Grants talk:Project/Rapid/Madrid/Wikipedia at World Pride

Comments from I JethroBT (WMF)

Hi Earlyspatz, and thanks for your grant request for this meeting at World Pride in Madrid. You clearly bring a lot of event planning experience with your background. In addition to the meeting, this request also seems to have elements of an edit-a-thon, and some photography during World Pride in Madrid. I think this set of activities fits well with our funding guidelines. Before I approve, would you consider setting some goals under the Impact section with regard to these other activities? A few ideas could include estimating how many biographies you'd like to improve with an image taken at the event, and how many articles you might be able create or otherwise improve during this meetup. Let me know if you have any questions. Thanks, I JethroBT (WMF) (talk) 18:33, 2 June 2017 (UTC)

Hi I JethroBT (WMF) I added the estimated number or biographies and portrait photos. I made a low estimation so that there won't be trouble with not reaching the target. In a similar event in Switerland over an extended weekend it was about the same number of articles + pictures. If you have any further questions, please contact me.--Earlyspatz^talk 08:38, 3 June 2017 (UTC)

Adjustments

Dear grant committee, dear I JethroBT (WMF)

I want to propose some changes to the grant agreement due to costs that are now clear because of booked flights and changes in logistics.

• The costs for the flight costs of the participant from Kyrgyztan: 250 Euros
• Costs for the flights of the Russian particpant: 182 Euros (flight back is from Barcelona, flight from St. Petersburg is to Madrid. - we would cover the flight back from Barcelona as it is the more expensive one of the two).
• Flight costs for the participant from Ukraine: 150 Euros.

So from the original budget of 900 Euros for flights costs there are 268 Euros left.

• We would like to reimburse with that half of the flights costs of the Polish participant (as Wikimedia Poland will probably not cover flights costs): 100 Euros
• We would also like to cover half of the travel costs (bus) of two participants from outside of Madrid (that didn't manage to arrange their travel in a way that it is covered by their employer etc.): 70 Euros.
• Furtheremore we got 8 free codes to access the human rights summit, which is crucial for us. 2 get in as press with cameras in order to take photos. 5 get in as normal participants. 1 gets in as a speaker at a round table discussion. We would overall need 3 additional tickets of 20 Euros each in order to make it possible for everyone to attend the summit.

We would then have 88 Euros left from the original budget for flights costs. Those would be spend on public transport tickets on the 26th of June to get to and back from the human rights summit which is located on the outskirts of Madrid.

Would this change in the way the money is spend be accepted by the committee?--Earlyspatz^talk 08:27, 21 June 2017 (UTC)

@Earlyspatz: Thanks for notifying us about these changes. The adjustments you've described from travel to tickets and other travel needs is approved. Can you note this in the budget section on the grant page? Thanks, I JethroBT (WMF) (talk) 20:28, 21 June 2017 (UTC)

Additional adjustment

Dear I JethroBT (WMF), Another adjustment has to be made. I didn't book the accommodation at the hostel for the Russian participant as it wasn't clear whether he would get the Visa until the 21st of June. Today he got the message that the visa was granted. I would give my space at the hostel to him. Booking another place at the hostel would cost 170 Euros. This would be outside of the budget. So I would stay at a friend of a friends house inside Madrid for 15 Euros per nights instead. So that in total it would cost 60 Euros additionally. I hope that this would be acceptable. I have a friend in Madrid, but his house is outside of Madrid one hour. And he has to work at the hospital sometimes 24 hours. So he would have to copy the keys etc. It would be better if I then stay at his friends house for 15 Euros per night. --Earlyspatz^talk 21:03, 21 June 2017 (UTC)

Grant funds spent

Spent funds

• food = 624,24 Euros
• public transport= 51,70 Euros
• tickets for summit for three people on 26th of June= 30 Euros
• extra accommodation = 30 Euros
• lock for lockers at the hostel: 7,90 Euros
• reimbursement of tickets: 817,95 Euros

Remaining funds

• 188,21 Euros remaining- is it possible to spend this on reimbursement of Visa costs for international participants?