Grants:PEG/WM AM/CEE Meeting 2016

statusFunded

Project & Event Grants

WM AM/CEE Meeting 2016

CEE Meeting 2016 is the annual meeting of Wikimedians from Central and Eastern Europe

targetWikimedia projects in all CEE languages

strategic priorityEncouraging Innovation, Increasing Reach and Participation

start dateJune 28

start year2016

end date30 September

end year2016

budget (local currency)23,405,001.00 AMD

budget (USD)US$49,150.26

grant typeOrganization

non-profit statusyes

creator• David Saroyan

contact(s)• saroyandavidgmail.com• lilit.tarkhanyanwikimedia.am

organization• Wikimedia Armenia

website• http://wikimedia.am

friendly space expectations

view all PEG requests

Goal

The goals of CEE Meeting 2016 (CEE 2016) are:

• Promote, develop, strengthen and maintain collaboration between various Wikimedia chapters, thematic organisations, user groups, project and other communities in the region,
• Support the sharing of experiences, good/bad practices and valuable learnings among CEE wiki communities thus offering a space where wiki-communities can gain new skills, discuss and analyse each other's stories,
• Connect Armenian Wikimedians to the CEE community members increasing the level of integration of Armenian Wikimedians in the international wiki-movement.

Plan

Activities

The venue of the CEE Meeting 2016, UWC Dilijan

Preparations

Contacting and engaging Wikimedia communities

The decision to organize the next CEE Meeting in Armenia was made in CEE Meeting 2015, Estonia, where the community members agreed on having Armenia as the hosting country of the meeting.

April 2016

The event was also discussed during Central and Eastern Europe meetup at Wikimedia Conference 2016 in Berlin. The notes from the meeting are here.

May 2016

In order to involve all Wikimedia communities in the activities of CEE Meeting the meta page was created. Questions & Needs section of the page is for the collecting of inputs, ideas, questions, and needs of the community to understand what members expect from the CEE Meeting 2016, Armenia and to shape the basis of the meeting's agenda and talks. All announcements related to the meeting will be made via the CEE mailing list, Facebook group. To reach out communities which are not actively present in these platforms, notices on their village pumps will be left. Regular meetups with the Armenian Wikimedian community will be organized in order to form local CEE organization team, define volunteers' roles and responsibilities. The first meeting was held on 30th April, where 21 volunteers expressed their wish to be involved in the organization team and support Wikimedia Armenia. After the meeting another 6 volunteers joined the organization team.

Registration and program

June-July 2016

Registration will be officially opened in June 2016 for both international and Armenian participants. Alongside with registration, after listing community needs, call for presentations will be announced. The program committee will be formed which will be comprised of international and local community members. On the basis of collected community needs and proposed presentations the program committee will build up the conference program, defining and specifying the sessions, confirming the speakers and arranging the presentations. The program of the CEE meeting will be finalized in July 2016.

Accommodation and travel, venue and other preparations

WM AM team have already chosen and agreed on the venue, which is going to be United World College Dilijan, Tavush Province, Armenia. Participants will stay in Erebuni hotel, Yerevan and in Dilijan Resort Hotel, Dilijan, agreement with them were also made. In June 2016, air tickets for attendees will be booked/bought. Part of attendees will be funded by their local WM affiliate. Other preparations and negotiations with different partners related to food, printing, media, logistics, equipment, design etc. are in the process.

For more detailed activities see the Timeline section of the meta page.

Conference

Wikimedia CEE Meeting 2016 logo

• 25 August 2016 - Arrival of participants to Yerevan, tour in Yerevan, visit to Matenadaran Museum, visit to Wikimedia Armenia office,
• 26 August 2016 - Arrival of other participants to Yerevan, tour to Etchmiadzin Cathedral and Zvartnots Cathedral, departure to Dilijan, welcome dinner in Dilijan
• 27-29 August 2016 - Opening of the conference, conference days in the venue
• 29 August 2016 - Edit-a-thon in the evening of 29th August, meeting with UWC students, farewell dinner in Yerevan
• 30 August 2016 - Departure of participants from Yerevan, Armenia

Follow-up

Evaluation and reporting

The conference survey will be prepared beforehand and after the conference, all attendees will be asked to take it. The survey results will help to evaluate and report the meeting and to measure the impact of the conference on the CEE and Armenian community members. Financial and grant reports will be ready in September-October 2016. As in CEE Meeting 2015, Estonia, Armenian meeting will also be documented, recorded and photographed. Media files will be uploaded to Wikimedia Commons under the CC-BY-SA 4.0 license. The materials and notes will later be transformed to learning patterns and will be available for the entire wiki-movement. These materials will also be helpful to provide media coverage inside and outside of Armenia.

