Grants:Programs/Wikimedia Community Fund/Conference Fund/Wiki GLAM Culture and Heritage Conference (WGCHC)
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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.
Associação Wikimedia Portugal
- F. Do you have an account on a Wikimedia project?
Yes
- F1. Please provide your main Wikimedia Username.
Alchimista
- F2. Please provide the Usernames of people related to this proposal.
Conbene Carlos WMPT MariaCurista Anita_Braga Ana C (WMP T)
- 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.
Wiki GLAM Culture and Heritage Conference (WGCHC)
- 2.1. When will the event begin? Please enter the event start date.
2025-10-30
- 2.2. When is the last day of your event?
2025-11-01
- 3.1. When will you begin preparing for your event?
2025-03-31T00:00:00Z
- 3.2. When will you expect to complete your last event payment?
2025-12-15T00:00:00Z
- 4. In which country will the conference take place?
Portugal
- 4.1. In which city will the conference take place?
Lisbon
- 5. Is it a remote or in-person event?
In-person 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)
200
- 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.
International
- 6.1. If you have answered regional, please write the country names and any other information that is useful for understanding your proposal.
People from the whole world work in GLAM, Culture, and Heritage on various Wiki projects. Many affiliates have dedicated GLAM staff.
- 7. If you would like, please share any websites or social media accounts that your group or organization has.
"https://wikimedia.pt/ https://pt.wikimedia.org https://www.instagram.com/wikimediapt/ https://www.facebook.com/WikimediaPortugal https://www.linkedin.com/company/wikimedia-portugal/ https://masto.pt/@wikimediapt https://meta.wikimedia.org/wiki/Wiki_Editoras_Lx https://www.instagram.com/wikieditoraslx/?hl=en"
- 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.
This event is being organized through a strong local partnership between Wikimedia Portugal (WMPT) and the WikiEditorasLX Group (WELx), both of which are part of the organizing team. WMPT also maintains an Iberian partnership with Wikimedia España and is a member of Iberocoop and Wikimedia Europe, fostering broader regional and international collaboration.
Beyond Portugal, WMPT and WELx actively engage with Portuguese-language Wikimedia projects, affiliates, and user groups worldwide, including in Brazil, Cabo Verde, Angola, Mozambique, Goa, Guinea-Bissau, and East Timor. These connections help bridge linguistic and cultural gaps, ensuring representation from historically underrepresented communities.
Members of these associated organizations, along with independent contributors, have already self-nominated to participate in various aspects of the conference. Many are serving on committees, contributing expertise in program development, scholarships, logistics, and outreach, strengthening global collaboration in the movement.
- 9. Please describe the target participants for this event.
Members of Wikimedia communities, particularly those that are working in some type of project with a heritage institution, or running relevant campaigns on living heritage and overall improving the representation of cultural & heritage diversity. Professionals from libraries, archives, museums, and galleries—especially those collaborating with the Wikimedia movement—can benefit greatly from sharing knowledge and experiences. Bringing together these diverse institutions fosters valuable learning opportunities. In Portugal, the National Library has been a key partner of WMPT and a pioneer in this field, serving as an inspiration for other national institutions worldwide. External partners such as academia, public policy, local communities (particularly underserved communities such as indigenous or afro descendant cultural communities), civil society actors, that are working on related topics to improve cultural & heritage diversity on Wikimedia projects or to advance policies that lead to more content being released as open access.
- 10. Please provide the link to the event's page if you already have one.
https://meta.wikimedia.org/wiki/GLAM_Wiki_2025
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?
1000
- 11.1. When did you conduct the survey, and for how long?
2024-13-12 to 2025-17-01
- 12. How many people responded to the survey?
119
- 13. What are the main objectives of the event?
Among the many topics highlighted in the survey responses, key themes emerged as central priorities and concerns. The responses emphasize the importance of leveraging in-person discussions and strategic planning for success.
Sustainability of GLAMWiki Projects Ensuring the long-term viability and impact of GLAM, culture, and heritage initiatives within the Wiki movement. GLAM collections are key primary-sources.
In-Person Meetings Stressing the need for physical gatherings to strategize and address complex issues, such as developing long-term strategies together and in a collaborative way.
Collaboration with GLAM Institutions Building strong partnerships with GLAMs globally and involving strategic partners in these events.
