Grants:PEG/WM IT/Wikimedia Conference 2013/Report

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Report accepted
This report for a Project and Event grant approved in FY 2012-13 has been reviewed and accepted by the Wikimedia Foundation.
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WM IT/Wikimedia Conference 2013[edit]

Compliance and completion[edit]

Did you comply with the requirements specified by WMF in the grant agreement?
Yes.
Is your project completed?
Yes.
Did you use any of the grant funds?
Yes.

Activities and lessons learned[edit]

This section describes what the grantee did, and what the grantee learned from implementing the project. This section should be useful to others implementing similar projects and is an opportunity for the grantee to reflect on the project's performance.

Activities[edit]

Provide a detailed list of activities performed to complete this project, descriptions of these activities, and the amount of time spent on each activity. This section should also include a list of participants, or a link to pictures, blog posts, or videos from the project or event.
Visa
  • Collecting data for invitation letters in the registration form;
  • Keeping contact with the embassies for information;
  • Booking flights for delegates needing the visa;
  • Writing invitation letters and preparation of WMIT documents required;
  • Agreement with a private courier for international shipping;
  • Sending WMIT documents and invitation letters signed via private courier;

Time spent on the activity: from late February 2013 till a few days before the conference due to some issues with the Italian Embassies in Philippines and Bangladesh.

Accommodation
  • Checking availabilities and prices of hotels and hostels in Milan;
  • Checking hostels and hotels' standards by visiting them in person;
  • Booking hostels and hotels;
  • Writing emails to all the delegates asking their accommodation preferences.

Time spent on the activity: from January till April 2013.

Location & catering
  • Checking availabilities, prices and standards with congress centers, hotels, open and industrial spaces;
  • Visiting several possible venues;
  • Selecting and booking the Grand Visconti Palace, chosen venue for the event;
  • Communication to the catering service of the location;
  • Making a dedicated contract for Wi-Fi coverage;
  • Managing communication with the hotel management for the logistical organization before and during the days of the conference.

Time spent on the activity: from December, 2012 till the end of the Conference.

Volunteer management
  • Looking for volunteers;
  • Getting in touch with them, manage their accommodation and travel tickets;
  • Meeting with volunteers to arrange task and assignments for the days of the conference;
  • Organization of the volunteers during the conference.

Time spent on the activity: March/April 2013.

Public transport
  • In order to provide public transport tickets for the participants we made an agreement with the local public company in Milan (ATM).

Time spent on the activity: a couple of weeks.

Stationery & others
  • Badge Conception: graphic design and printing;
  • Production of the attendee kits: badge, conference programme, city maps, folders, blocks, public transport tickets;
  • Equipment: computers and printers (rented), seek provider for general computer and electronic materials.

Time spent on the activity: March/April 2013

Scholarships
  • Writing emails to the participants who were granted scholarships;
  • Collecting data and booking flights.

Time spent on the activity: from late February till the end of March 2013.

Social Events
  • Checking availabilities, prices and standards in order to arrange a welcome event and a social dinner;
  • Agreements with Frida Club (welcome event) and Carslbergol Restaurant (social dinner);
  • Collecting events registrations from attendees.

Time spent on the activity: about three weeks.

Registrations
  • Collecting registrations from attendees on Eventbrite.

Time spent on the activity: one hour per day every day.

Links

Lessons learned[edit]