Impact

Target readership

Conference rooms

Wikimedia projects in all CEE languages (Albanian, Armenian, Azerbaijani, Belarusian, Bosnian, Bulgarian, Croatian, Czech, Estonian, Georgian, German, Greek, Hungarian, Kazakh, Latvian, Lithuanian, Macedonian, Polish, Romanian, Russian, Serbian, Slovak, Slovenian, Turkish, Ukrainian, also several smaller regional languages)

Wikimedia Commons

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.

Impact on CEE communities

The CEE meeting is a place where attendees from different countries, communities, editing on different Wikimedia projects share their experience, learnings, present their successful projects. It will encourage innovation among community members supporting them in getting new project ideas and implementing them in their local communities, as well as motivate them to come up with new ideas, meet new people from different communities and plan new interregional projects. New ideas and projects implemented in the local communities by the CEE meeting participants will result in increased reach and/or participation of Wikimedia projects.

Main hall where the opening ceremony is going to take place.

Impact on Armenian community

Armenian Wikimedians' community is a well-established community, whose members are editors of Wikimedia projects engaged in one or more programs of Wikimedia Armenia. The majority of this community, however, are not connected to the international community. The CEE meeting is an opportunity for Armenian Wikimedians to meet the international community, make new contacts, thus increasing the participation in different on- and out-of-wiki activities.

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.

• At least 58 participants from CEE countries
• At least 30 participants from Armenian Wikimedians community
• At least 28 countries or languages represented
• At least 15 attendees participating actively as speakers or table hosts, sharing their experience
• At least 85% of attendees find the conference useful in the post-conference survey.
• At least 75% of attendees confirm having new ideas and/or better vision for the projects they want to work on.
• At least 75% of attendees confirm having learned new information regarding project management, running chapter projects, or community building.
• At least 30 articles created/improved during the edit-a-thon

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

Resources

WM AM has long experience in organizing local/regional conferences and WikiCamps since its establishment in 2013. The list includes 3 Wikipedia Conferences in Yerevan (2012, 2013, 2015), 7 WikiCamps (Summer 2014, Winter 2015, Summer 2015, Winter 2016, WikiCamp in Lebanon) and many other events. WM AM organizational team will ask for assistance from international CEE community members, who previously supported the successful organization of CEE Meetings 2014 and 2015 in case of any question and/or difficulty.

Our organizational team includes volunteers and members of Wikimedia Armenia, who have already been working on this type of events for several years. On 30 April, 2016 a meeting was organized with Armenian community members to represent CEE meeting, its organizational issues and details and to find out volunteers who will assist organization team in its activities and be responsible for a number of issues.

• Communication - Vachagan Gratian, Rosie Mkhitaryan, David Saroyan, Dato Abuladze
• Reception - Armen Mirzoyan, Tatevik Tovmasyan, Armine Karapetyan, Gayane Ghazaryan, Chris Ginosyan, Karine Vardanyan, user:Suzanna(AYB), Alina Parazyan
• Program Committee - Vachagan Gratian, Chaojoker, Lilit Tarkhanyan and international members
• Collaboration and partnership - Susanna Mkrtchyan
• Travel and accommodation - Mher Bekaryan, Anna Bakhchyan
• Session facilitators - Armine Aghayan, Grigor Baghdasaryan, Rosie Mkhitaryan
• Photographer - lubekar
• Print and design - Mher Bekaryan, Karine Vardanyan, Chris Ginosyan
• International guests accompanying to/from airport - Tatevik Tovmasyan, Rosie Mkhitaryan, Armen Mirzoyan, Armine Karapetyan, Loreta Chilingaryan, Arpine Yeghiazaryan, Emma Baghdasaryan, Susanna Amirkhanyan, Nonna Babayan, Grisha Gasparyan, Lilit Harutyunyan
• Responsible for press - in process
• CEE grant and reporting, evaluation and other preparations - David Saroyan, Lilit Tarkhanyan

Risks

• Lack of interest and participation of attendees from CEE community and/or Armenia.
• Lack of active community members who will be eager and enthusiastic to share his/her personal experience with others.
• Lack of resources, experience, and management of CEE Meeting/Wikimedia Armenia organization team.

