Grants:Programs/Wikimedia Community Fund/Conference Fund/Wikimedia CEE Meeting 2026

statusFunded

Conference Fund

Wikimedia CEE Meeting 2026

approved grant start date27 March 2026

approved grant end date31 October 2026

amount requested (local currency)840506.5 RON

amount requested (USD)192896.24 USD

amount recommended (local)763214.39 RON

grant typeplease specify whether this grant is for an individual, group, or organization

decision fiscal year2025-26

funding program roundRound 2

applicant[[User:|]] ([[User talk:|talk]] • accounts • contributions • edit count)

organization (if applicable)Wikimedians of Romania and Moldova User Group

Friendly Space Policy

Universal Code of Conduct

Application Privacy Statement

Review Final Report

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Applicant details

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 Romania and Moldova User Group

F. Do you have an account on a Wikimedia project?

No

F1. Please provide your main Wikimedia Username.

F2. Please provide the Usernames of people related to this proposal.

N/A

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.

Făgăraș Research Institute

Objectives and Strategy

1. Please state the title of your proposal.

Wikimedia CEE Meeting 2026

2.1. When will the event begin? Please enter the event start date.

2026-09-17

2.2. When is the last day of your event?

2026-09-20

3.1. When will you begin preparing for your event?

2026-03-27T00:00:00Z

3.2. When will you expect to complete your last event payment?

2026-10-31T00:00:00Z

4. In which country will the conference take place?

Romania

4.1. In which city will the conference take place?

Cluj-Napoca

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)

150

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 Wikimedia CEE Meeting 2026 has a regional conference purpose and aims to bring together Wikimedia affiliates and communities from Central and Eastern Europe and Central Asia. We will invite send invitations to volunteers from as many countries as we can from these regions.

7. If you would like, please share any websites or social media accounts that your group or organization has.

meta.wikimedia.org/wiki/WMROMD https://www.facebook.com/WikipediaRomana https://www.facebook.com/WMROMD https://www.linkedin.com/company/wikimedians-of-romania-and-moldova-user-group/ https://stiriwikipedia.substack.com/

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.

CEEHUB has been supporting our team in planning and preparing for this conference and will continue to be involved throughout the preparation process. In the coming months, this will include a site visit to the venue and hotels, support for the Programme Committee, and assistance with the preparation of the scholarships selection.

9. Please describe the target participants for this event.

The Wikimedia CEE Meeting 2026 is designed for active members of the Wikimedia movement from Central and Eastern Europe and neighboring regions. In continuity with previous CEE Meetings, participation from Central Asian communities will continue to be actively supported, recognizing their important role in regional exchange and capacity building.

The primary target group includes volunteers and staff affiliated with Wikimedia chapters, user groups, and thematic organizations, as well as active contributors to Wikimedia projects such as Wikipedia, Wikidata, Wikimedia Commons, and related initiatives.

The event particularly welcomes contributors who are engaged in community organizing, governance, partnership development, program implementation, and capacity building within their local or regional contexts. This includes Users with Extended Rights whose responsibilities place them at the core of community health, policy implementation, and decision-making processes.

Participants are expected to have at least a basic level of experience with Wikimedia platforms or involvement in a community of editors, enabling them to meaningfully contribute to discussions, workshops, and collaborative sessions. At the same time, the meeting also aims to include emerging leaders and newer contributors who are beginning to take on more active roles and who are seeking opportunities for learning, peer exchange, and strategic engagement.

In addition, we have started discussions to bring a limited number of external partners, movement allies, and invited experts (for example, from ApTI – Association for Technology and the Internet, Wikimedia Deutschland, and Wikimedia Europe). We will encourage affiliates to support a diverse group of participants, reflecting different levels of experience, project backgrounds, governance roles, and responsibilities within the Wikimedia ecosystem.

10. Please provide the link to the event's page if you already have one.

https://meta.wikimedia.org/wiki/Wikimedia_CEE_Meeting_2026

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?