Inclusivity and Diversity Advocating for minority and underrepresented groups by providing platforms and fostering dialogue spaces - for example language, gender, and cultural representation."
- 14. Based on survey responses, what are the most important things your community should do at the conference to achieve these objectives?
- Invite partners to actively engage in the conference. Given the GLAMWiki community's strong global partnerships, collaborators should be included in events to foster shared participation and dialogue.
- Reintroduce the Hackathon, absent from the 2023 Montevideo conference, to innovate tools, methods, and approaches that enhance GLAMWiki's global value. This will also build upon other recent activities such as the AI Sauna event and Hack for Open GLAM.
- Implement facilitated processes to ensure productive strategic discussions, balancing the need to contribute ideas with guiding the conversation effectively, for example with the help of a facilitator.
- 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.
Language, Content Gender gap, Cultural background, ethnicity, religion, racial
- 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).
Hosting the event in Portugal presents a valuable opportunity to enhance collaboration with Portuguese-speaking institutions while fostering global engagement within the open GLAM Culture and Heritage movement. Although Portuguese is the sixth most spoken native language, it remains underrepresented in Wiki contributions, edits, and open collections.
This event aims to address content knowledge gaps in language, gender, and cultural background by amplifying the voices of underrepresented communities, including marginalized groups, indigenous knowledge holders, and emerging affiliates.
The partners will contribute by promoting gender diversity, including LGBTQ+ representation, while also highlighting the geographical and cultural diversity of Lusophone countries. The program will ensure a global perspective with discussions on systemic biases and equitable participation, ultimately bridging gaps in representation while fostering contributions across different regions and cultures.
- 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.
Advocacy, Culture, heritage or GLAM , Open Technology, Diversity
- 17. Will your work focus on involving participants from any underrepresented communities?
Gender Identity, Geographic , Ethnic/racial/religious or cultural background, Linguistic / Language, Sexual Orientation
- 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 aim to involve the following groups through the event:
Local and Regional GLAM Communities Strengthen relationships with regional affiliates engaged in GLAM activities, fostering collaboration and joint planning. Include them in the program with dedicated sessions or spaces for conversation.
Civil Society and Open Access Allies Engage with like-minded organizations active in Open GLAM/Culture, leveraging existing networks for collaboration. There are a number of important GLAM sector organizations that we will engage: Open Knowledge Foundation, Creative Commons, Openverse, Flickr Foundation, Open Future, Europeana, DPLA, Knowledge Equity Fund, and the Internet Archive for example.
Academia Create opportunities for academic engagement across disciplines, emphasizing the importance of open access to culture and heritage. There is an opportunity to provide a space for learning and engage new audiences in the movement by collaborating with local academic and learning organizations.
- 19. What will you do to make sure participants continue to engage in your activities after the event?
In 2025, the GLAMWiki community aims formalize itself within the Wiki movement by potentially establishing a defined structure that supports its mission. A key outcome of this event will be a way forward for this structure, including actionable plans and goals to implement. A new structure will help formalize ongoing activities like a recurring conference, coordination meetings, and centralized information.
The Portuguese-language community, along with the organizers’ partners, will work to advance equity and representation in Wiki projects through international collaboration. By engaging individuals, emerging affiliates, and user groups, they will continue to collaborate and learn from peers to advocate for open access and integrate Wiki activities into GLAM, cultural, and heritage institutions. These efforts will highlight the role of Wiki projects in preserving cultural heritage and promoting the principles of free knowledge.
- 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, Identify Topics for Impact
Logistical Aspects
[edit]- 21. Do you have any proposed venue for the event?
Yes. Iscte – Instituto Universitário de Lisboa is a public university education institution, created in 1972, which has campuses in Lisbon and Sintra. Avenida das Forças Armadas, 1649-026 Lisboa.
- 22. Is the event venue and hotel accessible for people with physical disabilities?
Yes
- 23. How many scholarships would you like to offer?
55 flight full scholarships, which includes international flight, accommodation for 4 nights in a shared room, and local transportation 30 visa application scholarships, which includes expenses related to visa application
- 24. What expenses will the scholarship cover?
55 flight full scholarships, which includes international flight, accommodation for 4 nights in a shared room, and local transportation 30 visa application scholarships, which includes expenses related to visa application
- 25. How will scholarship recipients be selected?
