User:DSaroyan (WMF)/Conference
Who?
Groups, individuals, Wikimedia affiliates or organisations that are looking to bring together Wikimedians
What?
Local, regional and thematic conferences focused on sharing, skill-building, and networking
When?
3 months processing time, 2 rounds in a year
How much?
Starting from 10,000 USD
How to apply? 
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1. Read about the fund and how to plan an event below.
2. Contact the Program Officer at conferencegrants
wikimedia.org to discuss timelines and process. They will help you understand what round to apply for and will support you in the process. Two months before the grant round begins is a great time to contact.
3. Go to Wikimedia Foundation Grantee Portal (Fluxx) and log in.
- If you do not have an account, click Register Now and provide the requested information. You will receive confirmation of your registration within one working day.
4. Select the Apply for Conference and Event Fund button on the main page. Click Save and Continue or Save and Close to save the application.
5. Follow the instructions on the application form. You will need to give information about your event and upload some documents.
5. Click Submit to submit the application for review.
- We accept applications in any language. We will support translation for applications and discussions as needed.
- Applications will be published to Meta-Wiki automatically within two days. This is done for community review and feedback.
- You can prepare the application offline. Make a copy of the application form, answer the questions and copy the text to Fluxx.
Do you need help? See the section below. 
What do we fund? 
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Conference and Event Fund gives funding and planning support to organise local or regional conferences. These events bring Wikimedians together for experience sharing, skill-building, and networking.
We prioritise proposals that:
- Are from underrepresented communities that have capacity-building as a main goal.
- Support implementation of the Wikimedia 2030 Strategy recommendations.
- Create regional, thematic, growth groups in the Wikimedia movement.
- Include outreach and partnering with open knowledge organisations, expanding our global reach.
- Are newcomers in the Wikimedia movement and empower new participants.
- Are creating virtual events instead of in-person.
Note: For grants under 5,000 USD, please see the Rapid Fund program.
Who can apply? 
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This fund is for you if you:
- Are a group or organisation with no outstanding reports.
- Are applying to organise a future, planned event or conference.
- Are a Wikimedia affiliate who wants to organise an international or regional conference. Examples are GLAMWiki conference, Wikisource Conference, WikiIndaba, CEE Meeting.
- Have an organisation or shared bank account. Groups with no shared bank account and individuals will need to have a fiscal sponsor.
- Received Wikimedia Foundation Funds before. If you did not receive funding before, contact conferencegrants
wikimedia.org to discuss.
- The project you have in mind aims to improve third-party websites.
- You are from a country that cannot legally receive funding for the described activities and expenses, based on laws on sending and receiving funds in the United States and their country.
- The project includes lobbying activities, as per United States Internal Revenue Service definitions.
- You are listed on the United States Department of Treasury Specially Designated Nationals And Blocked Persons List (SDN).
- You are a Wikimedia Foundation staff member or contractor.
- You do not provide all information and documents needed to receive the funding from Wikimedia Foundation.
- We take all applicants through a due diligence process. This means you need to be in ethical good-standing, (e.g. Wikimedia behaviour, social behaviour, financial behaviour, legal behaviour, etc.).
- Applicants must follow the Universal Code of Conduct and Friendly Space Policies.
- Does your proposal involve direct contact with children or youth? You need to outline the following:
- Related international and local laws, and provide documentation of the local laws in the annex.
- How you aim to engage young people safely.
- All vetting and training adults working with young people have undergone.
- The protocols to protect physical and psychological safety of young people.
When to apply? 
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February 5, 2024
Submission deadline
February 6 - February 26
Staff review
Community review
February 26 - March 4
Receiving and engaging with feedback
March 29
Decision announced
June - December 2024
Event dates
1
Submission deadline
2
Staff review
Community review
3
Receiving and engaging with feedback
4
Decision announced
5
Event dates
How we review proposals? 
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Proposals are reviewed according to the following criteria:
- Community engagement:
- How do you aim to engage your community in the planning process?
- Impact potential:
- Is there a demonstrated need for the event?
- Are goals and intended outcomes clearly articulated, high priority, and reasonably achievable?
