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Conference Fund Final Report

Report Status: Accepted

Due date: 30 December 2024

Funding program: Conference Fund

Report type: Final

Application

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 midpoint report. 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.

General information

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  • Title of proposal: WikiArabia 2024 Sultanate of Oman
  • Username of applicant: Reda Kerbouche
  • Name of organization: N/A
  • Amount awarded: 193129
  • Amount spent: 194154.71 USD, 74754.28 OMR

Part 1: Understanding your work

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1. Did your event have any impact that you did not expect, positive or negative?

Positive

1. Omani Youth Engagement The overwhelming enthusiasm and participation from the Omani community was a delightful surprise. Their eagerness to contribute to Wikimedia projects exceeded our expectations, as evidenced by the over 400 articles created during the Wikipedia Edit-a-thon. The fifth nomination was won by a Omani participant. This unexpected surge of interest demonstrates a strong desire within the Omani community to preserve and share their cultural heritage digitally.

2. Omani Volunteers This also reflected on the interest that we had from omani volunteers, we had around 100 people register to be a volunteer and we ended up selecting around 25 volunteers, who played a vital role in airport management and guest reception, social media volunteers, room managers and social events volunteers.

3. Interpretation Offering sim trans for a few of the important sessions that appeal to both arabic and english speakers proved to be a strong asset to the conference and its results. Having translators from the Wikimedia movement pool of translators was positive as they were familiar with the movement and its jargon.

Negative

1. Logistic Challenges The fact that the country was not the home country of the organizers presented significant challenges. Unfamiliarity with the country's policies, often outdated online, hindered effective decision-making and communication with external entities. Furthermore, the country's strong currency significantly impacted the budget, placing considerable financial restraints on the team and the foundation. These factors combined to create a complex operating environment for the COT and Wikimedia Foundation's support team.

2. What do you think will be the long term impact of this conference?

1. Fostering Regional Collaboration: The conference brought together numerous young delegates (170 Omani Attendees) attending their first WikiArabia, sparking enthusiasm and fostering valuable connections. In-person networking has significantly increased communication and collaboration among delegates and Omani youth.

2. Empowering the Omani Community: The Omani community has been introduced to the Wikimedia movement and has expressed interest in becoming active contributors which will result in the creation of an active Omani UG, which will play a pivotal part in archiving the country’s history and resources digitally.

3. Increased Visibility of Omani Culture: The creation of new content on Wikimedia projects will significantly enhance the global visibility of Omani culture, history, and heritage.

4. Reviving WikiArabia: The discussion surrounding the future of WikiArabia, which had been stagnant for years, has been reignited following the event and hopefully the community together with the Foundation will reach a middle ground that stabilizes the process of hosting this inaugural event.

3. Would you say that your work improved participants’ ability to apply new skills and knowledge?

Yes

3a. If yes, please describe how and why you think this was successful. Please describe why you think this is the case.

Our workshops and sessions were designed to be inclusive, catering to both experienced and novice participants. This ensured a valuable learning experience for everyone. The diverse program included sessions led by WMF staff and experienced Wikimedians, equipping participants with new skills and knowledge.

Specifically, workshops focused on enhancing skills within the Wikimedia community, such as editing and content creation. Additionally, sessions on various topics, creative thinking, arts and crafts (including mosaic and painting), and public speaking were offered.

Furthermore, we provided opportunities for Omani youth to take on leadership roles as volunteers. These roles included:

  • Logistics: Supporting guest arrivals and departures from the airport and hotel.
  • Event Support: Assisting with the social event and networking activities.
  • Skill Development: Enhancing critical thinking, problem-solving, time management, communication, and crowd management skills.

4. Please use this space to upload media and other files that help tell your story and impact. You can also provide links to them.

Field to type in URLs.

N/A

5. To what extent do you agree with the following statements regarding the work carried out with the support of this Fund? You can choose “not applicable” if your work does not relate to these goals.

Our efforts during the Fund period have helped to...
A. Bring in participants from underrepresented groups
B. Create a more inclusive and connected culture in our community Agree
C. Develop content about underrepresented topics/groups
D. Develop content from underrepresented perspectives Agree
E. Encourage the retention of editors Agree
F. Encourage the retention of organizers Agree

6. Please share resources that would be useful to share with other Wikimedia organizations so that they can learn from, adapt or build upon your work. For instance, guides, training material, presentations, work processes, or any other material the team has created to document and transfer knowledge about your work and can be useful for others. Please share any specific resources that you are creating, adapting/contextualizing in ways that are unique to your context (i.e. training material).

