Open main menu

Grants:PEG/WM AM/CEE Meeting 2016


statusFunded
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
creatorDavid Saroyan
contact(s)• saroyandavid(_AT_)gmail.com• lilit.tarkhanyan(_AT_)wikimedia.am
organization• Wikimedia Armenia


GoalEdit

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.

PlanEdit

ActivitiesEdit

 
The venue of the CEE Meeting 2016, UWC Dilijan

PreparationsEdit

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.

ConferenceEdit

 
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-upEdit

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.

ImpactEdit

Target readershipEdit

 
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 strategyEdit

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 communitiesEdit

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 communityEdit

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 successEdit

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 risksEdit

ResourcesEdit

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

RisksEdit

  • 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.

BudgetEdit

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 requirementsEdit

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.

DiscussionEdit

Community notificationEdit

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.

EndorsementsEdit

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.