- Is there a plan for follow up after the event?
- Ability to execute
- Are there enough community members with the time and ability to plan and execute the event?
After submission, the application will be processed with the following steps:
- Committee review and feedback of proposals (14 days)
- Applicants make adjustments to their proposal where needed. Should the applicant need it, they can schedule phone calls with the program officer or committee members. (14 days)
- Funding decision is posted within 4 weeks of submission.
- After approval, monthly check-in calls will be scheduled with the Program Officer.
How to plan a conference or event? 
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These are the best practices for creating a successful conference grant proposal. Find all resources on the Events Portal in the Events Team Portal/Community space section.
- Open the community engagement survey template and make a copy. This is a master file, please do not edit but make a Copy.
- Do not remove any questions. You are welcome to add more questions. You can also translate the survey.
- Send the survey out to people of interest in your community. Set a deadline for survey responses and send out reminders.
- You will add the results in the application form.
Partnerships & scholarships:
- Active and experienced editors and volunteers should be engaged in the group. These are also the best participants for travel scholarships.
- Conferences can be an expensive and ineffective way to do outreach.
- Consider offering partial scholarships. Or asking applicants how much funding they need to attend the event.
Location & Timing:
- Choose a central location for participants. This will keep travel costs lower and allow you to give more travel scholarships to those who need them.
- Keep conference and working group meetings to two or three days.
- Limit sightseeing trips to evenings, after the conference program has ended.
- Partnering with like-minded institutions with free or discounted spaces can be beneficial.
- If a venue does have a few, do offer reasons around why you've selected it. Is it low cost, located centrally?
- Limit merchandise to low-cost items like stickers.
- Keep printed banners and signs general enough for use at later events.
Travel & Meals:
- Scholarships can include round-trip travel, shared accommodations, conference registration, and visa fees.
- Funding for food should be limited to lunches during the conference. Coffee breaks and one group dinner can also be included.
Event Planning & Support: You may request for funding to pay for the following:
- Travel agent fees
- Administrative support, eg. processing visa application letters and reimbursements.
- Paid facilitators or trainers. Do discuss this with your program officer early in the application process.
- Planning costs, eg. meeting space and local transportation.
- Up to 10% unforeseen expenses can be included in the request.
Alternate sources of funding:
- In-kind donations can open doors to interesting partner organisations. These donations include goods and services rather than money, eg. free use of venues, reduced costs for meals or services.
- Get in touch with organisations who support your work in the region, they may be valuable partners.
Grant coordinators act as your main contact for grant support.
- Ensure plans are on track, and provide updates grant program officers from the team.
- Tracks the budget and collects expense documentation.
The logistics team coordinates research and confirmation of event details.
- Including event venue, timelines, official documentation, contracts, with experience of negotiating vendors.
The conference program team coordinates the planning survey, proposal, and develops the program.
- Collects documentation of outcomes and action items from each session.
Communications team keeps the event page updated and coordinate community engagement.
The scholarship committee manages the scholarship application process. They send a list of selected recipients to the program officer before notifying recipients.
Volunteer coordinator checks in on volunteers and keeps notes on all sessions.What report to send? 
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If your Conference and Event Fund is approved, you will need to send a report. Send the report within 60 days after you complete the project.
- Go to Wikimedia Foundation Grantee Portal (Fluxx) and log in.
- Find the Reports section on the left sidebar. Select the Upcoming link and you will see all upcoming reports.
- Select the report and click Edit. Answer the questions in the form. You can write it in any preferred language.
- When your report is complete, click Submit to send it for review.
- You can prepare the report offline. Make a copy of the report form, answer the questions and copy the text to Fluxx.
Need help? 
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Here are some pages which may help you:
- Conference management resources
- Tutorials about Grantee Portal (Fluxx)
- Review all applications and reports
You can contact the Program Officer in any preferred language and ask any questions.
- Complete this contact form to ask your question.
- Send an email to conferencegrantswikimedia.org.
The Community Resources team at Wikimedia Foundation supports the Wikimedia Foundation Funds. We offer funding opportunities, guidance, and other resources to the Wikimedia Movement.