  • Upload Documents and Files
Please note that any sensitive data was removed from the sheet for privacy reasons.

1. Project Summary (https://docs.google.com/document/d/1jdFJmar0LHcjs46rsKo1Ms3f4hPFqj17oq8x-f_38MU/edit?usp=sharing)

  • Helped having a clear outline and vision of the conference and organizational process that was shared with the conference committee, stakeholders, partners.

2. Conference Brand Identity (https://docs.google.com/document/d/1xBij8FsetLaaoD7x0enBZfjzW-oAeN_OS39Dmaxd7sw/edit?usp=sharing) Preparing a clear Request for Proposal for the graphic designer to have a clear timeline and requirements.

3. AV and Operational Requirements Sheets

This sheet was also shared with the photographers and videographers which helped them to know the ongoing sessions.

4. Program

  • Zoho CRM (https://www.zoho.com/crm/) : a central bilingual repository for all attendee and session information. This was later on integrated into Zoho Backstage to allow participants to register. This was a challenge as the COT scouted for event websites that support Arabic and English.
  • Zoho Backstage (https://event.elfdubai.org/WikiArabia2024#/?lang=en): we created an event website for the conference to help newcomers easily navigate the program and speakers and to facilitate the registration process. Using Zoho Backstage helped us track the attendees percentage and easily check-in the guests.
  • Conference Wikimedia Page (https://ae.wikimedia.org/wiki/2024:WikiArabia): We created a wiki page for the conference which included all the details and requirements of the conference including the program, registration form, branding. This page was mostly targeted to the community of wikimedians, whereas the backstage website was dedicated to the newcomers and new Omani contributors.

5. Volunteers

7. Is there anything else you would like to share about how your efforts helped to bring in participants and/or build out content, particularly for underrepresented groups?

1. Bringing participants:

  • Omani Youth Wiki Program & Community Engagement:

Omani Youth Wiki Program: Months prior to WikiArabia, we developed and implemented the "Omani Youth Wiki Program," training 25 students over two months. This program aimed to: -- Skill Development: Equip participants with Wikimedia editing skills. -- Content Awareness: Raise awareness about the lack of Omani content on Wikimedia projects. -- Community Engagement: Prepare participants to graduate during WikiArabia.

  • Community Outreach:

--Volunteer Network: A dedicated WhatsApp group was created for volunteers. They actively assisted with: -- Invitation Distribution: Sharing invites and the conference guide with their contacts, universities, and interested parties. -- Community Outreach: Reaching out to 45 different institutions across Oman.

  • Government Partnerships: We sought and secured support from the Community Development Ministry in Oman for wider invitation distribution.

Social Media Campaign: Utilized social media platforms to promote the conference and engage potential participants.

  • Creative Engagement: Incorporated fun activities like painting, mosaic workshops, games, and a connectathon to enhance participant interest.
  • Edit-a-thon & Photography Competitions and Campaign: Organized these events to encourage newcomers to contribute to Wikipedia.

-- Content Impact: The WikiArabia Writing edit-a-thon resulted in the successful creation of 490 new articles on Arabic Wikipedia with over 40 participants. Also, we organized an ISA Tool campaign (https://isa.toolforge.org/campaigns/348): ISA Tool Editathon: A Campaign to Document Photos of Palestine, to document Palestine Photos which resulted in adding 2048 contributions with 17 participants.

  • Omani Branding: Collaborated with an Omani designer to create conference branding that reflected Omani culture, while also introducing her to the Wikimedia movement.
  • Volunteer Recruitment: Actively recruited Omani volunteers to foster their engagement within the wider Wikimedia community.

Part 2: Your main learning

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8. Were there any major challenges or things you found difficult that you would like to share? What would you do differently next time?

1. Logistics:

  • Shipping and Customs: Navigating shipping and customs clearance in Oman presented significant challenges. Partnering with the local organization Jahzeen proved crucial in streamlining these logistical hurdles.
  • Travel Agency Selection: Choosing a travel agency with extensive experience in the region is highly recommended to facilitate smooth travel arrangements and bookings.

