Grants:Conference/WMCO/Iberoconf 2020

Iberoconf 2020
November 13 - 15, 2020
Bogota, Colombia

statuswithdrawn

Iberoconf 2020

Iberoconf 2020 will be the seventh annual meeting of Wikimedians from Ibero American region (Wikipedia and similar projects). The meeting will take place in Bogota, Colombia, in November 2020. The main objetive of the meeting will be to improve the skills of the organizations participants on project management (reporting, storytelling, impact etc), fundraising and strategic planning as well as, strengthening our relationships and work together.

targetAll organizations and communities from Ibero American region and involved as partners in Iberocoop.

strategic priorityCollective construction of objectives within the framework of the 2030 strategy

Consolidation of networks and cooperation at the Ibero-American level within the Wikimedia Movement.

Supporting and generating learning spaces that allow participating organizations to acquire new skills in order to favor their professionalization at a local and regional level.

event dates13-15 November, 2020

amount-local138,411,000 COP

amount46,137 USD

typeIberocoop

nonprofitYES

creator• mpbonillap

contact• mbonilla@wikimediacolombia.org• frank.ballesteros@wikimediacolombia.org

organization• Wikimedia Colombia

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Event overview

Purpose and vision

Iberoconf Colombia 2020 is the annual conference of Iberocoop, the current version is organized by the official chapter of Wikimedia in Colombia (officially recognized in July 2019).

Iberocoop (Iniciativa de Cooperación Regional para Iberoamérica) is a collective that brings together different regional actors within the Wikimedia movement. Besides that, it is one of the most stable and long-lived collectives. In 2010, the network was organized and has become a space where its members can exchange experiences and share projects as a framework for cooperation at the regional level.

Iberoconf has been held since 2011 under the support and sponsorship of different organizations that belong to the network. The 2019 version was held in Santiago de Chile, the year in which Wikimedia Colombia was officially recognized as an official chapter by the Wikimedia Foundation. In the framework of this recognition, Wikimedia Colombia takes the initiative to be the organizer and that Colombia is the host of Iberoconf 2020.

Iberocoop still faces some challenges, in addition to the fact that the Wikimedia movement is planning the implementation of the 2030 strategy. Iberoconf 2030 will be a learning space that seeks to promote the growth and consolidation of user groups and chapters at the regional level. In this version of the meeting, we will address the construction of a regional agenda for the implementation of the 2030 strategy, discuss and consolidate the governance framework of Iberocoop and establish routes of action to strengthen regional cooperation through projects and proposals that can be implemented from the local to the regional level.

Important details

Please add key information to the table below. The dates, location, and the number of participants can be estimated and do not need to be finalized at this time.

Proposed date(s)	November 13, 14 and 15, 2020
Proposed location	Bogota, Colombia.
Number of participants	50
Event page	Iberoconf 2020
Primary contact person	Mónica Bonilla Parra

Background

Community input

Use the results from the community engagement survey to fill in the table below. Since you cannot cover all topics or meet all needs at one event, prioritization is important. Please rank the priority of each topic, skill, project or problem as high, medium or low. Finally, please answer the questions below the table.

	Description	Priority
Strategic discussions: What are the top issues affecting your community that need to be discussed in person?	Taking into account the analysis of the results of the previous version of Iberconf, the following challenges were identified in relation to Iberoconf 2020: Designing strategic planning; Evaluating projects; Searching for funding and opportunities, WMF grants; Attracting new members as a community; Sustainable projects with long-term impact; Incorporating the gender perspective into Wikimedia projects.	Making projects sustainable and with long-term impact. Design and strategic planning. Recruiting new members as a community
Capacity development: Are there important skills that many people in your community need to learn?	Regarding the needs that were detected in the organizations that participated in the survey and are part of Iberocop, they pointed out that skills and capacity building should be in Regional development proposal; Carrying out sustainable projects; Attracting new members; Alternatives or financing modalities; Evaluation; and Budgets.	Carrying out sustainable projects. Strategic planning and implementation of strategy 2030 Attracting new members
Working groups: Are there joint projects that need to be planned in person?	With regard to what is considered to be fundamental as a network and which we must promote during Iberoconf 2020, we propose: Objectives and Strategy; Transmission of learning; Common projects; and Empowerment of the community.	Common projects Objectives and strategy 2030 Community empowerment
Community building: Are there other in-person activities that are important for community building?	It is necessary to share conclusions with the foundation regarding the implementation of the 2030 strategy. Projects can be shared or presented: Wikicafe, Interwiki women, Wiki Loves Sport, Wiki Loves Fashion, Strategy, Wiki-Data Days Conference & meetings, Education and Wikidata & libraries. Good practices and methodologies for sharing: Dashboard Tool, Organizational growth, Local node growth based on volunteerism, Wikipedia Censorship, Projects with a gender focus, GLAM, Education projects. It is necessary to invite experts on topics such as Governance, Anonymity, and privacy, Strategy implementation, Relations with other organizations and Involvement of volunteers.	Governance Strategy implementation Relations with other organizations Involvement of volunteers

