Wikimedia Conference 2016/Grant proposal
- 1 Basic information
- 2 Goal
- 3 Plan
- 4 Resources and risks
- 5 Budget
Grant request details
- Are you an organization, a group, or an individual?
- Please provide your name, or the name of the group or organization requesting this grant.
- Wikimedia Deutschland
- Please provide the name (or username) of the main contact for this grant request. You do not need to disclose your legal name publicly.
- Nicole Ebber (WMDE)
- For groups and organizations only: Please provide the name (or username) of a second contact for this grant request.
- Wenke Storn (WMDE)
- Please link to any relevant documents, including your website if you have one.
- Wikimedia Deutschland in general
- Wikimedia Conference 2014
- Wikimedia Conference 2015
- WMCON15 page: Wikimedia Conference 2015
- Participants' feedback evaluation: Wikimedia Conference 2015/Feedback evaluation
- 1st WMCON15 grant report (Logistics Coordinator + Program and Engagement Coordinator), July 2015: Grants:PEG/WM DE/Wikimedia Conference 2015/Report
- Report on the PEC’s efforts during Wikimania, August 2015: Wikimedia Conference 2015/Program and Engagement Coordinator/Wikimania report
- 2nd WMCON15 grant report (Program and Engagement Coordinator), September 2015: Grants:PEG/WM DE/Wikimedia Conference 2015/PEC Report
- Wikimedia Conference 2016
- WMCON16 page: Wikimedia Conference 2016
- Updated/extendion Program and Engagement Coordination concept: Wikimedia Conference/Program and Engagement Coordination
- New Program Design Process: Wikimedia Conference 2016/Program Design Process
- Official project name
- Wikimedia Conference 2016
- Project start date
- October 2015
- Project completion date
- End of November 2017
- Please describe the project in a few sentences
- This grant request is intended to fund the hosting and organization expenses for the Wikimedia Conference 2016 and 2017 in Berlin. The Wikimedia Conference is the annual meeting of all Wikimedia organizations (Wikimedia Chapters, Thematic Organizations, User Groups, and the Wikimedia Foundation), as well as other committees to discuss the future of the Wikimedia movement in terms of collaboration, structures and organizational development and the global platform to share experience and learning.
- Total cost of project
- 235,365 € (including travel costs via WMF travel team)
- Amount and currency requested
- 145,365 € (excluding travel costs)
- Please provide an equivalent amount in US dollars using the exchange rate provided by Oanda on the date you open this request
- US$ 165,010 (1 € = 1,13514 US$; October 22, 2015)
Over the last years, a typical Wikimedia Conference proceeded like this: A program was created, participants arrived rather unprepared at the conference, presented and discussed important issues for three days and then left on Sunday. After the conference, the different strands of ideas, topics and conversations were not taken up, no one felt responsible to develop these strands any further; at least not in the open or in collaboration with others. Overall, a coordinated, outcome-driven approach was sorely missing. Only when it was time for the next conference, topics were brought up again, but mainly overshadowed by logistical discussions around venue, host, or color of the bikeshed. The Wikimedia Conference is not the only conference that faces these issues: Keeping the attention and motivation for events and topics high is quite a common challenge within and outside the movement.
In early 2015, WMDE and WMF agreed on hosting the Wikimedia Conference for at least three years (2015-2017) in Berlin. This gives us the opportunity to organize the conferences with a long-term perspective regarding logistics and program, with specific goals and with proper involvement of all affected parties. Wikimedia Deutschland is taking the lead in the program design process. Both, the creation of an outcome oriented and productive program as well as facilitating an efficient engagement process pursues our goal to make the Wikimedia Conference a productive and sustainable event, well embedded in the Wikimedia movement. The close collaboration with the WMF’s Community Engagement teams throughout the Program Design Process as well as their participation in the conference is also key for a successful WMCON. With the aim to make the conference more sustainable, the Program and Engagement Coordinator as well as the Event and Logistics Coordinator plan to establish learning patterns and be consultants for other movement events, because we strongly believe in the power of being learning partners in the movement.