2. Visa and Entry:

  • Complexity and Delays: The visa process presented a major obstacle. Outdated online information and the evolving MENA political situation significantly impacted visa issuance.
  • Delegate Impact: These challenges resulted in the inability of one COT member (user:Duaa Khidir) to attend and a significant drop in attendance, with only 55 out of 72 planned delegates able to participate.
  • Recommendation: Offer visa assistance only when strong connections can ensure a smooth and reliable process.

3. Interpretation Services:

  • Cost and Quality: Allocating sufficient budget for interpretation services is crucial.
  • Recommendation: Prioritize working with translators from within the Wikimedia movement who possess in-depth knowledge of Wikimedia jargon, community, and projects. Consider utilizing online translation services as a cost-effective alternative.

4. Cultural Considerations:

  • Operating in a New Country: Operating in a new country like Oman presented unique challenges.
  • Local Partnerships: Partnering with local organizations like Jahzeen is essential for navigating cultural nuances and overcoming operational hurdles.

5. Accommodation:

  • Hotel Rooming: Meticulous planning and detailed discussions with the hotel are crucial to avoid challenges with hotel rooming.

9. Was there any non-financial support that the Wikimedia Foundation could have provided that would have better supported you in achieving your goals?

1. Travel and Risk Management:

  • WMF Travel Team Support: The support of the WMF travel team was valuable. However, challenges arose due to:

-- Regional Expertise: The US-based travel agency's limited knowledge of regional airline schedules and time zone differences resulted in miscommunication and instances of double-booked flights.

  • Communication Delays: Time zone differences hindered timely communication and resolution of last-minute booking changes.

2. Risk Assessment:

  • Transparency: Increased transparency regarding risk assessments done by WMF and proactive communication with the community and/or COT would be beneficial.
  • Key Considerations: Future risk assessments should prioritize:
  • Visa Requirements: Acknowledging the visa requirements of most MENA countries.
  • Political Stability: Assessing and mitigating potential risks related to political instability in the region.
  • Local Affiliate Engagement: Emphasizing the importance of active and engaged local affiliates in supporting conference organization.

10. What would you recommend on a local and/or regional level as the best next step to leverage your success and momentum?

To sustain the momentum generated by WikiArabia Oman, we recommend the following:

  • Establish a Strong Omani Wikimedia Community: Foster a vibrant and active Omani Wikimedia community through regular meetups, workshops, and online collaboration.
  • Organize Regular Editing Sessions: Conduct regular editing sessions focused on specific topics and themes related to Omani history, culture, and society.
  • Collaborate with Local Institutions: Partner with local universities, libraries, and cultural institutions to promote Wikimedia projects and encourage participation.

Seek Ongoing Support from the Wikimedia Foundation: Continue to seek support from the Wikimedia Foundation in the form of grants, mentorship, and technical assistance.

11. Please add any 3 operational recommendations for future events organizers.

- Zoho Backstage: This tool proved invaluable for accurately tracking attendee numbers and providing reliable data for analyzing the success metrics established prior to the conference.

  • Zoom for Interpretation: Utilizing Zoom for interpretation is highly recommended for its cost-effectiveness. However, it requires careful consideration:
  • Dedicated Support:

-- A dedicated team member is essential to manage the interpretation schedule and provide regular updates to interpreters. -- A dedicated technician should be assigned to oversee and troubleshoot any technical issues related to the interpretation system.

  • Co-located Venue and Accommodation:

-- Combining the conference venue and accommodation significantly improved time management and ensured guest well-being.

-- This co-location streamlined transportation and other logistical requirements, enhancing the overall conference experience.

Part 3: Metrics

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12. Open Metrics reporting

In your application, you defined some open metrics and targets (goals). You will see a table like the one below with your metric in the title and the target you set in your proposal automatically filled in.

Open Metrics Summary
Open Metrics Description Target Results Comments Methodology
participants number of total participants of the conference including Scholars and local participants and self funded participants 160 250 Local Participants: 170 attendees from Oman (self-funded), comprising 65 males and 105 females.

Scholars: 55 scholars Volunteers: 25 volunteers from Oman

We leveraged the Zoho Backstage Organizer App to manage attendee check-in upon registration. Following check-in, we downloaded an attendee list in Excel format and analyzed the data.
Creation of a User group By the end of the conference we will send an application for establishing the Omani User Group to the AffCom. 1 2 We are currently in the process of establishing the official User Group. To achieve this, we have partnered with the Jahzeen Foundation. Our goal is to formally launch the User Group within six months following the conclusion of the conference.