What lessons were learned that may help others succeed in similar projects? Consider the following questions and respond with 1 - 2 paragraphs.
What went well?
  • The "warming up" event with facilitators.
The attendees were divided in groups of 4-5 people each and they had to find a way to throw an egg out of a window and don't make it break; building some kind of "device" to protect the egg using only straws and tape (provided by the facilitators).
People really seemed to enjoy this moment, and all the several groups were really engaged by the task. We saw a lot of cooperation and a lot of smiles: people were really excited, and this definetely help the conference to start in a good mood.
  • Transportation
Transportation also was facilitated by the choice of place of the organizers: all the venues were situated along a metro line, and this helped a lot all the attendees, in reaching easily the place they were supposed to be.
  • Social events
Many people thanked the organizing team for their warmth (yay! :-) )
  • Very broad participation
For the first time perspective Wikimedia thematic organizations participated.
  • Venue and food
Feedback from attendees were especially positive on the venue and the catering. People like to lunch outside in the garden, which helped social contacts. Presence of wine has also been praised.
What did not go well?
  • Program/schedule
Last minute changes to the program caused much trouble both for organizers and attendees
  • Facilitation
The facilitators received a low evaluation in general, the reason for this was found in the lack of knowledge of our movement
  • Some problems with accomodation in the hostel
A room in the hostel got flooded during the night, causing obvious issues for the attendees sleeping in the room. The hostel staff has been a bit slow in helping people out.
  • Wi-Fi
The wireless connection at the venue had some issues the first and the second day of the conference. The organizing committee had the technician come in place and fix the issue for the whole time of the conference.
  • Cultural walk
Due to an unforeseen storm, the cultural walk has been canceled and thus an important socializing event had been missing.
What would you do differently if you planned a similar project?
  • Program and facilitators
Spend more time on drafting the program and receiving more feedback from the community on it beforehands, this would also benefit the facilitators.
  • Logistics
Try to set a strong deadline for registrations and a deadline for until you are able to take care about flights
Publish the more detailed "How to get there" guides on meta
  • Social events
It's very important to have moments for people to chat and speak in a more informal way. Socializing events as the "Cultural walk" (canceled for the storm) should have a back up plan (i.e. a tour inside a museum).
  • Scholarship
There's the need to clarify more what is included in the scholarships to avoid unpleasant misunderstandings (e.g. having a scholarship and requesting a single room in a four stars hotel or similar) and lot of extra-work for the staff allocated on this task.

Project goal and measures of success[edit]

This section should reference the project goals and measures of success described in the approved grant submission. See Grants:WM IT/Wikimedia Conference 2013 to review the goals and metrics listed in the approved submission.

Project goal[edit]

Provide the project goal here.
The goal of the project was to "have a great [Wikimedia] conference and a unique opportunity to exchange knowledge and know-how between different organization".
The conference was structured on three days, from Friday 19th April to Sunday 21st April, plus, on Thursday 18th, thematic meetings on Wikipedia Education Program and Wiki Loves Monuments and Wikimedia Chapters Association. The complete program can be found here. For the first time, the conference also comprised the participation of prospective Wikimedia thematic organisations.
In parallel, the Wikimedia Foundation's Board of Trustees held a two-days meeting, there were also meetings of the Affiliation Committee.
Did you achieve your project goal? How do you know your goal was achieved? Please answer in 1 - 2 paragraphs.
In our perspective, the goal has been achieved, although it's not easy to measure the effectiveness of communication and knowledge sharing between people, at least not in the few weeks after the event. We strongly believe that these meetings help the Wikimedia movement to grow organically, as sharing knowledge and competences is paramount for chapters, user groups and the Wikimedia Foundation itself to get feedback and learn from others successes and failures. We are still collecting the evaluation survey results (which we started later than expected).

Measures of success[edit]

List the measures of success exactly as provided in the approved grant submission, and evaluate your project according to each measure listed there.
"A key aspect in evaluating the success of the conference will be the number of represented countries and, in our opinion more importantly, the number of new attendees and newly attending chapters (which receive a crash-course instigation and inspiration to further Wikimedia's mission throughout the year)." (read the complete grant request)
Provide an overall assessment of how your project went according to these measures.
Wikimedia conference reached is goal of reaching a wide audience, we have seen a greater presence of Wikimedia Foundation staff members, the novelty of thematic organizations. We are also very happy in the with the involvement in Wikimedia Italia itself as we were able to have 14 people working full time on the conference for four days, including WM-IT staff members (a special thanks goes to Patrick from WM-CH for having volunteered and help us with this big project). Here we present the breakdown of the attendees by affiliation and role:
Breakdown of the 150 registered participants in WMCOnf 2013, this are 37 people more with respect to WMCOnf 2012 (+32%)
Breakdown of the 150 registered participants in WMCOnf 2013, this are 37 people more with respect to WMCOnf 2012 (+32%)

From the WMConf 2012 attendees list we were able to infer that 15 people represented 6 associations (new and perspective chapters, perspective thematic organizations) that never participated to a Wikimedia Conference before. We are waiting the results of the evaluation survey to have a more throughout analysis of the results of this conference.

If you were to plan a similar project, would you measure it differently? If yes, please explain how.
We are late with the evaluations survey (we have already sent it, but we are waiting to collect all the results). This should definitively be anticipated in a future edition of the event.

Impact[edit]

This section ties this project to Wikimedia's broader goals, and shows what the project accomplished.