1037

11.1. When did you conduct the survey, and for how long?

Open from Dec 15 to Jan 31. It was promoted through CEE Newsletter, social media, and the CEE Hub mailing list. The 3.5% response rate is partly due to the timing (end-of-year and regional holidays).

12. How many people responded to the survey?

37

13. What are the main objectives of the event?

We aim to bring together Wikimedians to strengthen cooperation, share knowledge, and increase the collective impact of free knowledge initiatives across the CEE region. The main objectives of the event are:

• Reinvigorating regional collaboration and strengthening regional infrastructure: To connect affiliates and communities across the CEE region, enable the exchange of best practices, encourage joint problem solving, and support strategic coordination that strengthens organizational capacity, community health, and long-term sustainability within the Wikimedia movement.
• Promoting equity and inclusion: To foster inclusive participation by supporting underrepresented voices, ensuring diverse perspectives are represented, and creating accessible and welcoming spaces for engagement across communities, roles, and projects.
• Fostering capacity building and leadership development: To strengthen specific capacities that are particularly relevant for the CEE region at this moment, including governance skills, partnership development, GLAM and digitization collaboration, funding diversification, on-wiki leadership, and project management, through structured skill sharing, peer learning, and leadership development opportunities that empower contributors, organizers, and emerging leaders.
• Celebrating heritage and innovation: To explore the relationship between cultural heritage and innovation in free knowledge, using Cluj-Napoca’s multicultural context as a living backdrop for discussions on diversity, knowledge equity, and future-oriented collaboration.

These objectives build on learnings from previous CEE Meetings, including the need for stronger regional coordination, constructive dialogue across roles, and sustained collaboration beyond the annual gathering. By pursuing them, we aim not only to deliver a meaningful event, but also to inspire continued cooperation and shared impact across the region.

14. Based on survey responses, what are the most important things your community should do at the conference to achieve these objectives?

Participants want to use the in-person time for deep work, building trust, and tackling sensitive issues that are difficult to resolve online. While governance and coordination emerged as strong themes, respondents equally emphasized community health, practical capacity building, and addressing emerging challenges facing the movement. These are the most important things suggested: 1. Hold deep work & strategic sessions (Top Priority) Respondents emphasized the need to move beyond standard presentations and focus on concrete outcomes. Formats proposed that we consider:

• Governance sprints: Dedicated time to review governance structures, clarify election processes, and advance multi-year strategic planning in real time.
• Dedicated peer exchanges for Users with Extended Rights: Where needed, structured session(s) for administrators, and other functionaries to share cross-community experiences, discuss dispute resolution, policy enforcement, and governance challenges.
• Closed-room dialogues: Safe spaces for honest, strategic conversations about community limits, failures, and conflict resolution.
• Collaborative problem-solving: Sitting together without screens to discuss shared concerns and agree on next steps for addressing them.

2. Focus on human connection to build trust “Community building” was tied for the highest priority in the survey. Respondents stressed that this is not merely about socializing, but about repairing and strengthening the social fabric of the movement. Participants requested:

• Safe space dialogues to de-escalate tensions and reconnect the people behind the usernames.
• Structured opportunities to connect distinct groups, such as technical contributors, content editors, affiliate staff, journalists, governance actors, and emerging community members, who often operate in parallel but rarely collaborate deeply.
• Using the in-person setting to move forward on discussions or decisions that have stalled online due to lack of trust or dehumanization.

3. Practical skill-sharing & mentorship Instead of theoretical lectures, the community requested high-intensity, practice-oriented workshops focused on real challenges faced by affiliates and contributors.

• Hands-on workshops and peer learning formats: Interactive sessions focused on practical skills such as organizational development, leadership transitions, partnership building, project management, grant processes, and sustainable community growth.
• Buddy system for newcomers: Creating structured opportunities for newer participants to be paired with experienced community members, helping them navigate the conference, build connections, and integrate more confidently into regional networks.(with support of CEEHub)
• Shadowing future hosts: Volunteers from future host countries observing and learning logistical and programmatic aspects in real time to strengthen knowledge transfer and continuity between editions.
• Honest case studies: Sharing not only successes, but also failed initiatives and lessons learned, to foster genuine learning, transparency, and resilience across the region.