- The following overview, displays the time planning and steps for the Wikimedia Conference 2016 as well as rough steps for 2017. Dates, format and target group for the Wikimedia Conference 2017 will be discussed with the respective stakeholders in 2016.
|Color Code indicating jobs|
|Joint tasks of both coordinators|
|Event and Logistics Coordinator|
|Program and Engagement Coordinator|
|Month / Year||Description of activities|
|December 1 - January 15, 2016||
|January 15, 2016 - March 2016||
April, 21 - 24: Wikimedia Conference 2016
|May 2016-June 2016||
|Draft time table for WMCON17||August-September 2016||
|December 2016-January 2017||
|April/May 2017||Wikimedia Conference 2017|
Program and Engagement Coordinator
You can find an updated/extended version of the Program and Engagement Coordination concept here.
For the Wikimedia Conference 2015, Nicole Ebber and Cornelius Kibelka created the “Program and Engagement Coordination” concept. Our motivation is to make the Wikimedia Conference as a whole more productive and sustainable. The concept has an experimental character, however, we consider the first six months a success. Please see our report published in September 2015 for a retrospective. As we believe that the long term impact will only be visible after a complete conference cycle of (at least) 12 months and we saw first positive effects on the continuation and participation of WMCON topics, we will continue and enhance the Program and Engagement Coordination. As we stated in our last report, the concept is continuously developed in an experimental, reflective and iterative way.
The Program and Engagement Coordinator creates and facilitates the program design process that involves all participants. His other main duty is the coordination and facilitation of the engagement process around the conference’s topics before and after the event. Our goal is to engage more Wikimedia movement people to carry important conversations and learnings forward. We strive to accomplish this by working with thematic ambassadors and by establishing thematic bridges to other movement events.
The position of the Program and Engagement Coordinator covers five main areas:
1) Creation and facilitation of the new program design process
- Creation of the new program design process together with Nicole Ebber, curator of the Wikimedia Conference
- Facilitation of the process in close consultation with the program advisors
- Creation of the program together with the registered participants, involving an assessment of needs, wishes and expectations
2) Preparation and execution of the Wikimedia Conference 2016
- Creation of the session outline and building the conference schedule
- Documentation of the Wikimedia Conference, with help of the volunteer-note takers
- Being liaison for all content-related matters between participants, speakers, facilitators and the logistics coordinator
3) Documentation and post-processing
- Publication of the extensive documentation
- Post-processing of the documentation incl. Re-adapting/re-analysing the “main topics” of WMCON 2015
4) Support of the thematic ambassadors and involving WMCON participants
- Continuous and enhanced support of the thematic ambassadors (incl. constant check-ins, connecting people, advising regarding next steps)
5) Establish more programmatic bridges to other movement events
- Program Liaison for WMCON topics for Wikimania 2016
- Creation (or involvement in creation) of thematic bridges to other regional conferences (WikiArabia, IberoConf, CEE Meeting), advising organizers in aspects as program developing processes and similar
Event and Logistics Coordinator
Wikimedia Deutschland has a professional event team on site, which is already experienced in organizing the Wikimedia Conference as well as other events. The role of the Event and Logistics Coordinator is to successfully plan, organize, implement as well as to follow-up on the Wikimedia Conference and the fringe events (e.g. Pre-Conference Workshops, WMF Board Meeting, FDC Meeting, AffCom Meeting, ED Meeting).
Thus, from the kickoff to final reporting the person will be responsible for managing the logistics around the conference, execute detailed planning and thereby liaising with the participants, the WMF travel department, the Program and Engagement Coordinator as well as external vendors. Communication management, such as creating and updating the event’s Meta pages, sending information emails and creating a conference guide, becomes a crucial subject of the coordinator.
The Event and Logistics Coordinator will also take care of the cost management, which encompasses planning on the budget, expenses tracking, processing invoices and budget reporting.
Important key tasks are the extensive participants’ support and care (inviting attendees, coordinating travel and hotel booking, helping with visas and interacting with participants etc.) as well as the management of the venue and other service providers (research, inquiry to select appropriate vendors, contract negotiation, contracting and coordinating them before, during and after the event etc.). All activities are dedicated to facilitate the logistics behind the event and to support the program team and participants as good as possible, in order to enable them to fully immerse into the conference and to concentrate on the conference goals and topics.