Budget

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

Grantees are subject to line-item scrutiny of expenses. Changes to the approved budget beyond 10% in any category must be approved in advance.

1 AMD = 0.0021 USD

Project budget table

	Item description	Unit	Quantity	Cost per unit	Total cost (USD)	Total cost (AMD)	Comments
1.	Travel costs and insurance				29,780	14,180,762
1.1.	International travel	participant	58	460	26,680	12,704,762	Average travel costs per participant. We expect to have 58 scholarship requests. Costs of 8 participants will be covered by their chapter.
1.2.	Domestic travel	participant	90	17.5	1,575	750,000	Travel costs to/from Yerevan/Dilijan
1.3.	Domestic travel	participant	40	16.8	672	320,000	Travel costs from Zvartnots International airport to Yerevan
1.4.	Insurance	participant	58	14.7	853	406,000	Insurance for international participants
2.	Accommodation				10,373	4,939,619
2.1.	Hotel in Yerevan	participant	58	71.4	4,141	1,972,000	Stay in Erebuni Hotel, 2 nights, breakfast included
2.2.	Hotel in Dilijan Resort	participant	82	114	6,232	2,967,619	Stay in Dilijan Resort hotel, 2 nights, breakfast included
3.	Catering				5,537.7	2,637,000
3.1.	Lunch	participant	90	10.5	945	450,000	Lunches for 3 days in UWC school
3.2.	Coffee breaks	participant	90	13.23	1190.7	567,000	Coffee breaks during the conference (2 times, 3 days)
3.3.	Supper	participant	90	21	1,890	900,000	Suppers for 2 days in Dilijan Resort Hotel
3.4.	Welcome dinner	participant	90	16.8	1,512	720,000
4.	Events				315	150,000
4.1.	Museum tickets	participant	30	10.5	315	150,000	Museum tickets during tours.
5.	Materials				1,663	791,905
5.1.	Color printing materials	N/A	N/A	30	30	14,286
5.2.	Papers for printing	N/A	N/A	42	40	19,048
5.3.	T-shirts	participant	120	10.5	1,260	600,000
5.4.	Banner	banner	3	63	189	90,000
5.5.	Nametags	participant	120	1.2	144	68,571
6.	Administrative and unforeseen expenses				1,481.561	705,715
6.1.	Bank expenses	estimate	N/A	50	50	23,810
6.2.	Unforeseen expenses	project	N/A	1,432	1,432	681,905	3% of all expenses.
Total					49,150.26	23,405,001.00

Total cost of project

54,233.26 USD (25,825,477 AMD)

Total amount requested from the Project and Event Grants program

49,150.26 USD (23,405,001.00 AMD)

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

Costs of 8 participants will be covered by chapters/thematic organizations which will be about 5,083 USD (2,420,476 AMD)

Non-financial requirements

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

Depending on the community needs some WMF staff members will be asked to attend the CEE Meeting and have workshops/presentations. We would request the WMF to make the participation of these staff members possible.

Discussion

Community notification

You are responsible for notifying relevant communities of your proposal, so that they can help you! Depending on your project, notification may be most appropriate on a village pump, talk page, mailing list. Please paste a link below to where the relevant communities have been notified of this proposal, and to any other relevant community discussions. Need notification tips?

Community members were notified by WM CEE mailing list and Facebook group. The organization of Wikimedia CEE Meeting 2016 has been discussed during CEE Meeting 2015 and Wikimedia Conference 2016. Some communities which are not actively involved in the mailing list and/or on the FB group were notified in their village pumps and several community members were contacted separately with the request to inform their community about the meeting.

Endorsements

Do you think this project should be selected for a Project and Event 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.