?
Yes
- 23. How many scholarships would you like to offer?
50
- 24. What expenses will the scholarship cover?
The scholarship will cover: Travel costs, Accommodation for 3 nights (breakfast included), Visa fees (optional).
Meals will also be provided during the conference.
- 25. How will scholarship recipients be selected?
Wikimedians from the CEE region will be considered for scholarship. The scholarship recipients will be selected by a scholarship committee, coordinated by WMPL and WMUA staff. We have been organising grant and scholarship committees, composed of volunteers and coordinated by employees, for many years. The committee will evaluate applications taking into account the activity and involvement of the applicants, and content of the applications.
We anticipate that academic attendees will be able to obtain funding from their host institution, but will remain flexible to accommodate this need as well.
We will consider additional rules to make sure we have a diverse group of participants (scholarship recipients) and to secure spots for smaller groups (i.e. attendees from smaller projects in the CEE region and underrepresented groups).
- 26. In which ways can Wikimedia Foundation staff support your event onsite?
We will ask a WMF staff member (member of the WMF Research team) to lead a workshop/training session on ‘Wikimedia for Researchers 101’. We had a preliminary conversation about this possibility with Leila Zia, WMF’s Head of Research. It would be really valuable to have WMF representatives in the conversations about AI, as we have noticed (in the community engagement survey, among others) a lot of uncertainty in the community. Someone with strategic insights could address this. We will also appreciate suggestions of keynote / invited speakers and attendees, who we might not be aware of, who might be interested (this question will be put to the community & programme committee as well, but we want to ensure we have not omitted potential contacts). We will need a trainer to run a Wikidata workshop, we will look for candidates in the volunteer community or we will ask for WMF’s support.
- 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.
We would like to invite 4-6 WMF staff / Board members to attend the event, including the WMF Research Team.
- 27. Please outline the roles and responsibilities of the organizing team for the conference.
The organisers are a strong, experienced team. Roles and responsibilities:
WMF Liaison & Team Coordinator: Kasia Makowska (Open Science Manager, WMPL)
Logistics: Marek Lewandowski (WMPL, events expert since 2022)
Scholarships: Coordinated by WMPL & WMUA
Communications: WMPL & WMUA with CEE Hub support
Programme: Volunteer & academic Programme Committee, coordinated by WMPL & WMUA
Programme Committee made out of volunteers, representatives of the community and of representatives of the research world, coordinated jointly by WMPL & WMUA. WMPL has extensive experience in this field, as our committees (made out of volunteers and supported by staff) shape and make decisions about events, grants and scholarships, have been working successfully for many years. We have a declaration of commitment from the following people who will help shape the conference and its programme: University of Silesia: Dr Maciej Bisaga (Open science coordinator) & Dr Agnieszka Turska-Kawa (Vice-Rector); Dr Włodzimierz Lewoniewski (WikiRank creator), Prof. Dariusz Jemielniak (Polish Academy of Sciences, former WMF Trustee), Jarosław Błaszczak, user:Powerek38 (experienced Wikidata editor), Dr Sabine von Mering (Natural History Museum Berlin), Alan Ang (Wikimedia Deutschland, advisory role as content advisor (Wikidata)), Dr Marta Świetlik (Polish Academy of Sciences, Digital Humanities Centre), Joanna Potęga (academic librarian & Wikimedian), Dr Magdalena Lachowicz (Adam Mickiewicz University). Depending on availability, contributors will act in both advisory and hands-on roles. Additional members of Wikimedia Ukraine and CEE Community will also be engaged.
WMPL has nearly 20 years of experience organising conferences, including the CEE Meeting, supporting Wikimania 2024 in Katowice, and the annual Wzlot (around 100 participants, including academics and cultural professionals). We bring both content expertise and logistics experience from participating in and organising local & international events.
- 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.
Wikimedia Polska will lead the organisation, Wikimedia Ukraine will play a strong supportive role, and the CEE Hub will assist in selected tasks. WMUA will be part of the program development process, as well as part of global communications, promotion & scholarships processes (fully in relation to Ukraine + helping outside Ukraine). CEE Hub will support communications and community engagement in the region.
- 29. What kind of risks do you anticipate and how would you mitigate these?
We assess the overall level of risk associated with the conference organisation plans and the event itself as very low. We present event plans to the community and association members in advance. The preparation plan for organising a conference connecting the worlds of Wikimedia projects and academia was already included in the annual plan for 2025 and approved by Wikimedia Polska members at the general meeting at the beginning of the year, without any objections. In March 2025, at a conference with our community, we revisited the matter, and the community responded very positively. We have also mapped out a path towards the main event (e.g., smaller meetings and visits to academic partners). The current board's term ends in June 2026. The board considers organising the conference a priority, and there is no risk that this activity will not be included in the 2026 annual plan.
A team of employees is responsible for preparing the conference. Changes or the departure of a single member of the team will not alter our plans.
