Grants:Conference/William Seward/ Freedom Media

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Conference & Event Grant

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nonprofitNo

Friendly space expectations

index

Create your report

Event overview

Purpose and vision

Please give a brief description of the event you are planning. What do you hope to accomplish during the event? Why is this event important for your community?

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Important details

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

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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, prioritisation 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?
Capacity development: Are there important skills that many people in your community need to learn?
Working groups: Are there joint projects that need to be planned in person?
Community building: Are there other in-person activities are important for community building?

Survey analysis:

1. How many people did you send the survey to? How many people responded to the survey?
2. 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?
3. Based on survey responses, what are the most important things your community should do at the conference to achieve those goals?

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?

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

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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?

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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?

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Plan

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?

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

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

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

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Friendly space policy

Please link to the friendly space policy that your community will be using for this event.

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.

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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?

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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.

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Scholarships

1. How many scholarships would you like to offer?

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2. What expenses will the scholarship cover?

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3. How will scholarship recipients be selected?

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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
Logistics
Conference Program
Scholarships
Communications
Volunteer Coordinators
Other team members

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 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

Total cost of event

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Total amount requested from the Conference and Event Grants program

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Additional sources of revenue that may fund part of this event, and amounts funded

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

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.