Wikimedia Europe's fundraising policy

I. Fundraising policy

Wikimedia Europe's fundraising policy was drafted based on input collected from members during the 2024 General Assembly. It was subsequently discussed with representatives during an online fundraising policy discussion in February 2025. As no objections were raised by the members, this policy came into force in April 2025.

1. Introduction

Wikimedia Europe (WMEU) is an international non-profit association based in Belgium advocating for free knowledge, access to information, and freedom of expression, working to advance the common good and serve the public interest as mandated by the Wikimedia affiliates in Europe.

We commit to rely on steady, diversified and ethical funding that guarantees our long-term sustainability. This approach ensures our independence, safeguards our reputation and maintains donor trust. Our fundraising policy draws upon a wealth of foundational documents, including the Wikimedia Foundation Fundraising Principles, as well as international fundraising standards and best practices and any future guidelines binding for the Wikimedia Movement.

The Guidelines for screening donors and Fundraising Collaboration Framework are part of this policy.

2. Fundraising principles

Alignment with mission, vision, and values. We ensure that all fundraising efforts are purpose-driven and ethically consistent with the core ideals of our organisation.
Sustainability, independence, and impartiality. We strive for financial stability that supports our long-term goals without compromising our autonomy or impartiality.
Transparency, responsibility, and accountability. We commit to clear communication about source and use of funding, maintaining integrity in all financial matters.
Safety and security of stakeholders. We protect the rights and well-being of our members, donors, and partners throughout the fundraising process.
Collaboration and coordination. We enhance our collective impact and strengthen our relationships within affiliates and stakeholders.
Equity and inclusion. We embed fairness and inclusivity in all aspects of fundraising and support fair access to and distribution of resources within the community.

3. Fundraising policy

3.1 General statements

Within the scope of article 3(4) of our statutes, we solicit and accept:

Funds from EU institutions, public authorities, NGOs, foundations, companies, major gifts.
Core funding, as well as programmatic funding provided that it is aligned to WMEU’s statutory objectives.
Gifts, grants, donations, prizes, sponsorships, partnerships, or other types of agreements, including in-kind support which is aligned with our long-term strategy.

We do not solicit and accept:

Funds coming from donors that actively work against our mission, vision and values.
Funds coming from donors suspected to be related to unlawful activities (see our Guidelines for screening donors, Exclusion criteria).
Funds to lobby for specific legislation anywhere in the world on behalf of political parties or any other private or public interest groups.

Accepting funding from a donor does not imply endorsement of their policies and record.

3.2 Specific cases

We accept corporate donations provided that

They comply with the criteria set out in our Guidelines for screening donors;
The total corporate funds do not exceed 40% of WMEU’s annual budget, and a single corporate donation does not exceed 30% of the annual budget.
We are not obliged to endorse their policies and record of past activities.

3.3 Due diligence and documentation

Before soliciting or accepting funds from potential private donors, we conduct a due diligence exercise to ensure compliance with our Fundraising Policy and our Guidelines for screening donors. Any funding not adhering to the criteria defined in the Guidelines is not pursued or accepted. The solicitation or acceptance of funds also follows our Fundraising Collaboration Framework with our Members and is duly documented.

3.4 Use of funds

We use the funds raised to achieve our statutory objectives, including

Conduct advocacy activities towards the institutions of the European Union on behalf of its Members and in the interest of Wikimedia Movement and its mission to foster free knowledge and principles of free culture.
Support our members' fundraising efforts to advance free knowledge where the required efforts exceed capacities of the Members as individual entities in the Wikimedia Movement.
Support our Members, entities and individuals in the Wikimedia Movement through training and capacity building, including but not limited to advocacy.

We support our Members with our own resources to foster collaboration between European Wikimedians whenever possible.

We invest in fundraising and ensure that each investment has the potential to generate additional funds for our statutory objectives, prioritising cost-effectiveness and striving to maximise the impact of donor contributions. When we purchase products and services in our efforts to raise funds, we ensure the best possible value for money, managing any risks and aiming to work with organisations that reflect our own values and ethical standards.

3.5 Responsible fundraising

We monitor and evaluate our fundraising activities to ensure compliance with our Fundraising Policy and with relevant regulation and legislation. If we get things wrong, we are open and transparent about our mistakes, and take swift action to fix them. We report on our strategic, operational and financial performance on a yearly basis in full compliance with all laws and regulations. We solicit feedback from donors and stakeholders to improve fundraising practices and outcomes. We are accountable to our supporters, we thank them in a timely and appropriate manner and we keep them updated on the impact of their support.

4. Review and responsibilities

This Fundraising policy is reviewed every 3 years taking into account members’ feedback, and it is approved by WMEU’s Board or its authorised representatives to ensure effectiveness, relevance, and compliance with evolving legal and regulatory requirements. Amendments or revisions to this policy may be made as needed with approval from WMEU’s Board or authorised representatives. The Executive Director is ultimately responsible for compliance with this Policy.