The Scholarship Committee will evaluate anonymized applications in two rounds. In the first, two members will independently score each application based on motivation to attend (40%), financial need (40%), and alignment with underrepresented groups (20%). On-wiki activity, community engagement, and contribution value will also be considered.
In the second round, scores will be averaged, and applications ranked to ensure gender diversity and global representation while preventing imbalances with quotas and targets. A total of 55 scholarships will be awarded, aligning with the community engagement survey and comparable event budgets.
- 26. In which ways can Wikimedia Foundation staff support your event onsite?
Given the global reach of the GLAM Wiki community and the diverse range of Wikimedia projects utilized by its members, there are numerous staff members and departments that could significantly contribute to the event through in-person collaboration. We aim to invite members of the culture and heritage team to participate in strategic panel discussions on GLAM and cultural heritage alongside other stakeholders, as well as to deliver keynote addresses or other presentations (details TBD). Additionally, we encourage staff from the Wikimedia Commons, WikiSource, WikiData and technology teams to take part in collaborative workshops focused on creating inclusive tools and solutions with the global GLAM Wiki community. Furthermore, members of the community management and engagement team are welcome to join sessions centered on organizational strategy and collaboration within the GLAM Wiki framework.
We aim to create partnerships with other civil society organizations that can benefit from becoming more involved and connected to the GLAM Wiki Community and Wikimedia movement — working with WMF Staff can help motivate potential partners.
Leading up to the event, our program committee will be staffed by members of the partners and community members. In this context it would be helpful to involve a member of the culture and heritage team as well to ensure the program development is aligned and supported by the foundation.
- 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.
All are welcome but considering a good ratio I would suggest no more than 20 (10%) attendees.
- 27. Please outline the roles and responsibilities of the organizing team for the conference.
The event is co-organized by Wikimedia Portugal and WikiEditorasLx. The organizing team includes Connor Benedict, the event manager overseeing logistics, committee coordination, and communication; Andre Barbosa, Carlos Silva, and Ana Cravo from Wikimedia Portugal (WMPT); and Ana Bragança, Flavia Doria, and Rute Correia from WikiEditorasLx (WELx), who will contribute as members of the Program and Scholarship Committees.
Connor will also facilitate collaboration with the Wikimedia Foundation's Culture and Heritage team, coordinating activities with Giovanna, Fiona, and others.
The conference committees each have a draft work plan which is attached to this grant application where you can find the details of how the work will be executed, how the conference program will be co-created, and the scholarships equitably allocated. Members of the GLAM Wiki Community have already begun reaching out to participate and volunteer in these committees, and the draft work plans have been shared with them for feedback.
Specifically the Program Committee is responsible for translating the input of the engagement survey into an open call as well a program design that reflects the diverse needs and interests of the global GLAM Wiki community. The program committee will also collaborate with the newly established working group for a GLAM structure to align strategies. The committee will be responsible for evaluating submissions for the program, making a selection, and defining final program.
The scholarship committee is responsible for creating the evaluation procedure based on best practices in the Wiki community and selecting 55 recipients.
For the event execution there will also be needed a volunteer coordinator, to provide technical assistance (though the venue provides technical staff), way finding, and registration, as well as a documentation coordinator. Members of the community in have already indicated their availability to provide this support.
- 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 Portugal and WikiEditorasLX have joined forces to organize this event, combining aligned interests, complementary skills, and involving associated organizations (WMES, WMBR, Art+Feminism etc.). The GLAMWiki community, the largest stakeholder, will play a central role, alongside the network of Wikimedians in Residence, to staff and lead the committees, which will design a comprehensive event program and manage the scholarship selection process, ensuring that community members who would benefit most can attend.
The organizers are in the final steps to formalize a memorandum of understanding, which will be submitted along with the next General Fund grant application in March by WMPT, and in time to receive this Conference grant if it is approved.
To clearly define roles, responsibilities, and the implementation of the conference, the organizers have developed an ARCI matrix outlining key activities and tasks essential for the event’s success. Additionally, they have established a resourcing structure in which Rute Correia and Ana Cravo support the Program Committee, while Ana Bragança and Carlos Silva support the Scholarship Committee. The organizers have also agreed that WELx will be responsible for maintaining up-to-date on-wiki information in both English and Portuguese and managing general communications related to participation. Meanwhile, WMPT will oversee engagement with GLAM+CH institutions, financial management, and scholarship accommodation. All of these details are documented in the attached document.