4. Tackle emerging challenges (AI & disinformation) Respondents requested forward-looking sessions to address modern threats to the ecosystem, such as AI integration and disinformation risks. Examples of suggested approaches include:

• In-person simulations of disinformation attacks or legal threats to test leadership response and coordination.
• “AI vs. Human” discussions on ethical AI integration and handling AI-generated content.
• Facilitated co-editing sessions where contributors with differing perspectives work together in a neutral space under the guidance of experienced administrators.

Ensuring psychological safety and constructive dialogue: Previous CEE Meetings surfaced significant tensions within the community, resulting in conflict escalation and participant bans. For the Cluj meeting, we are intentionally designing the event architecture to prioritize psychological safety, constructive dialogue, and shared accountability: a) We will work with an experienced external facilitator to ensure difficult conversations are structured, inclusive, and solution-oriented. Clear collaboration agreements will be co-created with participants and revisited throughout the programme. b) We will establish a rotating Safe & Safety Team to provide visible and confidential support, monitor group dynamics, and mediate emerging tensions before they escalate. c) Through mixed working groups, facilitated dialogue formats, and intentionally designed informal spaces, we aim to bridge roles and cultures across the Wikimedia ecosystem and reduce siloed dynamics.

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.

Cultural background, ethnicity, religion, racial, Content Gender gap, Age (regency) , 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).

Our proposal aims to address gaps related to cultural background, ethnicity, religion, and race. A core element of the bid is leveraging Cluj-Napoca’s multicultural history (Romanian, Hungarian, German, Jewish, and Romani) to acknowledge historical divides, support minority and underrepresented language communities, and create a more inclusive and supportive environment for minorities within the movement.

In terms of important and high-impact topics, we emphasize “bridging past and future” by connecting cultural memory and heritage with forward-looking themes such as digital rights, education, AI and access to knowledge. We also prioritize reinvigorating regional collaboration to address shared challenges in the CEE region, including legal environments, copyright, and policy contexts that affect Wikimedia projects.

We aim to actively include underrepresented languages and to create spaces that bridge communities across linguistic and cultural boundaries.This will be reflected in encouraging diverse representation in scholarships and speaker selection; including sessions that explicitly address these knowledge gaps; inviting partners and experts from relevant cultural and policy fields; and creating formats that support exchange between communities with different levels of resources, visibility, and experience within the movement.

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, Culture, heritage or GLAM , Diversity

17. Will your work focus on involving participants from any underrepresented communities?

Gender Identity, 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?

The event is organized in partnership with Babeș-Bolyai University(UBB), one of Romania’s largest and most respected universities. We have been collaborating with UBB professors and students for several years, and this partnership brings strong academic expertise, excellent facilities, and active student involvement. The conference will be hosted by the Faculty of European Studies at UBB, which shares a strong commitment to open, multilingual knowledge and provides an ideal environment for discussions on regional cooperation, education, and digital literacy.

Făgăraș Research Institute, which has served as the fiscal sponsor for WMROMD for the past years, is also an active knowledge partner for the conference. FRI brings expertise in civic engagement, public policy, and sustainable development. Its background in community research and regional cooperation will inform conference themes.

We intend to invite and engage a limited number of non-Wikimedian representatives from organizations, particularly for the Learning Day and selected sessions, in order to bring in external expertise that complements the movement’s internal knowledge and addresses current strategic priorities.

For the Learning Day, we aim to invite partners from ApTI (Association for Technology and the Internet) to speak about advocacy and public policy on technology-related themes and how this work connects with the Wikimedian mission of free knowledge and open access. We are also exploring whether there are academics in Romania who are actively involved in open knowledge and open science and who would be interested in engaging with the movement and contributing to the event.