II. Guidelines for screening donors

1. Introduction and scope

Our donor screening procedure ensures that funds are received from reputable sources that align with WMEU mission, vision, and values. These guidelines outline the procedures used by WMEU when soliciting or accepting funding from any private donor. These guidelines do not apply to any public source of funding.

2. Decision-making process

3.1 Key people involved

Fundraising Manager - implementation
Executive Director - strategic guidance
Board members - feedback and advice

3.2 Screening Process

The Fundraising Manager uses available reputable sources to gather information about prospective donors relevant in establishing their reputation and ethical conduct. Based on the information collected, the Fundraising Manager assesses the prospective donor using the screening criteria. Once the process is concluded, the Fundraising Manager documents the findings, including any concerns or mitigating measures identified.

4. Screening criteria

4.1 Exclusion criteria

Exclusion criteria cause WMEU to reject any form of support from a donor. These criteria are established and evaluated by WMEU in its discretion based on publicly available information.

The exclusion criteria include the donor’s direct or indirect involvement in:

The manufacture or sale of weapons;
The manufacture of products that are widely recognised as deleterious to human health;
International crimes;
Practices running counter to the rules and principles of international humanitarian and human rights law;
Practices materially contravening the local or national laws and regulations of the country(-ies) where it operates;
Practices materially contributing to armed conflicts;
Anonymous gifts where the origin of the funds cannot be determined;
Any other rules and limitations outlined in the EU laws and policies.

4.2 Cautionary criteria

Cautionary criteria flag issues that may present potential risks, keeping in mind that some of these risks may be mitigated. Since these criteria are often qualitative and do not allow for clear thresholds, they are established and evaluated by WMEU on a case by case basis. Decisions are taken after thorough examination and may be deferred to the Board Members in case of uncertain result.

The cautionary criteria include when the donor:

Derive a significant part of their revenue from sectors defined as high risk, including organisations manufacturing or selling products potentially deleterious to health, or involved in socially sensitive industries.
Has been involved in past controversies or unethical behaviour, including but not limited to history of legal disputes, regulatory violations, or sanctions;
Whose financial transparency is questionable or whose funding sources are not readily identifiable;
Has affiliations or interests that may conflict with WMEU’s commitment to neutrality and impartiality in knowledge dissemination;
Has a track record of inconsistent support or unreliable financial commitments;
Any other criteria that causes us to question the advisability of accepting a contribution from the donor.

4.3 Positive criteria

Positive criteria focus on issues that may reflect more positively on a Donor’s reputation.

The positive criteria potentially include where the Donor:

Is aligned with WMEU mission, vision and values and actively pursue related objectives;
Has a record of previous funding organisations carrying out activities related to WMEU’s;
Has the potential to generate positive outcomes for the Wikimedia movement with their support;
Has a solid financial capability and the potential for providing funding, especially if multi-annual.
Is an environmentally sustainable organisation.

5. Monitoring

WMEU conducts a review of existing Donor relationships every year and monitors the media for developments linked to Donors. The monitoring is carried out by the fundraiser with support from the staff and the Board Members if reasonably requested.

6. Review and amendments

These donor screening guidelines are reviewed every 3 years taking into account members’ feedback and approved by WMEU’s Board Members or their authorised representatives to ensure effectiveness, relevance, and compliance with evolving legal and regulatory requirements. Amendments or revisions to these guidelines may be made as needed with approval from WMEU’s Board members or authorised representatives.

III. Fundraising collaboration framework

1. Introduction and scope

In alignment with WMEU’s statutory objectives, we foster collaboration with and among our members, and promote equitable access to opportunities with the potential to generate new resources for our communities. Recognising the diverse needs and objectives of our members, as well as the complexity of fundraising processes, a shared framework is necessary to optimise our joint fundraising efforts and maximise our impact. This framework, a dynamic document informed by member consultations, aims to define how members are informed, involved, and empowered by WMEU’s activities and support.

2. Decision-making criteria for involving members

WMEU’s approach to pursuing funding opportunities is primarily driven by the potential for achieving the greatest possible impact. Each decision is made on a case-by-case basis, ensuring that relevant circumstances and opportunities are thoroughly evaluated. However, to maintain consistency, strategic alignment, and fairness of access to resources, WMEU employs a set of criteria to guide decisions on involving members in funding opportunities.