Survey analysis:

How many people did you send the survey to? How many people responded to the survey? Answer: - We sent the survey to the chapters and user groups that make up Iberocoop. The answers were to be given at the group level. We received 11 responses.
Did you see consensus around shared goals that this community wants to focus on in the next 12 months? What were the top 2 goals? We grouped the answers by themes and made a statistical analysis and chose the priorities of the event in relation to what was presented and found repeatedly in the survey. The goals are: 1) Establish a governance model for Iberocoop and 2) Consolidate a biannual work agenda at the Ibero-American level in relation to the 2030 strategy.
Based on survey responses, what are the most important things your community should do at the conference to achieve those goals? Working together, transferring knowledge and consolidating a plan of action collectively

Context

It is helpful to get an understanding of why this event is important to your community, and what experiences you have had in the past. Please answer the applicable questions below.

1. What inspired your community to begin planning this event?

For several years now, Colombia has been working to consolidate a group of active volunteers who contribute to the Wikimedia movement on an ongoing basis. In 2019, a plan of action and some objectives were established at the local level, in order to start consolidating an active working community. By the middle of this year, the Wikimedia Foundation recognizes Wikimedia Colombia as an official chapter. During this year, several members participated in international events, however, it is in Iberoconf 2019, where two leaders of Wikimedia Colombia propose that this country is the organizer of the next version of Iberoconf.

Currently, Wikimedia Colombia is organized and seeks to have greater participation and recognition at the national level. Similarly, through events and projects of regional interest, we have consolidated alliances, and have approached other chapters (Wikimedia Argentina, Wikimedia Chile, Wikimedia Venezuela, Wikimedia Mexico, Wikimedistas de Ecuador, Wikimedia Spain, mainly) that have experience not only in the development and implementation of projects, but of course, organizing Iberoconf in the past.

At this moment, we have a support network at a regional level and we have also talked with some people from the Foundation with the aim of receiving advice, support and feedback regarding the development of Iberoconf 2020. Likewise, we have a team of volunteers, the board of directors and a group of partners who assumed the responsibility and commitment to carry out the event in Bogotá.

2. How does this event relate to other activities that your community is working on?

Taking into account that Wikimedia Colombia is in the development phase, we are in the task of involving other people within the movement. We believe that this event will allow us to link more people and consolidate the collective development of the event, one of the priorities for the chapter at this time. Likewise, we are interested in consolidating and strengthening our network, alliances, and agenda. Therefore, in addition to carrying out the exercise at the local level, Iberoconf would be a space and a goal that would allow us to work on this point, not only in Colombia but also at the regional level. Another activity that we have proposed for this year is the planning and implementation of the 2030 strategy at the local level. We believe that being one of the most important issues to be dealt with in Iberoconf 2020, we will be able to give a better development to the idea and that we will involve actions at a regional level. Another point that we have within our list of activities is the visibility of the chapter at the local and regional level. Iberoconf 2020 will be the space to reach a high scope and impact visibility.

3. Please list the priorities identified in the report from the last conference organized by this community. What progress have you made in those areas?

The previous version of Iberoconf was in Chile (Iberoconf 2019), there the following objectives were established.

Support and create knowledge spaces for the participants and their organizations.
Allowing participant organizations to acquire new abilities in order to strengthen and professionalize their local and regional work.
Promote, develop, strengthen and maintain collaboration among organizations at the regional level.
To discuss and apply the 2030 Wikimedia Movement Strategy to our region.

Currently, Wikimedia Chile is holding meetings to follow up on the work done and also to contextualize the interests and issues to be addressed in Iberoconf 2020.

4. If your community has hosted a similar conference in the past, what key lessons were learned, and what would you like to improve on?

We have not organized this conference in past versions. However, we have approached several organizing chapters and had meetings for them to give their comments and suggestions regarding the appendices purchased.

Plan

Goals

Collective construction of objectives under the 2030 strategy.
Networks consolidation and cooperation at the Ibero-American level within the Wikimedia Movement.
Support and generate learning spaces that allow participating organizations to acquire new skills to promote their professionalization at local and regional levels.

Metrics

We will perform the metrics in terms of:

Number of participants.
Diversity in the people who will participate (gender, seniority, and profile, among others).
What people who participate in Iberoconf 2020 learn.
Percentage of satisfaction of the people who will participate.
A posteriori projects.

Venue and Logistics

1. If the venue is more than 1 hour away from a major airport or transportation hub, how will participants travel to the event venue?