What impact did this project have on WMF's mission and the strategic goals? Please answer in 1 -2 paragraphs and include specific measures of impact such as the number of readers or editors reached by a particular project, or the number of articles edited or improved.

As stated before, we strongly believe that these real life meetings of Wikimedians help the Wikimedia movement to grow organically, as sharing knowledge and competences is paramount for chapters, user groups and the Wikimedia Foundation itself to get feedback and learn from others successes and failures.

Stabilize infrastructure
Increase participation
Improve quality
Increase reach
Encourage innovation
Wikimedia Conference 2013 Strategic Goals
  • Stabilize infrastructure
The more chapters and thematic organizations are effective and efficient, the more the overall Wikimedia mission will be accomplished. Wikimedia Foundation needs local partners to collaborate with, and reliable partners to whom important task can be delegated. As per the spirit of collaboration which is at the foundation our movement we should try to be inclusive, furthermore centralizing in one single organization all the efforts the Wikimedia mission demands is more can have collateral effects (e.g. disengagement of local communities which could perceive our goals as distant and not pertaining to them).
Strong chapters and groups can run national and local campaigns, targeting local cultures and languages. They can promote better the Wikimedia mission, and raise awareness on Wikimedia projects and ideals.
During the Wikimedia Conference people have been able to share their experiences, to discuss of to join efforts and how to replicate in their local communities the good ideas and the best practices they could hear from other Wikimedians. An incomplete list of the topic discussed comprises partnerships and collaborations with Education institutions (e.g. schools, universities) and Cultural institutions (e.g. GLAM,) and Wiki Loves monuments.
  • Encourage innovation
The more Wikimedia people share their experiences, the more the best ideas and projects will follow. It's very important to understand what Wikimedians do in their country, region or even city, as this gives momentum to the best projects and enrich the diversity of Wikimedian activities. Diverse and rich environments are the best place for innovation to happen, furthermore this kind of personal contact, i.e. talking to other people in person about what you achieved with your Wikimedia activity is a huge boost of motivation. We could experience that during the "State of the movement" session with many chapters and organisation being very proud of what they achieved, but also with other seeking for help and discussing problems (the most dangerous seems to be "volunteer burnout").

Reporting and documentation of expenditures[edit]

This section describes the grant's use of funds

Documentation[edit]

Documentation of expenditures has been received by WMF.

Did you send documentation of all expenses paid with grant funds to grants at wikimedia dot org, according to the guidelines here? Answer "Yes" or "No".
Yes

Expenses[edit]

Please list all project expenses in a table here, with descriptions and dates. Review the instructions here.
These expenses should be listed in the same format as the budget table in your approved submission so that anyone reading this report may be able to easily compare budgeted vs. actual expenses.
Note that variances in the project budget over 10% per expense category must be approved in advance by WMF Grants Program staff. For all other variances, please provide an explanation in the table below.

Expenses[edit]

