Grants talk:PEG/SarahStierch, HstryQT, Peteforsyth - GLAM-WIKI US/GLAMcamp DC

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Thanks for submitting. The scope is nice, the idea as well, and I support every initiative related to the GLAM outreach, but isn't the time gap for another such camp too short? I assume this camp should be of international interest for many people involved in GLAM, and intends to mouth the same needs as the upcoming in Amsterdam and the previous one in New York City. You have my excuse if you plan to focus mostly on the local Wikimedians and supporters, or to introduce something other very important that I'm missing in this comment. Best regards.--Kiril Simeonovski 19:41, 20 October 2011 (UTC)

Hi Kiril, thanks for the comment. This is definitely something that was brought up among the organizers and on the Cultural Partners list. But it was considered important to convene a Camp in the US in addition to the Amsterdam camp. You are correct in your assumption that this is meant to be US-focused. Right now the US has an extensive amount of interest among cultural institutions, but there is not a cohesive, organized group of US Wikimedians to call upon to answer this need. This camp will help bring together those who are highly interested in helping the GLAM initiative in the US and will also build upon the work that is completed in Amsterdam. It certainly will not be done in a vacuum. The two are strongly linked, but do each have their own value.HstryQT 20:53, 20 October 2011 (UTC)
Note: Lori has now created a page that outlines the various kinds of GLAM events. This may be helpful to put the present proposal in context: outreach:GLAM/Model projects/GLAM events -Pete F 16:34, 8 November 2011 (UTC)
I shall appreciate organizers for their wonderful attempt, I see no issue with this grant.Organizers have experience to conduct such activities and Amount asked is as per requirement.So this request is ok.Best Wishes--Mayur (talkEmail) 05:45, 7 November 2011 (UTC)
  • Thanks for the kind words, Mayur! I agree, and I'm pleased to be working on this with Lori and Sarah, who have done a lot of good planning for this. -Pete F 16:34, 8 November 2011 (UTC)

Ping[edit]

Ping! Not much action and time is ticking. The sooner we can get funding the more affordable travel will be and we can make sure our ducks are in a row =) SarahStierch 14:46, 22 November 2011 (UTC)

Please adjust the per diem rates to 75% of the GSA rate. It is our policy to be a little more frugal than uncle Sam, and in our experience, 75% of the allowances are enough. Ijon 13:45, 24 November 2011 (UTC)
Made the change -- thanks for the guidance! -Pete F 14:37, 24 November 2011 (UTC)

Adjustments requested[edit]

As plans have progressed, we have found that we are (1) under budget on several items, and (2) have several expenditures we would like to make that were not in the original budget. Barring a major change in costs prior to booking, we are confident that overall, we will be able to remain within the original $10,165 requested, but we would like to change several of the line items.

Here is what we would like to do:

  • Add $625 to the "Miscellaneous" item, in order to have $750 available for snacks and coffee throughout the event, and an additional $125 available for supplies like post-its, flip charts, etc. We are still exploring less expensive options, but we may be restricted to caterers approved by the venue, in which case $750 may be the minimum for 3 days. We seek approval to spend this much if it becomes necessary.
  • Add three international participants. We initially designed this event for only U.S.-based participants, but we did receive four strong international applications. (One individual was able to fund her own travel, and has already been accepted.) We feel these individuals would add greatly to the quality of the event, both in terms of producing the deliverables identified, and also in terms of strengthening international ties within the GLAMwiki movement. We are confident we would be able to admit these three and remain within the original budget, even after the $625 increase to "miscellaneous" above; but since this involves applying funding to non-U.S. participants, we want to be transparent about the change from the initial plan. This would bring us to the intended 25 participants (or 26, as there is a little ambiguity on how to count). The applicants and some relevant qualifications are:
    • Kippelboy: Wikipedian in Residence at the Picasso Museum. Past GLAMcamp participation. Author of featured Wikipedia content.
    • Danny B.: Contact with National Technical Library. Experience in founding a Wikimedia Chapter. Experience with QR codes. Past GLAMcamp participation. Interest in supporting GLAM outreach.
    • Antaya: GLAM contact for Wikimedia Canada. Past GLAMcamp participation. Involvement with QRpedia and WikiLovesMonuments.

We hope these adjustments are acceptable, and that we can have a quick decision, so that we can make purchases before airfare and other costs begin to increase. -Pete F 00:40, 14 January 2012 (UTC)

This is approved. Asaf Bartov (WMF Grants) talk 18:32, 17 January 2012 (UTC)

Further adjustments requested[edit]

Here are two more requests that will not cause an overall increase in spending, but were not explicitly described in the initial request:

  1. Pete F, one of the organizers, will be arriving a day early (to make preparations for the event) and leaving a day late (for personal reasons). I would like to have the first night at the hostel covered by the grant (an additional $102) since it is for the purposes of preparing the event; I will pay the final night personally.
  2. As our plans have come together, we have found that there may be some walking required. We have a small number of participants who may not be able to walk extensively. I would like to know if it is acceptable to use a taxi on occasion in these cases. I am confident that any such use would still be within the total budgeted amount. -Pete F 01:52, 5 February 2012 (UTC)
This is fine (assuming taxis are shared). Asaf Bartov (WMF Grants) talk 18:13, 6 February 2012 (UTC)

Reallocation of underspent funds[edit]

There is about $700 left from the initial GLAMcamp DC budget, which I haven't yet returned to WMF. I'd like to spend some of it on lunch & refreshments for the edit-a-thon I'm hosting this weekend. It's difficult to predict how many people will attend. I suggest the following: $50 will cover pastries and cookies to get us started, and half way through we can order pizza, salad, and drinks based on how many people attend. We can keep costs under, say, $12 per person. If there are 50 people, this would amount to $600, which would be easily covered by the budget. I am fairly no more than 50 will attend (and even if they do, am sure the $600 ceiling would be enough). Acceptable? -Pete F (talk) 19:27, 19 April 2012 (UTC)

This is approved. Please report on the actual spending after the event. Asaf Bartov (WMF Grants) talk 19:48, 19 April 2012 (UTC)
Thanks! I will submit a full report of all expenses for both GLAMcamp DC and the Edit-a-thon, along with leftover funds, by May 1. -Pete F (talk) 22:51, 20 April 2012 (UTC)