In consideration of the expected increase in participant numbers for 2016 and even more for 2017 (~165 participants in 2015), the workload of the Event and Logistics Coordinator will expand. WMDE expects up to 200 participants in 2016 and up to ~250 participants in 2017, if the format and target group remain the same. Thus, the conference venue ‘Tagesspiegel’ as well as the conference hotel will reach their maximum capacity in 2016 and therefore bigger locations for 2017 need to be scouted and contracted. Moreover, as the Event and Logistics Coordinator is responsible for the hotel booking of affiliates without WMCON funding as well as the support of the visa application process (e.g. writing and sending invitation letters, sending participant list to Ministry of Foreign Affairs, contacting local embassies if necessary, follow up with participants on visa status), the organizational efforts will rise by the increase in participant numbers.
List of tasks and activities of the Event and Logistics Coordinator (not necessarily exhaustive)
- project management
- budget and cost management
- venue and vendor management
- registration management
- participants’ management
- visa management
- communication management (update Meta, keep participants up to date via e-mail, etc.)
- hotel management
- coordinate and organize pre-conference and fringe events
- planning and preparing social activities
- offering all-round service, assistance and on-site support to participants
- contact point for all internal and external inquiries (e.g. service personnel, contractors etc.)
- The main beneficiaries are the movement organizations, committees and their participants - Wikimedia Foundation, Wikimedia Chapters, Wikimedia Thematic Organizations and Wikimedia User Groups, as well as the Funds Dissemination Committee (FDC) and the Affiliations Committee (AffCom).
Fit with strategy
What crucial thing will the project try to change or benefit in the Wikimedia movement? Please select the Wikimedia strategic priority(ies) that your project most directly aims to impact and explain how your project fits. Most projects fit all strategic priorities. However, we would like project managers to focus their efforts on impacting 1–2 strategic priorities. Examples of strategic priorities can be found here.
- Support movement organizations in their organizational effectiveness, by providing capacity building workshops as well as opportunities to learn from each other and to share knowledge.
- Support and encourage movement leaders to tackle important strategic issues of the Wikimedia movement by providing a safe and creative space to exchange opinions and make informed decisions.
- Support leaders and decision makers of the movement organizations in order to allow the building of mutual trust, motivation, and empathy that enables them to solve conflicts more easily.
Measures of success
Please provide a list of both quantitative and qualitative criteria that will be used to determine how successful the project is. You will need to report on the success of the project according to these measures after the project is completed. See the PEG program resources for suggested measures of success.
- One survey will be conducted with the participants subsequently after each conference. The aim is to measure the satisfaction level of participants in terms of content, programm, networking possibilities and organization of the conference, as well if there were any developments from the participants’ point of view since 2015. The results will be shared publicly and can be taken as a basis for organizing future Wikimedia Conferences. Examples of our evaluation can be seen in the feedback evaluation of the Wikimedia Conference 2014 and 2015. In order to gather comparable results and measure the progress from conference to conference, the criteria will be based on the metrics which were defined for WMCON15. Nevertheless, the defined expectation level will be raised for 2016 and 2017. One essential addition to the survey will be the evaluation of visa assistance, as experience has shown that there is room for improvement. The survey and its evaluation will be created in close consultation with WMDE’s Partnerships & Development team. The following criteria will be used to determine the success of the project:
Program related aspects
- 80% of participants approved that the conference improved the understanding of the overarching movement theme track [to be defined during the program design process]
- 80% of participants approved that the conference provided applicable knowledge and improved capacities
- 80% of participants approved that the conference made satisfactorily clear the significance of sharing and collaboration in the Wikimedia movement
- 80% of participants were satisfied with selection of topics
- 80% of participants were satisfied with quality of contributions
- 80% of participants were satisfied with communication regarding the program design process before conference
Engagement related aspects
- 40% of the 2016 conference participants engage in the structured follow-up process 12 months after the conference. Engaging means participation in working groups, discussions, special events etc.
- 30% of people involved in the structured follow-up process are from outside the group of WMCON 2016 participants.
- For Wikimedia Conference 2016: minimum 50% of the 2016 program activities pursue major topics of the 2015 conference or build upon related outcomes/follow-up work of the 2015 conference.
- At the 2016 conference, a minimum of 80% of the participants which have also attended the 2015 conference report that the 2015 conference led to tangible outcomes for their work.
