Grants talk:PEG/Abbas Mahmood - Creative Commons Community in Kenya/CC Kenya Formative Meeting

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Kiril's take on the grant[edit]

Thanks for the submission. First of all, it's really a great news to hear that there is a such initiative in Kenya. My questions regarding this request are the following:

  1. How many people are involved in the initiative to form the Creative Commons Community?
Approximately 10 people. But this meeting is expected to be attended by approximately 40 people from like-minded organizations. Abbasjnr (talk) 05:38, 8 October 2012 (UTC)
  1. Can you explain the cost for accommodation by detailing it with its unit price multiplied with the number of participants? You can also give information about the city where the meeting will take place and the other cities the participants is expected to come from.
This is a small, one-day meeting to be held in Nairobi. All the attendees are expected to come from Nairobi. The accommodation is to cover for the Creative Commons Africa Regional Coordinator. Creative Commons will pay for his airfare and we will cover the cost of accommodation. Abbasjnr (talk) 05:38, 8 October 2012 (UTC)
  1. Who will cover the costs of travel for the participants? There is no item in the budget that points on the costs of travel.
As I said above, this is a small event and we are only inviting participants from Nairobi, so there isn't a need to budget for travel. Abbasjnr (talk) 05:38, 8 October 2012 (UTC)
  1. What is included in the contingency costs? It's a pretty strange thing to have 20% contingency costs.
This is to cover any unplanned expenses. Up until now, we haven't booked the hotel venue for November, so just in case the rates go up, we'll have this contingency to cushion the deficit. Abbasjnr (talk) 05:38, 8 October 2012 (UTC)
  1. Do you have any deadline to confirm the CC Kenya Affiliate Organization and prepare the Annual Plan?
Yes, we hope to have an Affiliate and an Annual Plan by January 2013 Abbasjnr (talk) 05:38, 8 October 2012 (UTC)
  1. How do you plan to measure the change in the awareness of Creative Commons?

Best regards.--Kiril Simeonovski (talk) 21:50, 7 October 2012 (UTC)

We are mainly targeting government institutions and the Education sector. Our success will be determined by the number of organizations that adopt CC licencing. Abbasjnr (talk) 05:38, 8 October 2012 (UTC)
Hello Abbas. Have you considered inviting local writters, Artists and photographers clubs? I think Tobias can bear witness of how these civil sector organisations are doing more in using and promoting CC compared to Government org and Academic institutions. I also feel that setting "Adoption of CC" by invitee organisations as a measure of project success might not be appropriate as official adoptions are beurecratic in nature and can take a long time. I would be satisfied by evaluating mere attendance by such Organization as some sort of measurement. The prominent measurement would in my view be official set-up of CC-Kenya or mile stone toward set up of. --Thuvack (talk) 15:35, 19 October 2012 (UTC)
Thuvack, I agree with you. I'll redact the measure of success. And yes, we will invite artists too. Thanks. Abbasjnr (talk) 06:12, 26 October 2012 (UTC)
Hi, please see below for a more detailed list of invitees. Governments institutions are normally bureaucratic - but please note CC has been warmly embraced by the government and that NCLR is in fact a creature of the law. We are delighted that the institution is the first in Africa to adopt Creative Commons!

Venue breakdown And non-monetary requirements[edit]

Can you break down the venue cost? What does it include? AV? How big is the venue? I think that in general, Wikimedia-Kenya should have partners like Universities or public spaces that can be utilised for this planning meeting? I would not be bothered if a percentage or portion of the amount is rather allocated on Catering and other amenities including covering transportation costs for organisers and some attendees.

See response below. Abbasjnr (talk) 06:17, 26 October 2012 (UTC)

On non-monetary requirements, I doubt that Wikimedia would be able to give T-Shirts, pins or any merchandise with "CC" logo? Perhaps that section should be scratched off and rather sent to "CC" regional or head offices directly?

Yes, you're right. I'll remove this non-financial requirement. Abbasjnr (talk) 06:17, 26 October 2012 (UTC)

All in all, I fully support this initiative. CC is a very important and relevant licensing frame work and any initiative towards its advancement is plausible.--Thuvack (talk) 15:35, 19 October 2012 (UTC)