Number Category Item description Unit Number of units Actual cost per unit Actual total Budgeted total Currency Notes
1 Welcome Event Welcome cocktail/dinner at Frida's Club 1.200 5.000 Euro Approx 80 attendants
2 Party Social Dinner at Carlberg's Pizzeria 2.266 12.100 Euro Approx 90 attendants
3 Venue + catering + WiFi First deposit Grand Visconti Palace Hotel 18.240 Euro
4 Venue + catering + WiFi Second deposit Grand Visconti Palace Hotel 25.040 Euro
5 Venue + catering + WiFi Closing Balance Grand Visconti Palace Hotel 11.304,60 Euro
Venue + catering + WiFi Total expenditure Grand Visconti Palace Hotel 54.584,60 67.744,20 Euro
6 Stationery, Computer rental, Electronics & other Badges' laminator rolls 1 roll 2 14,46 28,92 Euro
7 Stationery, Computer rental, Electronics & other Lanyards badge holders 100 pieces box 2 47,85 95,70 Euro
8 Stationery, Computer rental, Electronics & other Badges' printing 18,55 Euro
9 Stationery, Computer rental, Electronics & other Badges and city maps' printing + Fax to Russia with Visa documents 1 page 729 72,10 Euro One receipt from the same stationery shop.
10 Stationery, Computer rental, Electronics & other General Computer&Electronic material 377,12 Euro
11 Stationery, Computer rental, Electronics & other Blocks and Folders 100 pieces box 3 260.54 Euro
12 Stationery, Computer rental, Electronics & other Badges and schedule tables' printing 1 page 1022 84.06 Euro
13 Stationery, Computer rental, Electronics & other City maps' printing 1 page 100 23 Euro 50 copies: €0,40 per unit - 50 copies: €0,06 per unit
14 Stationery, Computer rental, Electronics & other Computer & Electronic material 30,98 Euro
15 Stationery, Computer rental, Electronics & other Highway toll 1 1,60 Euro From WMI office (Monza) to the venue (Milan) to transport stationery material for the conference
16 Stationery, Computer rental, Electronics & other Team building activity material (with facilitators) 11,85 Euro "Save the egg" social game
17 Stationery, Computer rental, Electronics & other Team building activity material (with facilitators) 60.58 Euro "Save the egg" social game
18 Stationery, Computer rental, Electronics & other State of the chapter's posters 18,55 Euro
19 Stationery, Computer rental, Electronics & other Pegs for state of the chapter's posters 1,99 Euro
20 Stationery, Computer rental, Electronics & other Copies 1 page 10 0.40 4 Euro
21 Stationery, Computer rental, Electronics & other Digital photo printing for state of the chapter posters 25 Euro
22 Stationery, Computer rental, Electronics & other State of the Chapter posters 1 poster 4 1,20 4,80 Euro
23 Stationery, Computer rental, Electronics & other Digital photo printing for state of the chapter posters 10 Euro
24 Stationery, Computer rental, Electronics & other Digital photo printing for state of the chapter posters 5 Euro
25 Stationery, Computer rental, Electronics & other Parking Ticket on party night 1 ticket 1 9,50 Euro Entry 8.20 PM - Exit 11.31 PM
26 Stationery, Computer rental, Electronics & other Taxi to Linate Airport (round trip) 1 receipt 2 41,80 Euro Due to a strike two delegates had their flight cancelled and the project manager had to go to Linate to book a new flight.
27 Stationery, Computer rental, Electronics & other Pony Express to send documents for Visas 1 package 2 91,47 Euro One package to Philippines - One package to Bangladesh
28 Stationery, Computer rental, Electronics & other Pony Express to send documents for Visas + WMF Grant Agreement signed 1 package 20 371,81 Euro
29 Stationery, Computer rental, Electronics & other 3 notebooks and 2 printers rental 399,30 Euro Taxes included
Stationery, Computer rental, Electronics & other Total Expenditure stationery and others 2.048,22 600 Euro
30 Local transport expenses Carnet ATM 10 tube/bus travels each 1 carnet 136 13,80 1,876.80 3.450 Euro Bought 160
31 Facilitators Restaneo facilitator's fee 750 Euro taxes included
32 Facilitators Ramazzotti facilitator's fee 750 Euro taxes included
33 Facilitators Facilitators' accommodation Bio City Hotel 1 double room x night 3 158 474 Euro taxes included