- 50% of the 2016 conference topics lead to concrete outcomes (e.g. documented next steps or wrap ups, learning patterns, established working groups, continued conversations, joined activities, binding decisions) – either at the conference itself or between the 2016 and 2017 conferences
- Topics of the Wikimedia Conference have a continuance at the Wikimania in a dedicated track or space (as qualified by dedicated Wikimania sessions, participation of 2016 conference participants at the dedicated sessions, etc.); this may be applied to other subsequent conferences as well.
- At least two thematic ambassadors (or members of their initiatives) of the follow-up process participate in a regional conference (IberoConf, CEE Meeting, WikiArabia) as multipliers for the WMCON topics.
- At least two shared learning documents created by WMDE during the organization of the Wikimedia Conference were applied by organizers of other Wikimedia movement events (as qualified by mentions in their reports, documented communication or direct feedback).
Networking related aspects
- 80 % of the participants could satisfactory seize the conference to:
- share knowledge with other Wikimedians
- gain knowledge from other Wikimedians
- better understanding of each other's views
- 85% of participants were satisfied with:
- communication from organizers before the conference
- support from organizers during the conference
- visa service
- conference venue
- social events
Note: In addition to your project-specific measures of success, you will also be asked to report on some global metrics at the end of your final report. Please keep this in mind as you plan, and we'll support you as you begin your project.
Resources and risks
- WMDE’s event management team has significant experience in hosting the Wikimedia Conference in the past years and other national and international events such as the OER conference or WikiCon (~200-350 participants). Only with the implementation of the PEC, a high level of productivity and sustainability for the conferences is ensured. Cornelius Kibelka being an experienced Wikipedian and well-connected Wikimedian with international experience is essential for the success of this position. As we have stated in the PEC report, Cornelius executed this position in an outstanding manner. Thanks to the previous experience and clearly defined roles, the main project team is working very efficiently and smoothly functioning. Our close collaboration (within WMDE as well as with the WMF team) and well established knowledge management are the pillars for a successful project. WMDE has significant expertise and support structures for events such as the Partnerships & Development team, the International Relations adviser, the Communications team, Office and Accounting as well as our volunteers.
A participatory process without participants
- With the introduction of the Program and Engagement Coordination, Wikimedia Deutschland pursues the aim to create a thoroughly participatory processes for the Wikimedia Conference:
- by creating a participatory program design process and asking for input from the participants,
- by recruiting participants as speakers for the conference to improve the mutual learning and sharing,
- and by establishing a follow-up process for actual continuation of the thematic conversations by the participants. All this is meant to be open, inclusive, and participatory. However, although we have set up this processes in a participative manner, the engagement ratio among the participants might stay below our expectations (see our experience in the first six months of the Program and Engagement Coordination).
- To avoid this risk, we will identify and develop new ways to motivate participants to get involved and keep their engagement at a higher level. In a first step, we will publish a guideline for the invited Wikimedia organizations that helps them to choose their right representative to attend the conference. Representatives should be able to contribute to the program (not necessarily as a speaker, but at least as an active contributor in conversations and learning sessions) and be capable of later transferring the learnings into practice in their home affiliates. Having chosen a suitable representative lays the ground for further involvement and engagement around WMCON topics. Additionally, we aim to strengthen our collaboration with the teams of the Community Engagement department of the Wikimedia Foundation. Together with them, we will be able to support active movement members and program leaders to be engaged appropriately. With regard to the thematic ambassadors, we aim to create and share a collection of methods for their concrete support.
Conference format at its limit
- Despite the changes introduced by Wikimedia Deutschland – the Program and Engagement Coordination with its participatory processes (see above) and the new program design process – the actual structure of the Wikimedia Conference did not change for the last years. Especially, as the number of participants is steadily increasing, we fear that the conference in its current design and format might be challenged significantly.
- The participant structure is challenging. While the number of participants from experienced, middle-sized chapters has been constant over the last years, the number of participants from small/young organizations (mainly user groups) has been constantly increasing. The sheer number of participants (~250 predicted for 2017) questions the current format and participation rules of the conference. It is difficult to create a program – not only sessions and talks but also social events – that fulfills and satisfies all needs, expectations and levels of experience of the participants in one conference. For 2016, the aim of the refurbished program design process is to create stricter programmatic cornerstones with an overarching movement theme and a capacity building track. We will evaluate this concept after the Wikimedia Conference 2016 and may adjust it for 2017.