I would like to second Thuvack's question. In the past, Wikimedia volunteers in Nairobi have been able to secure venues for small meetings as an in-kind donation from local university campuses. Why is this not the plan here? Asaf Bartov (WMF Grants) talk 22:13, 25 October 2012 (UTC)
This is a full day event. The venue cost covers space rental, catering, and internet. Asaf, getting a free space depends on a number of factors. Just to recap from my Wikimedia Kenya experience: iHub (an open public space in Nairobi) usually offers free meeting space if it's only a small number of people and for a short time. However, iHub charges organizations that want to use the space for a full-day event. Also, the last time we held an event at a University (Strathmore University), we actually paid for renting the space. Asaf, please do keep in mind that whenever WMKE has had a meeting (of 5-10 people) at the University of Nairobi, it's usually held at the University gardens, or if we're lucky enough to get an empty classroom, then we use it. Also, please note that this is not only a meeting per se, but I do expect (and Alex from Creative Commons will correct me if I'm wrong) that this will also be an opportunity for us to formally launch Creative Commons in Kenya, hoping that we will agree on 1) an affiliate Creative Commons Kenya organization; 2)a CC Kenya Public Lead and 3) a CC Kenya Legal Lead. Abbasjnr (talk) 06:07, 26 October 2012 (UTC)
Thanks for the clarification; this does make more sense. Still, it is my understanding at least two academic institutions are to be represented in this event -- could they not help arrange a venue (and Internet connectivity?) as an in-kind donation, or at a significant discount? (Refreshments are fine, of course.) Asaf Bartov (WMF Grants) talk 06:16, 26 October 2012 (UTC)
I agree with Abbas and if may add, the thinking behind a hotel as opposed to an academic institution for our first meeting was a) need to have a "neutral" central location venue - easily accessible to Ministry of Information and Communications, Kenya ICT Board, Communications Commission of Kenya, Kenya Copyright Board, Africa Nazarene University, Strathmore University, Kenya Polytechnic University, OER Africa, National Council for Law Reporting, CPIT, KENET, Music Copyright Society of Kenya, Artistes, Movies Makers, Writers, Publishers, Music Performers Association, Visual Artists, CreativeZ, Open Source Software advocates and the media, among others thereby maximising on participation by diverse content(licensing) stakeholders. But that said, and as the proposed meeting date got closer, I approached Strathmore University exploring the possibility of hosting us. But, unfortunately the person I initiated the conversation with is now on leave therefore for now consider their facilities as unavailable for the purposes of this event. I am confident that they will grant us their venue in future, if not for more academic-oriented OER events.
Also, considering that city hotels are quite "media-accessible", we hope to use the occasion to formally launch National Council for Law Reporting recent adoption of Creative Commons (see: bottom of website kenyalaw.org) --Alex Gakuru (Creative Commons)

Budget Revision[edit]

Dear Asaf,

As you may know, we have decided to make some changes in our grant request:

  • We have managed to secure the venue for free.
  • We've budgeted for promotional materials (banners and flyers).
  • One of the key participants will be staying for 2 nights, rather than the one night as was originally budgeted for.
  • Logistics include local transport & communication costs for organizers.
  • We've received increased (unexpected) attention from locally-relevant, like-minded organizations who are interested in attending, and knowing the outcome of the meeting. As you may know, we initially had a capacity of 40 pax, but due to increased demand, we _may_ end up hosting 60 to 70 people.
  • We've scrapped off contingency costs. In view of the increased interested participants costs, we are currently in talks with a potential co-sponsor, and are optimistic that they shall cover other additional event hosting costs, such, photo/videography and a continuous creative commons licensed content display LCD at the venue).
  • Please note: Creative Commons is a new phenomenon in Kenya. Therefore, we expect that our activities (including this event) will be ever-evolving, with unexpected twists and turns. This is an entirely new Outcome Mapping approach which we have our eyes on. I therefore apologize for the abrupt changes, and any such future that may arise.

Please feel free to share your concerns. On behalf of the Organizing Team, Abbasjnr (talk) 19:23, 31 October 2012 (UTC)

This revised budget is approved. Congratulations on securing the venue for free, and I look forward to a very successful event! Asaf Bartov (WMF Grants) talk 23:53, 1 November 2012 (UTC)

Currency fluctuations[edit]

I've submitted the budget in Kenya shillings without rounding off any figures and catering for currency fluctuations and bank charges. I hope that we won't end up being affected by unfavourable bank exchange rates (of which I have been a victim of in the past). If that's the case, is it OK for me to add some money to cater for a possible deficit? Abbasjnr (talk) 06:07, 2 November 2012 (UTC)

Grant Reapportionment[edit]

I would like to request a portion of the money (28000KES) which was originally going to be used to cover food, but has now been paid for by one of our co-sponsors, to be re-allocated and used to cover photography fees. Abbasjnr (talk) 04:03, 28 November 2012 (UTC)

Approved. Asaf Bartov (WMF Grants) talk 05:35, 28 November 2012 (UTC)

GAC Member Status[edit]

Abstaining[edit]

No Objection[edit]

Waiting for more details[edit]

Report past due[edit]

The report for this grant was due within 3 months of the project completion date, or before the end of February 2013. Please submit it now, or contact grants at wikimedia dot org with questions. Thanks, Winifred Olliff (Grants Administrator) talk 19:37, 19 March 2013 (UTC)

Reminder: This report is still past due. Please submit it immediately. Regards, Winifred Olliff (Grants Administrator) talk 19:33, 15 May 2013 (UTC)
I found this report. It had been accepted back in March, but was not properly moved by me to match the name of the submission. Apologies for incorrectly marking this report as still past due! Winifred Olliff (Grants Administrator) talk 20:58, 16 May 2013 (UTC)