34 Facilitators Restaneo facilitator's travel expenses 25,5 Euro Bus tickets
35 Facilitators Ramazzotti facilitator's travel expenses Train tickets 2 tickets 128,5 257 Euro Rome - Milan & back
Facilitators Total facilitators expenditure 2.256,5 10.000 Euro
36 Lodging Expenses Volunteers and Delegates (scholarship) Monastery Hostel tourist tax 1 room 49 rooms 74 Euro
37 Lodging Expenses Volunteers and Delegates (scholarship) Monastery Hostel deposit 880 Euro
38 Lodging Expenses Volunteers and Delegates (scholarship) Monastery Hostel Full Payment 2.202 Euro
39 Lodging Expenses Volunteers and Delegates (scholarship) Hotel Monopole 4.399 Euro
40 Lodging Expenses Volunteers and Delegates (scholarship) Hotel Romana Residence 4.952 Euro
41 Lodging Expenses Volunteers and Delegates (scholarship) Hotel Romana Residence Tourist Tax 200 Euro
42 Lodging Expenses Volunteers and Delegates (scholarship) Ostello Bello 2.242 Euro
Lodging Expenses Volunteers and Delegates (scholarship) Total expenditure for lodging volunteers and scholarships 14.949 12.000 Euro
43 Volunteer travel expenses Volunteer n.1 travel refund 1 train ticket 2 37 Euro Trip Bologna-Milan and back
44 Volunteer travel expenses Volunteer n.2 travel refund 77,20 Euro Trip Padova-Milan and back + taxi to Padova train station
45 Volunteer travel expenses Volunteer n.3 vehicle refund 129,60 Euro Trip Concorezzo-Milan (venue) and back for 5 days [1] - Italian government-approved rate for reimbursing mileage http://servizi.aci.it/CKInternet/SelezioneModello
46 Volunteer travel expenses Volunteer n.4 travel refund 63,20 Euro Trip Trento-Milan and back + tube tickets
47 Volunteer travel expenses Volunteer n.5 travel refund 51 Euro Trip Bologna-Milan and back + tube tickets
48 Volunteer travel expenses Volunteer n.6 travel refund 8,40 Euro Train and tube
49 Volunteer travel expenses Volunteer n.7 travel refund 36,75 Euro Train Pass Arluno-Milan (April 17-23) + Trip Milan-Pisa
50 Volunteer travel expenses Volunteer n.8 travel refund 55,50 Euro Trip Reggio Emilia-Milan + Trip Milan-Bologna
96 Volunteer travel expenses Volunteer n.9 travel refund 145,26 Euro Trip Arcore-Milan (venue) and back for 5 days [2] - Italian government-approved rate for reimbursing mileage http://servizi.aci.it/CKInternet/SelezioneModello + highway toll
Volunteer travel expenses Total Expenditure volunteers' travels 603.91 2.000 Euro
51 Travel scolarships Plane ticket WM-BD 1° 1 return ticket 1 1.175,89 1.175,89 Euro Dhaka - Milan & back
52 Travel scolarships Plane ticket WM-SK 1° 1 return ticket 1 165,16 165,16 Euro Wien - Milan & back
53 Travel scolarships Plane ticket WM-PT 1° 1 return ticket 1 156,15 156,15 Euro Porto - Milan & back
54 Travel scolarships Plane ticket WM-PH 1°& 2° 1 return ticket 2 940,32 1.880,64 Euro Manila - Milan & back
55 Travel scolarships Plane ticket WM-VE 1° 1 return ticket 1 446,55 446,55 Euro Tel Aviv - Milan & back
56 Travel scolarships Plane ticket WM-MK 1° 1 return ticket 1 409,18 409,18 Euro Skopje - Milan & back
57 Travel scolarships Plane ticket WM-CA 1° 1 return ticket 1 771 771 Euro Montreal - Milan & back
58 Travel scolarships Plane ticket WM-IN 1° I 1 ticket 1 614,90 614,90 Euro Milan - Mumbai
59 Travel scolarships Plane ticket WM-IN 1° II 1 ticket 1 128,06 128,06 Euro London - Milan
60 Travel scolarships Plane ticket WM-IN 1° III 1 ticket 1 708,05 708,05 Euro Mumbai - London
61 Travel scolarships Plane ticket WM-NEPAL 1 return ticket 1 749,39 749,39 Euro Katmandu - Milan & back
62 Travel scolarships Plane ticket WM-ZA 1° 1 return ticket 1 815,50 815,50 Euro Johannesburg - Milan & back
63 Travel scolarships Plane ticket WM-DE 1 return ticket 1 157,73 157,73 Euro Berlin - Milan & back
64 Travel scolarships Plane ticket WM-IN 2° 1 return ticket 1 779,73 779,73 Euro Mumbai - Milan & back
65 Travel scolarships Plane ticket WM-ZA 2° 1 return ticket 1 807,48 807,48 Euro Johannesburg - Milan & back
66 Travel scolarships Plane ticket WM-FI 1° 1 return ticket 1 199,78 199,78 Euro Helsinki - Milan & back