- 29. What kind of risks do you anticipate and how would you mitigate these?
We anticipate the following risks, and propose the following steps to mitigate these risks.
Not being able to fundraise money to cover any potential shortcomings. To ensure our budget and expenses are met, we will only propose activities within the means of the budget and grant provided by the Wikimedia Foundation. Additional activites will only be pursued when additional funding can be secured. Not having enough capacity within WMPT and WELx current team. To ensure the team does not become stretched too thin, the partners will work with an event manager to be responsible for logistics and coordination of the committees. Additionally they will use previous experience, and get advice and guidance from more experienced affiliates and collaborators, when needed. Challenges to capture relevant metrics to evaluate the event and the engagement. To ensure we don't miss opportunities to create measurable impact we have conducted an engagement survey to set priorities based on the needs of the community. The committees will be formed around those priorieties, and members invited to implement them. Not gathering enough interest from outside partners across the region & internationally. To ensure we get good engagement and participation from partners we will dedicate time early in the planning process to map out potential stakeholders and establish means of engagement. Not being able to engage/involve people adequately who cannot participate in person or can only participate online. Ensure we record key sessions, capture informaiton in open and transparent ways, dedicate resources to harvesting and documention by working with new volunteers, and create channels for ways to provide feedback on the program development beforehand.
- 30. Friendly space policy - Please add the link to the friendly space policy that your community will be using for this event.
We will be using Wikimedia’s Foundation Friendly space policy: https://foundation.wikimedia.org/wiki/Policy:Friendly_space_policy. We will select volunteers, staff and event organizers to act as a Trust & Safety points of contact. They will receive a training prior to the event. We also welcome any WMF staff members that would like to act as Trust & Safety points of contact during the event.
Learning, Sharing, and Evaluation
[edit]- 31. What do you hope to learn from your work organising this conference?
- How important are GLAM projects for shaping the future of the Wikimedia Movement?
- Can GLAM, culture, and heritage institutions serve as key entry points for attracting new communities to ensure the sustainability of the movement?
- What specific challenges does the sector face, for example those affecting underrepresented language groups, and how can Wikimedia communities address these effectively?
- How do challenges in the sector hinder collaboration with Wikimedia, and what can be done to remove these barriers?
- What technical obstacles are limiting the scalability and growth of the GLAM Wiki community, and what strategies can help overcome these issues sustainably?
- How can CPLP (Community of Portuguese Language Countries) GLAM, culture, and heritage institutions contribute to a successful GLAMwiki program?
- What measures can be taken to ensure equity and inclusivity across all aspects of conference activities, including planning, coordination, program development, and participation?
- What can the organizers do to engage GLAM, culture and heritage institutions in the best way?
- How can a global conference focused on GLAM, culture and heritage in Portugal open doors for new partnerships?
- 32. Main open metrics
| Main Open Metrics | Description | Target |
|---|---|---|
| Participants | Number of participants and sessions per focus area (Global GLAMWiki Community, CPLP participants, southern european GLAM Wiki initiatives);
50% of the sessions and participants should be part of these areas. |
50 |
| Total number of initiatives presented | Total number of GLAM initiatives presented at the event | 40 |
| Percentage of presentations related to CPLP | Percentage of presentations related to CPLP, percent of program conducted in Portuguese, and other languages | 30 |
| Strategic vision | Articulated goals of a GLAM, Culture and Heritage focused Wiki structure (eg. user-group, affiliate, or otherwise). The output would be one strategic plan or a timeline. | 1 |
| Diversity | Participant diversity (languages, nationalities, genders, age, etc.) | N/A |
Financial Proposal
[edit]- 33. What is the amount you are requesting from Wikimedia Foundation? Please provide this amount in your local currency.
204333
- 34. Select your local currency.
EUR
- Requested amount in USD
- 219049.06 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?
Yes
- 36.1. If yes, what kind of resources are you expecting to get?
We expect to be able to get some funding from aligned organizations active in the cultural heritage sector that are interested in collaborations with GLAMWiki members. For exampel the European organization Europeana has shown an interest in being involved as well as IIIF, Flickr Foundation, Openverse, Open Knowledge Foundation, Communia, Open Future and Creative Commons for example.\
- 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).