- Not only the diversity of the participants is challenging, but also generally the increasing and high number of participants. With around 200 participants in 2016, it will be difficult to create a working atmosphere that will lead to tangible outcomes and concrete or binding decisions. Certain session formats – that are meant to be inclusive and participatory for every participant – will be at their limits.
- Since its beginnings, there were discussions about the thematic overlaps between Wikimania and the Wikimedia Conference, suggestions reached from more clearly separating over alternating to merging the two conferences. We think that while the Wikimania is thematically very diverse, the Wikimedia Conference is and should be the main place for strategic topics and learning conversations for the Wikimedia organizations. The upcoming community consultation on the Wikimania can help sharpen the core identity of these both movement events.
Conference venue costs for 2017
- Due to the expected increase in participant numbers (see above), WMDE identified the risk that the costs for the conference location will rise enormously in 2017. Thanks to the partnership-like cooperation with the conference venue Tagesspiegel in the last years, conference costs can still be kept at a very low price for 2016. First research showed that prices for 2017 in other venues may be four times higher than Tagesspiegel. Furthermore it is very likely that not all participants can be accommodated in the same hotel. Thus, the networking effect and comfort standard for the participants may decrease. In case that not all participants can be accommodated together in 2017, hotels which are located very close to each other will be given preference. While we want to keep the conference model for 2016, we are rethinking conference formats for 2017 to create new conference formats to ensure the best possible outcomes for the movement.
Grantees are subject to line-item scrutiny of expenses. Changes to the approved budget beyond 10% in any category must be approved in advance.
The following overview gives insight into the budget planning for the Wikimedia Conference 2016. Due to the long planning time framework and the unpredictable participant number for 2017, the budget for 2017 will be submitted in September 2016 in close consultation with the WMF. Cost items to consider for 2017 are for example new formats, external speakers, new venue, updated target groups, etc.
Considering the format and target groups will be similar as in the previous years, we have created an estimation of participant numbers for the Wikimedia Conference 2017 (Google Spreadsheet). It will depend on the number of recognized affiliates, the effects of the new WMF grants system and the number of user group representatives.
- Project budget table
|Item Description||Nr. of Units||Unit Price||Total Costs||Currency||Notes|
|Conference venue||1||11,000||11,000||EUR||- 5 days rent (includes also furnishing, Wifi, technical equipment, cleaning, personel)|
|Conference catering||600||30||18,000||EUR||3 conference days à 200 persons - unit price inludes morning break, lunch, afternoon break, non-alcoholic beverage flatrate (tea, water, juice)|
|Pre-conference catering||10||30||300||EUR||- catering for 5 persons for the 2 pre-conference days (venue set-up, pre-registration, welcome and information service)|
|Kosher/ halal conference catering||30||12||360||EUR||- 3 conference days à 10 persons|
|Facilitators||1||10,000||10,000||EUR||- facilitators including the support during the program design process and the facilitation for days conference days|
|TOTAL Conference Costs||39,660||EUR|
|Dinner Snack Costs (3 nights at WMDE office)|
|Catering||520||8||4,160||EUR||- unit price includes warm buffet for 8 € per dinner, 190 persons for Thursday and Friday night, 140 for Sunday night|
|Kosher/ halal catering||3||22||660||EUR||- 3 nights à 10 persons|
|Beverages||550||5||2,750||EUR||- unit price includes non-alcoholic as well as alcoholic beverage flatrate of 5€, 200 persons for Thursday and Friday night, 150 for Sunday night|
|On-site support staff||3||270||810||EUR||- one night includes the work of 3 persons (reception/door bell, buffet and bar service) for 9 hours à 10 €|
|Others||1||650||650||EUR||- rent ale benches and extra fridge for drinks|
|TOTAL Dinner Snack Costs||9,030||EUR|
|Social Event Cost (1 night outside WMDE office)|