The place where the event will take place will be the same as the place where the participants will stay (Hotel Tequendama), in the downtown of Bogotá. Regarding the mobility from the airport to the hotel, we will hire a vehicle company that provides mobility services to individuals.

2. Is the event venue within walking distance from the hotel? If not, how will people travel between the two locations?

The participants do not have to move, the event will be in two auditoriums inside the hotel.

3. Is the event venue and hotel accessible for people with physical disabilities?

Yes, the infrastructure and services are accessible to people with disabilities.

4. Do you anticipate any challenges with using the space for the event you are planning?

We have evaluated any mishap and, taking into account all the possibilities, we have chosen the best option. Therefore, we believe that we will not have any contingencies in terms of the place of accommodation and realization of the event.

Friendly space policy

We plan to use the Friendly Space Policy proposed by the foundation to follow them in their activities and events.

Participation

It is crucial that most participants have a minimum level of Wikimedia experience so that they can engage actively in workshops and discussions. Please answer all applicable questions below.

1. Please describe the target audience for this conference or event.

The main criterion for participating in Iberoconf 2020 is membership of Iberocoop and recognition of membership, which meant that each chapter and user group must be fully recognized by the Membership Committee by December 2019. Each delegation that answered the survey will have the possibility to participate in Iberoconf 2020. Chapters and User Groups may propose 2 local delegates, while thematic User Groups may only propose one delegate to participate. It is necessary that at least one of the local delegates is a member of their Board or similar, in order to ensure the participation of the regional strategic representatives.

2. If your conference has an outreach component, how will you ensure engagement with these participants after the conference, and what impact do you see them having on the projects?

Within the profile of the participants, we suggest that at least one participant be a member of the board of directors. This will imply that at least within the chapter directions, the information will be disclosed. In the case of delegates from thematic user groups, one of the commitments we will disseminate before sending the registration communication, is that they must deliver reports of dissemination and knowledge transfer in the communities, in addition to publishing reviews on the blogs of the members of Iberocoop.

3. Are you thinking about inviting WMF staff to attend or participate in the event? If yes, please list individuals or teams who you may want to invite, or describe how you would like WMF staff to be involved in the event.

Jorge Vargas is part of the Foundation's stack and we believe that he can give us support in the issue of sustainability and financing outside the movement.
Maria Sefidari. President of the Foundation's Board of Directors. We want the Foundation to know the advances, challenges and also planning that Iberocoop is going to develop.
Strategy 2030. We would like one or two people from the Foundation to participate, to introduce us and help with the implementation of the strategy on a regional level.
Education. We would like to have the participation of one or two people from Stack who can help us with the issue of education and help us with the implementation of knowledge transfer for the participants.
Resources. We would also like someone from the foundation who is in charge of the resources issue to join us.
Communication. Considering that this is an impact event for the community, we think it is important to have staff from the stack that can support us in the topic of communications.

Scholarships

1. How many scholarships would you like to offer?

For this conference, we expect to have Wikimedia volunteers from chapters and user groups representing 11 countries within Ibero-America. Also, members from user groups affiliated to Iberocoop, participants on the Strategy Working Groups and guest volunteers will have a special invitation.

Participating countries (2 representatives per country)^†

Non-national Iberocoop user groups (1 representative per organization)^†:

Strategy Working Groups (4 participants, invited directly by the Organizing Committee)

Guest volunteers (10 participants):

The Organizing Committee will invite active Wikimedia volunteers that have participated in different activities but are not formal part -staff or board member, currently or in the past- of an established affiliate. The OC will select the guest volunteers after volunteers proposed by local chapters.

2. What expenses will the scholarship cover?

For invited participants, the conference will cover accommodation in the same hotel as the conference (shared double rooms) and the airplane ticket from the closest international airport. The accommodation will consider, in general, three nights; depending on the time of their flight arrival or departure, an extra night might be included.

3. How will scholarship recipients be selected?

Chapters and user groups will select their representatives internally. In the case of country representatives, the selected person must be living in the respective country. Participants from Strategy Working Groups and guest volunteers will be selected by the Organizing Committee.

All the participants will have to sign an agreement where they commit to use the resources of the scholarship (hotel nights and both flights) for the purpose of attending the conference.

Volunteers

In Colombia, volunteers are distributed throughout the country. In the framework of Iberoconf we are going to meet to support the organization of the event, we closed the call to 10 people. Specifically we have confirmed 4 people: 2 people in Cali and 2 people in Medellin. The six people (the remaining quotas) will come from different parts of the rest of the country. The call will be open but exclusively for contributors, volunteers and people who are linked to the organization of Iberoconf from different parts of the country.

Resources and risks

Describe the resource potential for successfully executing this project and the key risks/threats.