In addition, we have started discussions about inviting Wikimedia Deutschland to support knowledge sharing around good practices in community health, trust and safety, and organizational development, as well as the Făgăraș Research Institute (ICF) to share research and practical approaches related to sustainability initiatives and long-term impact.

Our intention with this outreach is to complement internal Wikimedia experience with specialized external perspectives and strengthen the overall quality and impact of the event.

19. What will you do to make sure participants continue to engage in your activities after the event?

We are taking a deliberate approach to designing both the program and the overall participant experience in order to encourage engagement before, during, and after the event. We are working with Ioana Banach, an experienced facilitator who worked with other Wikimedia communities, who supports the organizing team in the team development process, helps design the user experience and program flow, and who will also host the event. In addition, we have started working with Kiril Simeonovski on setting up the Programme Committee. We will use the results of the community survey to shape the program and to build a conference experience that engages participants on topics they care about, starting in the preparation phase, continuing during the meeting, and extending beyond it. Conference sessions outcomes and resources will be documented and shared openly, so participants can build on them in their local contexts. We will use existing community communication channels to support continued exchange and coordination, and, where relevant, we will help connect participants with peers or mentors to turn ideas discussed at the conference into ongoing initiatives. Our goal is for participants to leave the event not only inspired, but also connected to people, topics, and concrete next steps that sustain their engagement over time.

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.

Provide for Safety and Inclusion, Invest in Skills and Leadership Development, Identify Topics for Impact

Logistical Aspects

21. Do you have any proposed venue for the event?

The event will be held in person in central Cluj-Napoca. The main venue (18–20 September) will be the Faculty of European Studies at Babeș-Bolyai University, which is also a project partner and has previously collaborated with WMROMD on open knowledge initiatives. The training day activities (17 September) are planned at the French Institute. Both venues are located in the city center, within walking distance of the hotels, and are easily accessible.

Cluj-Napoca can be reached by plane (the airport is approximately 9 km from the city center), as well as by train, bus, and car. All major transport hubs are connected to the city center by public transport and taxi services. Potential challenges include possible train delays and limited, and sometimes costly, parking in the city center.

22. Is the event venue and hotel accessible for people with physical disabilities?

Yes

23. How many scholarships would you like to offer?

We will offer 85 scholarships in total: 80 general scholarships for participants from the region, and 5 scholarships for Romanian-language wikimedians living outside Romania who want to contribute to the event.

24. What expenses will the scholarship cover?

The scholarship will cover accommodation for 4 or 5 nights in double or twin rooms, including an extra night for those attending the Learning Day, as well as travel to and from Cluj-Napoca (airfare or ground transport by train, bus, or car) and local transport to and from the airport. Visa fees will be covered where required. It will also cover meals and coffee breaks during the three-day event, the guided tour, the celebration dinner, and event swag.

25. How will scholarship recipients be selected?

The distribution of the 80 regional scholarships among affiliates will be based on the list provided by the CEE Hub and updated, if needed, to better reflect the objectives of the conference. As affiliates will decide whom they send to the event, we can mainly encourage them to ensure more diverse representation among their participants. We will also work with other organizations that are interested in providing additional grants, such as CEE Hub supporting young participants.

The scholarship selection will include affiliates and communities from Central Asia, in line with previous editions of the CEE Meeting. We will actively encourage representation from Central Asian communities to ensure continuity of regional collaboration and exchange.

For the Romanian-language contributors, we will organize an open call followed by a selection process.

26. In which ways can Wikimedia Foundation staff support your event onsite?

Wikimedia Foundation (WF) staff support would be highly valuable for this event, both programmatically and in strengthening our local team. Although the final budget exceeds our initial estimates, this reflects the growth of the event and the opportunity it represents for us to develop as a team and to provide a safe, high-quality experience for participants from the region. Additional financial and institutional support is essential to meet these goals.