|Catering||200||35||7,000||EUR||- includes room rent, alcoholic and non-alcoholic beverage flat-rate, dinner, service charge|
|DJ||1||300||300||EUR||- DJ for 6 hours|
|Transport||200||6||1,200||EUR||- public transport ticket (if we don't find a location in walking distance)|
|Others||1||500||500||EUR||- decoration, material for social activities|
|TOTAL Social Event Cost||9,000||EUR|
|Travel & Transport Costs On-Site|
|Travel Costs Volunteers/ Facilitators||1||500||500||EUR||- includes the train tickets for one facilitator and documentation volunteers|
|Public Transport Ticket||1||1,000||1,000||EUR||- corresponds to 300-400 tickets for zone AB or ABC (provided at the information desk only upon request and considered for transport within the city or to the airport/train station)|
|Transport costs||1||400||400||EUR||- includes material transport to and from the venue as well as quick transfer for the core organizational team|
|TOTAL Travel Costs On-Site||1,900||EUR|
|Conference Guide||1||440||440||EUR||- print of 220 conference guides includes 200 for participants and 20 spare for organizational team and in case of loss|
|Sending Visa Documents||40||60||2,400||EUR||- represents the shipping costs for 40 invitation letters, needed for the visa application process|
|Reimbursement Visa Costs||25||70||1,750||EUR||- represents the visa costs for 25 persons (participants from affiliates that need WMCON16 funding and come from a country with visa need)|
|Lanyards||230||1.50||345||EUR||- branded WMCON16 lanyards|
|Photographer||1||1,500||1,500||EUR||- professional photographer for 3 conference days + social events|
|Others||1||100||100||EUR||-signage, name badges, conference folder etc.|
|TOTAL Communication Costs||6,535||EUR|
|Staff & Office Costs|
|Event Management||1||18,000||18,000||EUR||- project management and event logistics|
|Program & Engagement Coordinator||1||38,700||38,700||EUR||- 12 months + 2 bridge months (Oct-Nov 2015), incl. travel costs to other events and project management support (funded via PEG funds)|
|Venue WMDE Office for Dinner Snacks||1||1,980||0||EUR||- in-kind; includes pro-rata costs for office rent, cleaning, internet for three evenings|
|International Relations, Evaluation, Communications, Accounting & Office Management||1||15,000||0||EUR||- in-kind|
|Office Material/Printing||1||2,000||0||EUR||- in-kind; print out programme, signages, info sheets, affiliates' self-presentation; notepads and pencils|
|TOTAL Overhead Costs||56,700||EUR|
|Double Room||360||56.50||20,340||EUR||- accommodation for affiliates (approx. 90 persons) which did not include WMCON funding, 4 nights (excluding APG) (partially funded via PEG funds)
- unit price represents half of the double room price
|TOTAL Accommodation Costs||20,340||EUR|
|Other costs||1||2,200||2,200||EUR||- allows for other expenditures|
|TOTAL Extra Costs||2,200||EUR|
|TOTAL amount requested||145,365.00||EUR|
|Travel Costs (costs covered directly via WMF travel team)|
|Travel Costs||90||1,000||90,000||EUR||- travel cost for affiliates (approx. 90 persons) which did not include WMCON funding; costs covered directly via WMF travel team (partially funded via PEG funds)|
|TOTAL Travel Costs||90,000||EUR|
|TOTAL cost of project||235,365.00||EUR|
- Total cost of project
- 235,365 € (including travel costs):
- including 38,700.00 € for the PEC (funded via PEG funds)
- including 25,746.00 € for travel and accommodation costs for PEG funded affiliates (funded via PEG funds)
- Total amount requested from the Wikimedia Foundation
- 145,365 € (excluding travel costs)
- Additional sources of revenue that may fund part of this project, and amounts funded
- WMDE in-kind resources for staff and office costs
See a description of non-financial assistance available. Please inform the Wikimedia Foundation (WMF) of any requests for non-financial assistance now.
- Requests for non-financial assistance, if any
- It is desirable that WMF assists WMDE by executing the following activities:
- travel booking for:
- representative of a chapter, thematic organization or user group, who have not included WMCON15 funding in annual/project plan
- FDC, AffCom, WMF Board, WMF Staff
- hotel booking for the following participants group:
- FDC, AffCom, WMF Board, WMF Staff
- checking and (if applicable) updating the eligibility status of affiliates
- collaboration with the Community Engagement Department’s teams throughout the Program Design Process and their participation at the conference itself.