ESEAP Conference 2024/Report/User:Wiki Asmah

The ESEAP Conference 2024 was the bi-annual international conference of Wikimedia Foundation which took place in Kota Kinabalu, Sabah, Malaysia on 10–12 May 2024. This was the third conference that has been held for the ESEAP region.

Sponsorship

I received full scholarship to attend this conference and it covers my stay, meals, and transportation. This has been a great experience for me and I would like to thank Wikimedia Foundation for giving me the full scholarship to attend this conference.

Special Thanks

I would like to express my heartfelt gratitude to all of the members of the Wikimedia Community User Group Malaysia who are part of the conference's core organizing team, as well as all other volunteers, for making this conference possible and successful as the first international Wikimedia conference held in Kota Kinabalu, Sabah. A noteworthy mention to Wafiq and Taufik for approaching me to become part of the communication team. This has helped me to broaden my horizon of knowledge and experience. Also to Ali and Farouk who worked so hard to make this conference a memorable and successful one.

Group photo with members of WCUGM, Kelab Wiki Kent, and Wikimedia Indonesia

Me in my natural habitat during the Welcome Sunset Reception and Dinner

Roles

During ESEAP Conference 2024

During the conference, I covered a few tasks which involved hosting the opening and closing ceremony of the conference alongside Ahmad Ali (EmpAhmadK). Manahging the logistical matter in Sayat-Sayat room from Day 1 to Day 3 of the conference were also the responsibilities that I undertook due to the lack of volunteers to help out the logistics team. On Day 3 of the conference, I lead a group of Wikimedians to tour the Sunday market in the morning starting from 7:30 AM to 9:00 AM (MYT).

Sunday Market Tour

Hosting for the opening ceremony on Day 1 of the conference

Core organizing team of ESEAP Conference 2024

I was involved as part of the ESEAP Conference 2024 Core Organizing Team where my role mainly lies in the part of communication. I deal and deliver matters such as invitation letters to participants and sending out some other messages related to the conference's matters. I was also involved in communication with Wikimedia Foundation personnel from the start of the conference preparation stage to the finish, as well as close communication with hotel personnel before, during, and after the conference. For the majority of the sessions, I was prepared in handling most of the technical issues (e.g., audio, video, visual, Zoom and YouTube) in Sayat-Sayat room and become notes taker for most of the session held in that location.

Communication team of ESEAP Conference 2024

ESEAP Conference 2024 was the first ESEAP Conference that I have attended. Thus, my involvement in the communication team is also relatively new. However, it has been a great experience for me as I get to learn from all the capable people in the Communication Department such as Taufik, Wafiq, Butch, Ali, Rachit, Rahmat, and Nails. With their guidance, I managed to deliver my tasks effectively.

Others

I was involved in some other discussions where I get to learn further about the Wikimedia movement from all different regions and exchange ideas about their activities and ours in Malaysia.

Wikimedia Deutschland

An interesting coversation occur with Mr. Alan Ang about Wiki Data. His encouragement and ideas exchange was very beneficial and interesting to me as it sparks my interest in the Wiki Data platform. Discussion on further collaboration also took place.

Improvements

The main issues mainly relates to the hotel management where many of their AV systems wiring are not working and some employees there were not knowledgeable in their responsibilities. Therefore, I believe that prior communication with the hotel management is very important to avoid issues and doing system testing is also advisable. The cleanliness of the meal prepared was also pretty questionable. Some food were still raw yet served anyways. Overall, the issues only mainly come from the hotel management.
The full conference schedule should be printed out and pasted out side all of the conference rooms so that participants could easily know what at the session going on without having to go through their phones to check online on the conference schedule again and again.
There should have been more organizing team members of the conference to deal with any matter, especially the logistics (i.e. the audio visual and technical-related helps), because the conference involved different rooms.

Future plans

Reflecting on this experience, I feel well-prepared to organize future Wikimedia conferences, incorporating lessons learned to address any previous shortcomings. Throughout the planning and execution of this conference, I gained invaluable insights into effective event management, logistical coordination, and stakeholder engagement. This experience has significantly broadened my skills as a Wikimedian, particularly in areas such as project management, teamwork, and strategic planning.

One of the key takeaways I derived from this conference was the importance of thorough preparation and proactive problem-solving. I learned how to anticipate potential challenges and develop contingency plans, ensuring that the event ran smoothly despite any unforeseen issues. Not only that, I honed my ability to communicate effectively with diverse groups of Wikimedians, from local volunteers and international participants.

This improved my ability to convey the mission and values of the Wikimedia movement, fostering stronger relationships and greater collaboration among all parties involved. This conference also deepened my commitment to the Wikimedia movement by highlighting its impact and the passionate community behind it. Seeing firsthand the enthusiasm and dedication of participants reinforced my belief in the importance of free knowledge and open collaboration. This motivation will drive me to continue advocating for and organizing events that support the Wikimedia mission.

In preparing for future conferences, I will apply these lessons to enhance every aspect of the event. From refining logistical details and enhancing participant engagement to ensuring a more inclusive and accessible environment, I am committed to making each conference better than the last. My experience has equipped me with the tools and confidence needed to take on these challenges and contribute meaningfully to the Wikimedia movement in Malaysia and beyond.