Our main partners are well-managed institutions with a track record in organising events and opening up science. The University of Silesia, which offered the venue and will engage the scientific community in the event, is a leader in the open science movement in Poland. Wikimedia Ukraine also actively participates in research projects. We assess the risk of their withdrawal from cooperation as very low.
We also see no external threats in the near future. The legal situation in Poland is not expected to change for the next two years. The economic situation is also stable. The development of the situation in Ukraine in connection with the Russian invasion remains unknown.
The US dollar exchange rate poses moderate risk. Since the beginning of the year, the dollar has fluctuated quite rapidly against other currencies. Paying the grant in local currency will minimize the risk of currency and price fluctuations.
- 30. Friendly space policy - Please add the link to the friendly space policy that your community will be using for this event.
We will use the the WMF Friendly Space Policy: https://meta.wikimedia.org/wiki/Friendly_space_policies (At Wikimedia Polska, we already use a Polish language version of this policy at our events: https://pl.wikimedia.org/wiki/Zasady_bezpiecznej_przestrzeni ) We will also use the Universal Code of Conduct: https://foundation.wikimedia.org/wiki/Policy:Universal_Code_of_Conduct We will make the policies available to participants in English, Polish and Ukrainian.
Learning, Sharing, and Evaluation
[edit]- 31. What do you hope to learn from your work organising this conference?
We aim for the event to strengthen the Wikimedia research community in the CEE region, creating a lasting, sustainable culture of sharing best practice, peer learning, and collaboration. We want researchers to better understand Wikimedia projects, feel part of the community and work with the community in effective ways.
To know whether our strategies worked, we hope to learn: 1. What models of cooperation between Wikimedia communities and researchers work best in the CEE region? 2. How can affiliates such as Wikimedia Poland and Wikimedia Ukraine provide ongoing support for these collaborations? 3. CEE is a diverse region, with various needs. How can the CEE Community support each other in building stronger representation in the global research community? 4. Which approaches are most effective in raising awareness and credibility of Wikimedia projects in the academic environment? What are the researchers’ expectations and common challenges? 5. How are researchers already using Wikidata, and how can contributors respond to these needs? Which use cases or examples can inspire further development and engagement? 6. What skills, knowledge, and gaps are visible among participants, and what potential is there for mutual exchange? 7. Building capacity: How can we build a sustainable base of contacts in the academic community? What existing initiatives in the region can we connect to, and what gaps remain? 8. How can we strengthen the reliability of knowledge and information to combat disinformation in the context of rapidly changing AI technologies?
On a practical level of organising the event, we hope to learn: 9. Did the event respond to participants’ needs and expectations? 10. Have people made connections as a result of the event, and what are the tangible outcomes (joint projects, publications, or initiatives)? 11. Is this the best way for engagement / Is there demand for future events of this type, or sustained engagement in another format? What should be improved and adjusted? 12. Are there any differences in conference experience, utility of information gained, or individual impact between demographic groups?
- 32. Main open metrics
| Main Open Metrics | Description | Target |
|---|---|---|
| Diverse attendance | Participants were from different CEE communities, from Wikimedia movement and academia. At least 10 CEE countries represented. | 10 |
| Participant satisfaction | In the feedback survey on quality, relevance, accessibility (incl. online participation), we have received at least 30 responses, with at least 80% respondents rating the content as relevant and high quality. | 30 |
| Knowledge & skills | Participants report increased knowledge/skills (in Wikimedia research, open science, and Wikidata). At least 80% of survey respondents indicate knowledge or skills gained. | 80 |
| Collaborations | In a follow-up survey (3 to 6 months post event), participants report making new contacts, starting collaborations, or strengthening ties. At least 50% attendees report new contacts. | 50 |
| What’s next? Sustained engagement and outputs | Reflections and learning points from the event are gathered and turned into a roadmap of actionable next steps.
Creation of a mailing list/Telegram group. |
N/A |
Financial Proposal
[edit]- 33. What is the amount you are requesting from Wikimedia Foundation? Please provide this amount in your local currency.
273480.69
- 34. Select your local currency.
PLN
- Requested amount in USD
- 69218.51 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.
https://docs.google.com/spreadsheets/d/1YwOi1uk6OfjTZVdCrh6qIFPmA02iZp3dy0y1J9Y7ZwY/edit?usp=sharing
- 36. Do you expect to receive funding for this conference from other organizations to support your work?
Yes
- 36.1. If yes, what kind of resources are you expecting to get?
Our academic partner, University of Silesia, will provide in kind support in the format of significantly discounted venue hire, discounted catering prices (at internal university rates), accommodation discounts, university merchandise for participants. We will also seek partners to cover some of the COT costs.
- 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): Community engagement survey - response analysis:
https://docs.google.com/document/d/1uCdgpAJVfgwpAammBv_eh3IOXdvwg_jfjS1_J_Dvbjw/edit?usp=sharing
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).