The criteria address two key aspects:

Whether WMEU applies alone or jointly with members for a funding opportunity
The selection of a member for a particular funding opportunity

Decision criteria

1. Whether WMEU applies alone or jointly with members for a funding opportunity depends on at least the following criteria:

  Opportunity Assessment
     a. Number of applicants allowed
     b. Strategic considerations in terms of capacity, evaluation results and expected impact

  Assessment of the relevance of objectives
     a. Mandated to WMEU
     b. Shared with Members
     c. In member’s scope

The decision-making grid is as follows:


1. Opportunity assessment —--------------------------------- 2. Relevance of objectives	1.a One applicant allowed	1.b More than one applicant allowed
2.a Mandated to WMEU	WMEU can apply alone	WMEU can apply alone if choice is strategic (e.g. capacity, evaluation, impact)
2.b Shared with members	WMEU can apply alone and plan specific activities to benefit members	WMEU & Member(s) can apply jointly
2.c In member(s)' scope	WMEU can support member(s) to apply	Decision based on strategic considerations (e.g. capacity, evaluation, impact)

2. The selection of a member for a particular funding opportunity depends on at least the following aspects:

  a. Eligibility 
  b. Capacity 
  c. Expertise and complementary skills
  d. Experience 
  e. Strategic impact

The decision-making checklist is as follows:


Selection aspect	Criteria	Evaluation
1. Eligibility	Type of organisation Country Other specific opportunity’s criteria	Yes/No
2. Capacity	To participate in the application To carry out the project/tasks	Resources available (e.g. human resources on fundraising and operations)
3. Expertise and complementary skills	Area of expertise based on the opportunity’s criteria	None/Partial/Core
4. Experience	Previous projects in relevant areas	None/Some/Many
5. Strategic impact	Benefits to individual members in terms of impact and sustainability, with positive effects on the Wikimedia movement if the application is successful	Assessment of expected impacts

3. The selection of a member for a particular funding opportunity does not depend on:

Financial contributions from members to WMEU;
Country of origin of the member and participation of the country in EU institutions (except if geography is one of the selection criteria of the funding opportunity);
Financial capacity of the member;
Seniority of the member in the Wikimedia Movement/affiliation to WMEU.

4. Offer to empower members

WMEU sets a members’ offer on a yearly basis in alignment to the members' need assessment and WMEU’s capacity. The offer includes different levels of support depending on the objectives set on the specific year.

1. Support in pursuing funding opportunities

Co-application
Advice on relevant funding programmes and calls
Connection to specialised support
Advice on partnership composition

2. Capacity building opportunities

Looking for, suggesting and in some cases preparing training, workshops, or resources to enhance members' capacity around fundraising strategies, techniques, and best practices.
Facilitation and coordination of peer-learning sessions sharing expertise and know-how among members to capitalise on the wealth of knowledge already existing within the communities.

3. Information on specific opportunities

Funding opportunities through dedicated information channels (see section 2).

5. Type and channels of information for members

WMEU provides its members with 1. information about WMEU’s fundraising activities, and 2. information to support the members’ fundraising efforts.

1. Information about WMEU’s fundraising activities includes its strategy and plans, origin and use of funds, outcomes and lessons learned. This type of information is made available through the following channels:

Mailing list. WMEU sends the organisation’s strategy, annual work and spending plans, reports and financial statements for the members’ legal representatives’ approval.
Meta-Wiki WMEU page. WMEU publishes the consolidated organisation’s strategy, annual work and spending plans, reports and financial statements for public consultation.
Other communications with members as planned. WMEU shares achievements, outcomes and lessons learned during the meetings.

2. Information to support the members’ fundraising includes useful resources for fundraising, relevant funding available, collaboration opportunities. This type of information is made available through the following channels:

Mailing list. WMEU sends general updates on useful resources, funding and collaboration opportunities to a mailing list of members’ contacts who want to receive this type of updates.
WMEU fundraising repository. WMEU creates and manages a dynamic fundraising repository where detailed fundraising information is stored for the members’ use.
Dedicated fundraising sessions. WMEU organises sessions during its and other dedicated events on specific opportunities inviting members and/or experts to participate to benefit all members.

6. Need assessment

WMEU carries out a members’ need assessment on an yearly basis to set the objectives of the involvement of members in the fundraising activities and the members’ offer. Members are invited to participate in the periodic need assessment and to address any issues or changes in the needs in the feedback and evaluation mechanisms.

7. Feedback and Evaluation

Members are invited to provide feedback, suggestions, and concerns at any stage about their involvement in WMEU's activities through formal and informal channels. WMEU may run surveys, feedback forms, workshops and meetings to collect input and insights from members on a regular basis. WMEU constantly collects and addresses feedback to improve engagement, its effectiveness, and overall member satisfaction.

WMEU conducts an annual evaluation and assessment of its fundraising and empowerment activities to measure progress, outcomes, and impact. Members are invited to participate in the evaluation and provide feedback on their experiences, lessons learned, and areas for improvement. WMEU analyses and discusses evaluation results and uses them to inform decision-making, refine strategies, enhance its effectiveness, and overall member satisfaction.

8. Review and amendments

These guidelines are reviewed every 3 years taking into account members’ feedback and approved by WMEU’s Board to ensure its effectiveness, relevance, and compliance with evolving legal and regulatory requirements. Amendments or revisions to these guidelines may be made as needed with approval from WMEU’ Board.