67 Travel scolarships Plane ticket WM-UA 1° 1 return ticket 1 214,01 214,01 Euro Kiev - Milan & back
68 Travel scolarships Plane ticket WM-UA 2° 1 return ticket 1 214,01 214,01 Euro Kiev - Milan & back
69 Travel scolarships Plane ticket WM-BD 2° 1 return ticket 1 1.234,89 1.234,89 Euro Dhaka - Milan & back
70 Travel scolarships Insurance WM-ZA 35 Euro Personal travel insurance
71 Travel scolarships Travel expenses WM-IN 1 receipt 1 90 90 Euro Cab to Malpensa airport. Due to a strike two delegates had their flight cancelled and WM-IT booked a new flight leaving early in the morning when there's no public transportation
72 Travel scolarships Travel expenses WM-NEPAL 80 Euro Visa Fee and bus to/from the airport in Milan
73 Travel scolarships Travel expenses WIKI PROJECT MED 1° 238,19 Euro Train Jena-Berlin/train Juelich-Milan/plane Milan-Berlin/public transportation
74 Travel scolarships Travel expenses WM-ES 1 plane ticket 1 ticket 119,98 Euro Plane Madrid-Milan and way back
75 Travel scolarships Travel expenses WM-PT 1 plane ticket 1 ticket 140 Euro Plane Copenaghen-Milan and way back. (Payment currency Danish kroner: 1.037,56).
76 Travel scolarships Travel expenses WM-SK 93 Euro Bus Brno-Milan / Plane Bergamo-Bratislava
77 Travel scolarships Travel expenses WM-HK 1° 760 Euro Flight to Europe (Hong Kong-Amsterdam/Amsterdam-London/Amsterdam-Hong Kong)
78 Travel scolarships Travel expenses WM-HK 2° 760 Euro Flight to Europe (Hong Kong-Amsterdam/Amsterdam-London/Amsterdam-Hong Kong)
79 Travel scolarships Travel expenses WM-CZ 1 plane ticket 1 ticket 87 Euro Plane Prague-Milan and way back (Payment currency Rep Ceca Krone: CZK 2286)
80 Travel scolarships Travel expenses WM-AM 1° 467 Euro Plane Yerevan-Milan and way back / Visa Fee
81 Travel scolarships Travel expenses WM-AM 2° 524,31 Euro Plane Yerevan-Rome-Yerevan / train Rome-Milan / Visa Fee
82 Travel scolarships Travel expenses WM-ID 266,61 Euro Plane ticket Amsterdam-Milan (way around) / Train ticket The Hague-Schphol (way around)
83 Travel scolarships Travel expenses WM-NL 217,67 Euro Plane ticket Amsterdam-Milan (way around) / Train ticket Den Haag-Schphol (way around)
84 Travel scolarships Travel expenses WM-US-NYC 898,59 Euro Plane ticket New york-Milan (way around) / Accomodation in hostel (private room - 6 nights - €27.5 per night). (Payment currency US-dollars).
85 Travel scolarships Travel expenses WIKI PROJECT MED 2° 1 Flight ticket 1 926,47 Euro Plane ticket Atlanta-Milan round trip. (Payment currency US-dollars).
86 Travel scolarships Travel expenses WM-CAT 1 Flight ticket 2 73,10 Euro Plane ticket Barcelona-Milan / Milan-Barcelona
87 Travel scolarships Travel expenses WM-US-DC 1 Flight ticket 1 945,31 Euro Plane ticket Washington DC-Milan (round trip). (Payment currency US-dollars: $1.236).
88 Travel scolarships Travel expenses WM-TW 1 Flight ticket 1 1.485,65 Euro Plane ticket Taipei-Milan (round trip). (Payment currency NTD: 44.285).
89 Travel scolarships Travel expenses WM-CL 1° 1 Flight ticket 2 1.410,29 Euro Plane ticket Santiago-London (round trip) / Plane London-Rome(Payment currency US-dollars: 1.845,68).
90 Travel scolarships Travel expenses WM-CL 2° 1 Flight ticket 1 1.549,83 Euro Plane ticket Santiago-Milan(round trip). (Payment currency US-dollars: 2.028,29).
91 Travel scolarships Travel expenses WM-FI 1 Flight ticket 1 274,80 Euro Plane ticket Helsinki-Milan(round trip).
92 Travel scolarships Travel expenses WM-PH 1 Flight ticket 1 1.245,84 Euro Plane ticket Manila-Milan(round trip).
93 Travel scolarships Travel expenses WM-DK 429,24 Euro Train Copenhaghen-Basel / Train Basel-Milan / Plane Milan-Copenhaghen. (Payment currency Danish kroner: 3.002,35).
94 Travel scolarships Travel expenses WM-HU 68 Euro Plane Budapest-Milan (round trip). (Payment currency HUF: 29.480)
Travel scolarships Total expenditure Travel scholarships 1 travel scholarship 41 24,813.90 20.000,00 Euro The budgeted amount was calculated on 25 travel scholarships.
95 Staff and Project Manager Total expenditure Project Manager 16,693.61 13.000,00 Euro