A key area where WF staff could support the event onsite is the facilitation of sessions focused on capacity building within the movement. We would particularly value support in training volunteers on trust, safety, and facilitation, contributing to sustainable team development and improved community practices.

WF staff could also lead or co-facilitate sessions on the future of the Wikimedia movement, Wikimedia research, strategic priorities, and cross-regional collaboration. Their involvement would add clarity and credibility to discussions and help connect local and regional communities to broader movement goals. Support in facilitating exchanges with larger or thematic affiliates, such as Wikimedia Deutschland, Wikimedia Europe, Wikimedia research and in strengthening the inclusion of the CEE community in future European projects would be especially valuable.

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 intend to invite Wikimedia Foundation staff to participate in the event. We have already sent an invitation to Bernadette Meehan, the Wikimedia Foundation CEO, and we hope she will be able to join us. As this year marks the 25th anniversary of Wikipedia, Wikimedians from the region would see the presence of Jimmy Wales as a meaningful recognition of their contributions and sustained efforts over the past decades.

We would be very pleased to welcome Asaf Bartov, a long-time mentor and close collaborator for many Wikimedians in our community and across the region. His presence would be both personally meaningful and professionally valuable, helping participants better understand pathways for deeper involvement in the Wikimedia movement.

Chris Jethro Schilling has been closely connected to our work, as he supported and guided us throughout the years. His participation would help ensure continuity between planning and implementation and provide additional strategic perspective.

Jessica Stephenson has actively included members of our region in several important movement-level conversations, and her presence would further strengthen discussions around collaboration, inclusion, and shared learning.

Anusha Alikhan, User:AAlikhan, Chief Communications Officer, Wikimedia Foundation is close to Wikimedians of Romania and Moldova and works with the communications team to expand Wikimedia's reach and influence, and promote free knowledge everywhere.

We would also value the participation of Natalia Szafran-Kozakowska, particularly in discussions related to users with extended rights and governance practices in the region. Her experience would be highly relevant for addressing shared challenges and fostering informed dialogue across communities.

In addition, we would welcome the participation of Wikimedia Foundation staff working with the GLAM and Product teams, whose contributions on international work and best practices would add significant value for participants.

Ideally, we would welcome around ten Wikimedia Foundation staff members at the event.

27. Please outline the roles and responsibilities of the organizing team for the conference.

The Wikimedia CEE Meeting 2026 will be the first large-scale regional conference organized by WMROMD in this specific structure and in partnership with the hosting academic and research institutions. The organizing team brings together Wikimedia organizers and professionals who have previously worked on national and regional activities, community programs, research, and event organization, and who are now applying this experience in a more complex, collaborative format.

While this is a new configuration, the team has been deliberately composed to balance movement experience with professional expertise in project management, finance, facilitation, communications, and logistics. Clear roles, shared planning processes, and close coordination with our partners and fiscal sponsor are designed to mitigate risks associated with first-time implementation and to ensure the responsible delivery of a multi-day, international conference.

In addition to the core organizing team, we will work with external professionals in clearly defined support roles to strengthen team coordination and operational delivery.