Resources

Organizing team

Team	User Names
WMF Liaison	Jorge Vargas
Logistics	Frank Ballesteros
Conference Program	Mónica Bonilla
Scholarships	Ivan Quintero
Communications	Esteffani Sandoval
Volunteer Coordinators	Óscar F. Gómez Iván Quintero
Other team members	Anna Torres Ivan Martínez Dennis Tobar

Risks

Examples of risks, along with how you would minimize or overcome them, are:

Skill gaps in project leadership team (e.g. no financial management experience)
Components of the measurement process that are hard to quantify

Examples of how to minimize these risks include:

Recruiting volunteers with desired skills to the project leadership team.
Working with the WMF Learning & Evaluation Team to develop an appropriate measurement and evaluation plan.

Budget

Please provide a detailed breakdown of project expenses according to the instructions here. See Budget Guidelines.

Event budget table


Item Description	Unit	Number of units	Cost per Unit	Total cost (COL)	Total cost (USD)	Comments
Conference venue
Coffee station	Day	3	350.000	1'050.000	350
Conference room	Day	3	500.000	1'500.000	500
Lunch	Day	3	2'000.000	6'000.000	2.000
Coffee break am	Day	3	700.000	2'100.000	700
Coffee break pm	Day	3	700.000	2'100.000	700
Dinner	Day	2	2'001.000	4'002.000	1.334
Salon accessories and complements	Day	3	700.000	2'100.000	700
Taxes				5'760.000	1.920
Total conference venue				24'612.000	8.204
Accommodation
30 Single room	Day	3	6'900.000	20'700.000	6.900	We'll work closely with the hotel to accommodate participants in shared double rooms in order to reduce this cost as much as possible. However, we're budgeting this cost at a worst-case scenario (which would be getting single rooms only) as the hotel occupation levels may vary and we may find ourselves unable to get enough double rooms.We are also including the number of Wikimedia Colombia volunteers who do not live in Bogotá and will be coming to support the event.
Taxes				3'501.000	1.167
Total Accommodation				24'201.000	8.067
Other expenses
Taxis and transport	Trip	120	20.000	2'400.000	800
Opening of the event	Person	50	40.800	2'040.000	680	We will hold an opening reception that will include raisins and dinner for 38 invitees and 12 local assistants.
Closing Dinner	Person	50	51.000	2'500.000	850	We will offer a closing dinner for 38 invitees and 12 local assistants.
Merchandise	General amount	-	-	3'000.000	1.000	We will create reminder material of the event: bags, T-shirts and agendas. Also stickers.
Reserves				1'350.000	450	For unforeseen expenses (3,8% of the total)
Facilitator				3'000.000	1.000
Support staff				6'000.000	2.000
Total other expenses				15'990.000	5.330
Total Conference venue, accommodation and other expenses				64'803.000	21.601
Airplane tickets
Argentina / Buenos Aires		2	2'001.000	4'002.000	1.334
Chile / Santiago de Chile		2	1'800.000	3'600.000	1.200
Bolivia / La Paz		2	1'900.500	3'801.000	1.267
Ecuador /Guayaquil		2	1'800.000	3'600.000	1.200
Italy / Milán		3	3'000.000	9'000.000	3.000
México / Ciudad de México		2	1'500.000	3'000.000	1.000
Perú / Lima		2	1'500.000	3'000.000	1.000
Portugal / Lisbon		2	2'800.500	5'601.000	1.867
Spain / Madrid		3	3'200.000	9'600.000	3.200
Uruguay / Montevideo		2	2'001.000	4'002.000	1.334
Venezuela / Caracas		2	1'200.000	2'400.000	800
Strategy Participants		4	2'500.500	10'002.000	3.334	Considering average price ticket.
Guest Volunteers		10	300.000	3'000.000	1.000	Considering average price ticket.
Total airplane tickets				64'608.000	21.536
Travel agency contract				9'000.000	3.000
Total Event				138'411.000	46.137
Note: We made the flight quotations, however, we would like the foundation to help us with the purchase of tickets.

Total cost of event: COP 138'411.000 (USD 46,137)

Total amount requested from the Conference and Event Grants program

COP 138'411.000 (USD 46,137)

In addition to this amount, we would like to request to the Wikimedia Foundation to support us in two main areas:

Health insurance for the attendees of the conference. As far as we know, the WMF can have insurance for participants in their events, which will be more cost-effective than us buying insurance for foreign people.
Help from the Travel Department to issue the tickets for attendees of the conference. This way the WMF can save money and have better control, considering travel expenses represent most of the budget of the event.

Additional sources of revenue that may fund part of this event and amounts funded.: There will be no additional sources, except time from staff and volunteers.

Please confirm that you are aware that changes to the approved budget beyond 10% in any category must be approved in advance.: YES

Discussion

Endorsements

Do you think this project should be selected for a Conference Grant? Please add your name and rationale for endorsing this project in the list below. Other feedback, questions or concerns from community members are also highly valued, but please post them on the talk page of this proposal.