Refunds from self paying organizations & others[edit]

Number Category Item description Unit Number of units Actual cost per unit Actual total Budgeted total Currency Notes
97 Lodging refund from delegates Accomodation VIKIDIA (WM-FR) - 1 delegate (3 nights – hostel dorm) 1 night 3 nights 30 90 Euro Ostello Bello
98 Lodging refund from delegates Accomodation WIKIMEDIA ARMENIA - 1 delegate (6 nights – single room) 1 night 6 nights 60 360 Euro Hotel Monopole
99 Lodging refund from delegates Accomodation WIKIMEDIA ÖSTERREICH - 2 delegates (6 nights total – single rooms) 1 night 6 nights 93 558 Euro Hotel Romana Residence
100 Lodging refund from delegates Accomodation WIKIMEDIA CANADA - 1 delegate (3 nights – hostel dorm) 1 night 3 nights 30 / 28 86 Euro Ostello Bello
101 Lodging refund from delegates Accomodation WIKIMEDIA POLSKA - 3 delegates (6 nights each – triple room) 1 night 6 nights 99 594 Euro Hotel Monopole
102 Lodging refund from delegates Accomodation WIKIMEDIA SERBIA - 3 delegates (5 nights each – hostel dorm) 1 night 5 nights 30 450 Euro Ostello Bello
103 Lodging refund from delegates Accomodation WIKIMEDIA RUSSIA 1° - 1 delegate (2 nights - hostel dorm) 1 night 2 nights 21 42 Euro Monastery Hostel
104 Lodging refund from delegates Accomodation WIKIMEDIA RUSSIA 2° - 1 delegate (2 nights – hostel dorm) 1 night 2 nights 25 50 Euro Monastery Hostel
105 Lodging refund from delegates Accomodation WIKIMEDIA UK - 2 delegates (4 nights – double room) 1 night 4 nights 71 284 Euro Hotel Monopole
106 Lodging refund from delegates Accomodation WIKIMEDIA SVERIGE 1° - 1 delegate (5 nights – single room) 1 night 5 nights 93 465 Euro Hotel Romana Residence
107 Lodging refund from delegates Accomodation WIKIMEDIA SVERIGE 2° - 1 delegate (3 nights – single room) 1 night 3 nights 63 189 Euro Hotel Monopole
108 Lodging refund from delegates Accomodation WIKIMEDIA SVERIGE 3° - 1 delegate (4 nights – single room) 1 night 4 nights 63 252 Euro Hotel Monopole
109 Lodging refund from delegates Accomodation WIKIMEDIA UK 1°- 1 delegate (3 nights – single room) 1 night 3 nights 93 279 Euro Hotel Romana Residence
110 Lodging refund from delegates Accomodation WIKIMEDIA UK 2°- 1 delegate (4 nights – single room) 1 night 4 nights 93 372 Euro Hotel Romana Residence
111 Lodging refund from delegates Accomodation WIKIMEDIA UK 3°- 1 delegate (4 nights – single room) 1 night 4 nights 93 372 Euro Hotel Romana Residence
112 Lodging refund from delegates Accomodation WIKIMEDIA ARGENTINA - 2 delegate (4 nights double room + 1 night 1 delegate single room) 1 night 5 nights 71 double room / 63 single room 347 Euro Hotel Monopole
113 Lodging refund from delegates Accomodation WIKIMEDIA ÖSTERREICH - 1 delegate (4 nights - single room) 1 night 4 nights 93 372 Euro Hotel Romana Residence
114 Lodging refund from delegates Accomodation WIKIMEDIA EESTI- 2 delegate (5 nights each - single rooms) 1 night 5 nights 63 630 Euro Hotel Monopole
115 Lodging refund from delegates Accomodation WIKIMEDIA NEDERLAND- 3 delegate (4 nights each - single rooms) 1 night 4 nights 93 1.116 Euro Hotel Romana Residence
116 Lodging refund from delegates Accomodation WIKIMEDIA HUNGARY- 1 delegate (3 nights - single rooms) 1 night 3 nights 63 189 Euro Hotel Monopole
117 Lodging refund from delegates Accomodation WIKIMEDIA FRANCE- 2 delegate (4 and 5 nights - single room) 1 night 4 nights / 5 nights 129 1.161 Euro Hotel Romana Residence
118 Travel refund from delegates WIKIMEDIA UK - refund half flight - 1 delegate WIKIMEDIA IN 1 flight 1 flight 708,05 708,05 Euro One way ticket Mumbai - London
Travel refund from Air Companies Plane ticket refund from Bravo Fly Partial refund of unused ticket bought for WM Bangladesh's delegate 1 flight 1 flight 1139,49 Euro
Total refunds 10.105,54 Euro