Organizing team roles and responsibilities: Claudia Șerbănuță (Klaul) – Team Leader: Provides overall leadership and coordination for the conference; ensures alignment with objectives and Wikimedia values; oversees planning, partnerships, and risk management; and serves as the main contact with funders and key partners. Vlad Popovici – Local Coordinator (Cluj): Leads local logistics and on-site operations; coordinates the venue and local partners; and ensures smooth implementation during the event. Elena Damian (Elena Ancu Damian) – Assistant Manager: Supports project management, internal coordination, documentation, and participant logistics, and assists with reporting and follow-up. Ștefan Cibian – Treasurer: Coordinates the ICF team responsible for the conference budget, payments, and financial reporting, ensuring transparency and compliance with funding requirements. Maria-Magdalena Bărăscu (MagdaBarascu) – Communication Coordinator: Oversees communication and outreach, including survey deployment, calls for participation, participant information, and event visibility before and after the conference. Anamaria Lupan (Poematica) – Local Partnerships and Volunteer Coordinator: Coordinates local partnerships and volunteer recruitment, training, and support, with a focus on inclusion, safety, and good practices. Gikü – Technical and International Partnership Coordinator: Oversees technical setup and support, and coordinates international partnerships and participation from other Wikimedia communities. Ioana Banach – Team Development and Event Facilitation: Supports the organizing team in team building and internal coordination during the preparation phase; contributes to the design of the participant experience and program flow; and facilitates the event to ensure inclusive, well-structured, and effective sessions. Ioana Irinciuc (Ioanairinciuc)- The Trust & Safety Focal Point will coordinate the Safe & Safety Team, work with external facilitators where needed, and ensure implementation of event safety protocols. Event Manager (to be contracted): Responsible for day-to-day operational coordination, timeline tracking, vendor and venue liaison, and on-site logistics during the event. This role will work closely with the Team Leader and Local Coordinator to ensure smooth implementation and to reduce the operational load on volunteer organizers.

28. Do you have plans to co-organize the event with other Wikimedia communities, groups or affiliates?

No

28.1. If yes, can you please explain how you are going to co-organize the event and what responsibilities each partner will have.

29. What kind of risks do you anticipate and how would you mitigate these?

A number of logistical and operational risks have been anticipated, the most significant being potential last-minute technical failures related to audiovisual equipment, internet connectivity, or power supply. These risks will be mitigated through an on-site technical rehearsal conducted in advance of the event, the availability of backup audiovisual equipment, and the provision of professional mobile hotspots supplied by a national internet provider. Uninterruptible Power Supplies (UPCs) will be in place to ensure that essential equipment can continue to function for at least four hours independently of the main power grid. The selected venue is located next to the main University building, which allows for a rapid relocation to large amphitheatres if necessary. In the unlikely event that all technical solutions at the original venue fail, participants can be guided to an alternative space within five to seven minutes. This option will be treated strictly as a last resort.

Another operational risk concerns potential registration bottlenecks or overcrowding during peak arrival times. This will be addressed through a clearly defined registration protocol and the presence of a trained volunteer support team to manage participant flow and provide assistance as needed.

Travel and accommodation risks have also been identified. These include possible travel disruptions such as flight cancellations or visa-related issues. Mitigation measures include early travel planning, proactive communication with participants, and the issuance of visa support letters where necessary, subject to clarification regarding the issuing authority. In addition, the risk of insufficient or overbooked accommodation will be mitigated through advance reservations with multiple local hotels, clear accommodation guidance provided to participants, and the appointment of a designated accommodation coordinator.

Health, safety, and well-being risks are taken seriously, including the possibility of medical incidents, psychological distress, or other emergencies during the event. To mitigate these risks, first-aid support will be available on site, clear emergency procedures will be established and communicated in advance, and the venue will be compliant with applicable safety regulations. Advance notification to the relevant emergency authorities will be considered to ensure preparedness. In addition, we will work with an experienced facilitator with expertise in managing sensitive discussions and community dynamics. This facilitator will support the design of high-risk sessions, advise on preventive measures, and assist with de-escalation if needed, contributing to both physical and psychological safety throughout the event.

Community, conduct, and reputational risks may arise, particularly in relation to breaches of the Wikimedia Foundation Universal Code of Conduct, including harassment or interpersonal conflict. These risks will be mitigated through clear communication of the Code of Conduct to all participants and targeted preparation of the organizing team and extended volunteer team. A designated Trust & Safety Focal Point will coordinate a Safe & Safety Team and serve as the central contact for concerns. Clear reporting pathways and a rapid response protocol will be established to ensure timely and confidential handling of incidents. In an international and multicultural setting, there is also a risk of cultural or language misunderstandings. This will be addressed through inclusive moderation practices, structured facilitation of sensitive discussions, and a cultural sensitivity briefing for volunteers and staff.