But There are 2 other non expected applications submitted by the conference attendees (Yaman and Qatar)

Prior to the conference, we implemented an Omani Youth Program to train approximately 25 young Omanis on Wikipedia. This initiative aimed to actively engage these youth during the conference and cultivate their future involvement in the User Group. Seven outstanding participants were recognized as graduates during the conference.
Sessions the total number of sessions and workshops during the conference in Oman 40 56 We conducted a total of 56 sessions, encompassing workshops, lightning talks, panels, roundtables, and activities. Zoho CRM served as our central hub for managing session updates. All updates made within the CRM were automatically reflected on the event website (https://www.elfdubai.org/en/home) and the downloadable program distributed via the Telegram group. This ensured everyone remained informed of the latest session details.

Additionally, we maintained a program page on the Wikimedia.ae website (https://meta.wikimedia.org/wiki/Wikimedia_Foundation_Annual_Plan/2024-2025), which was updated manually.

Female representation increasing female representation during the event. Calculated by % 40 134 Our conference welcomed a diverse group of participants, including a significant number of women. Here's a breakdown: We employed various tools to gather accurate data on female participation:

Omani Female Attendees: Utilizing Zoho Backstage, our conference microsite platform, we leveraged the Zoho Backstage Organizer App to manage attendee check-in upon registration. Following check-in, we downloaded an attendee list in Excel format. After data cleaning to eliminate duplicates and focusing solely on Omani attendees, we analyzed the data, revealing a total of 105 female and 65 male attendees.

Participant Learning Outcomes This metric will assess if the conference achieved the learning outcomes anticipated for participants (50% from the participant. 50 97 97% of the participants according to the survey conducted post conference believe that we achieved the objectives and the outcomes stated. A survey was shared in the closing ceremony for participants to share their feedback. We received 36 responses. (https://docs.google.com/presentation/d/1tB07E9Rc2esCNgaXanz6STBV8OQwnnufsaeBijf9MS8/edit?usp=sharing)

13. Were there any metrics in your proposal that you could not collect or that you had to change?

No

13a. If you have any difficulties collecting data to measure your results, please describe and add any recommendations on how to address them in the future. Also mention why you felt you had to change some metrics.

N/A

14. Please indicate if you applied any of the following survey and registration tools. Please select all that apply.

2. Post-event participant survey, 5. I used other survey or registration tools

14a. Please share the result(s) with us, provide the link(s) or summarize the main result(s) and insight(s) from them.

N/A

14b. If you used other forms, please share them with us, as these forms might be useful for others to use.


Part 4: Financial reporting and compliance

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15. & 16. Please state the total amount spent in your local currency.

74754.28 OMR

17. Please state the total amount spent in USD.

194154.71 USD

18. Please report the funds received and spending in the currency of your fund.

Upload a financial report file.


Please provide a link to your financial reporting document.

https://docs.google.com/spreadsheets/d/1doWsmI82kVMqJhMkzHQnqCrHNw8A0JMF/edit?usp=sharing&ouid=111727989187861772678&rtpof=true&sd=true

As required in the fund agreement, please report any deviations from your fund proposal here. Note that, among other things, any changes must be consistent with our WMF mission, must be for charitable purposes as defined in the grant agreement, and must otherwise comply with the grant agreement.

19. If you have not already done so in your budget report, please provide information on changes in the budget in relation to your original proposal.

N/A

20. Do you have any unspent funds from the Fund?

Yes

20a. Please list the amount and currency you did not use and explain why.

Reimbursement for participant that have not come to the conference USD 324.12

20b. What are you planning to do with the underspent funds?

D. I have already sent them back to the WMF

20c. Please provide details of hope to spend these funds.

N/A

21. Are you in compliance with the terms outlined in the fund agreement?

Yes

22. Are you in compliance with all applicable laws and regulations as outlined in the grant agreement?

Yes

23. Are you in compliance with provisions of the United States Internal Revenue Code (“Code”), and with relevant tax laws and regulations restricting the use of the Funds as outlined in the grant agreement? In summary, this is to confirm that the funds were used in alignment with the WMF mission and for charitable/nonprofit/educational purposes.

Yes

24. If you have additional recommendations or reflections that don’t fit into the above sections, please write them here.

The travel team needs to update the budget, as we do not have the actual ticket costs incurred by the WMF travel team for the conference. Currently, we have used the initially planned amount.

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