Final balance[edit]

Number Category Item description Unit Number of units Actual cost per unit Actual total Budgeted total Currency Notes
1 Welcome Event Welcome cocktail/dinner at Frida's Club 1.200 5.000 Euro Approx 80 attendants
2 Party Social Dinner at Carlberg's Pizzeria 2.266 12.100 Euro Approx 90 attendants
Venue + catering + WiFi Total expenditure Grand Visconti Palace Hotel 54.584,60 67.744,20 Euro
Stationery, Computer rental, Electronics & other Total Expenditure stationery and others 2.048,22 600 Euro
30 Local transport expenses Carnet ATM 10 tube/bus travels each 1 carnet 136 13,80 1,876.80 3.450 Euro Bought 160
Facilitators Total facilitators expenditure 2.256,5 10.000 Euro
Lodging Expenses Volunteers and Delegates (scholarship) Total expenditure for lodging volunteers and scholarships 14.949 12.000 Euro
Travel scolarships Total expenditure Travel scholarships 1 travel scholarship 41 24,813.90 20.000,00 Euro The budgeted amount was calculated on 25 travel scholarships.
95 Staff and Project Manager Total expenditure Project Manager 16,693.61 13.000,00 Euro
Global Project Expenses 121.292.54 Euro
Final Project Expenses 111.187,00 146.394,20 Euro Global expenses less Refunds

Total project budget (from your approved grant submission):

€ 146.394,20
Total amount requested from WMF (from your approved grant submission)
€ 131.394,20 requested
€ 90.000 approved
Total amount spent on this project (this total should be the total calculated from the table above)
€ 111.187,00
Total amount of WMF grant funds spent on this project (this total will be the same as the total amount spent if the WMF grant is your only funding source)
€ 90.000
Are there additional sources of revenue that funded any part of this project? List them here.
Wikimedia Italy : € 15.000
Wikimedia Deutschland : € 30.000 to fill the gap between the balance and the approved grant
Wikimedia Polska: allocated € 6.000, spent unknown amount. They bought some flight tickets for scholars by themselves ,so both their contribution and expenses stay out of this report.

Remaining funds[edit]

Are there any grant funds remaining?
NO.
  • WMIT contribution: € 15.000
  • WMF Grant: € 90.000
  • WMDE contribution: € 30.000
  • Final project expenses : € 111.187,00
  • Remaining amount € 23.813,00

Since Wikimedia Deutschland stated that they were funding the project to fill the gap between the budget and the approved grant, Wikimedia Italia's Board thinks that the whole remaining amount of € 23.813,00 should be refunded to Wikimedia Deutschland itself. --WMI Board & Staff (talk) 11:41, 19 June 2013 (UTC)

Evaluation survey results (preliminary)[edit]

The evaluation survey has been sent out on June, 17th. To date 35 answers has been received. Given the low number of feedback we are planning a couple of reminder following this calendar:

  • Friday, July 19th - first reminder
  • Friday, July 26th - second reminder
  • Friday, August 2nd - closing and complete data analysis
  • Friday, August 20th - final results

Here we present some preliminary results derived from the answer collected.

Participants by number of times they attended[edit]

From this graph we see that at least 15 participants where first-time participants. These results are ecounraging towards the goal of the event to involve a broader audience among the people in the Wikimedia movement. More granular analysis of the data show that this first time-participants where mostly chapter volunteers (6), followed by thematic organisation and perspective chapters members (4) and chapter staff (4).

Conference ratings[edit]

This graph shows the ratings received by the conference as overall rating, over its contents and the conference program. This preliminary data show that most participants has been satisfied with the conference.

WMConf least liked[edit]

The answer collected from this question were manually categorised. These data, although preliminary, shows what was already pointed out in the reported, the biggest concerns regards the last-minute changes to the program leading to some organisational problem for the team and the participants. The other main concern regarded the logistics, mainly the fact that the participants were spread over several hotels/hostels.

WMConf Most liked[edit]

The answer collected from this question were manually categorised. In general the most liked opportunities offered from the Wikimedia Conference have been the possibility to meet members from other chapters and know each other followed by the possibility to share ideas and best practices. Many participants have welcomed the good atmosphere and the inclusive environment at the Conference, also the location (the city of Milan) and the Italian food were appreciated.

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