Programmatic and content-related risks include potential speaker cancellations or a lower-than-expected quality of sessions. These risks will be mitigated by identifying backup speakers in advance and maintaining a flexible agenda that allows for adjustments without compromising the overall objectives of the event.

Legal and compliance risks have been considered, particularly those related to data protection and privacy in the handling of registration information and in working with the travel agency. Mitigation measures include General Data Protection Regulation GDPR-compliant data management practices, restricted access to personal data, secure storage systems, and the timely deletion of data after the event. Risks related to local regulatory non-compliance will be addressed through close coordination with the host institution and local authorities, as well as a legal review of contracts and appropriate insurance coverage.

Finally, external and force majeure risks, such as political instability, extreme weather conditions, or other unforeseen events, may affect the feasibility of the event. To mitigate these risks, clear cancellation and contingency plans will be in place, along with readiness to shift to a hybrid or fully online format if circumstances require it.

30. Friendly space policy - Please add the link to the friendly space policy that your community will be using for this event.

We start with https://meta.wikimedia.org/wiki/Friendly_space_policies/ro

Learning, Sharing, and Evaluation

31. What do you hope to learn from your work organising this conference?

Through organizing this conference, we aim to deepen our understanding of how working together can strengthen communities, shift participation patterns, and support sustainable engagement within the movement. This will be the first large-scale event organised for the movement in Romania, and the team is highly motivated not only to deliver a successful conference, but also to learn throughout the process. Beyond the event itself, we see the conference as a learning opportunity to test different ways of working together, refine our strategies, and generate insights that can inform future programming and community-led initiatives.

Inquires we are interested in are: To what extent does the conference respond to the actual needs, priorities, and interests of participants? What topics, formats, or discussions resonated most strongly, and where were there gaps between our intentions and participants’ expectations?

Did our outreach and design strategies succeed in engaging a diverse range of participants, particularly those who are underrepresented or newer to the movement? What barriers to participation remained, and which approaches were most effective in reducing them?

What kinds of knowledge, skills, or confidence did participants report gaining as a result of the conference? How did different session formats (e.g., workshops, panels, peer discussions) support meaningful learning and exchange?

Did the conference strengthen relationships within and across communities? To what extent did participants form new connections, collaborations, or plans for joint work following the event?

Did participation in the conference increase participants’ sense of agency, motivation, or ability to contribute to the movement in their local or thematic contexts? What signals suggest sustained engagement beyond the conference itself?

The data we collect will include participant feedback, attendance patterns, session evaluations, and post-conference reflections and will help us answer these questions and understand what happened and help us reflect on why.

32. Main open metrics

Main Open Metrics Data

Main Open Metrics	Description	Target
Sessions' relevance and usefulness	Percentage of sessions rated “relevant” or “very relevant”. Target: At least 75–85% of sessions receive a “relevant” or “very relevant” rating from respondents	N/A
Participation and inclusion	Feedback from underrepresented participants on barriers and enablers. Target: Qualitative feedback via open-ended survey questions (or optional follow-up conversation) from at least 20–30 participants, including representation from underrepresented groups	N/A
Knowledge or skills	Percentage of participants reporting increased knowledge or skills Target: 70–80% of respondents	N/A
Connection	Percentage of participants who report making new connections Target: 70–85% of respondents	N/A
Engaged participants	Number of participants who report having a good or great learning experience at CEEM 2026.	120

Financial Proposal

33. What is the amount you are requesting from Wikimedia Foundation? Please provide this amount in your local currency.

840506.5

34. Select your local currency.

RON

Requested amount in USD

192896.24 USD

35. Please upload your budget for this proposal or indicate the link to it.

https://docs.google.com/spreadsheets/d/11HkfEmDpOStJ6TIZSCooMtAcB2oYZLwf/edit?usp=sharing&ouid=112211129032041309033&rtpof=true&sd=true

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

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).

Endorse