Grants:PEG/Pradeep Mohandas and Pranav Curumsey - Wikimedia Chapter, India and Mumbai and Pune WikiCommunities /WikiConference India 2011

Funded

This submission to the Wikimedia Foundation Grants Program was funded in the fiscal year 2011-12. This is a grant to a group.

IMPORTANT: Please do not make changes to this page now. They will be reverted.

• This project has been funded, completed, and a project report has been reviewed and accepted by WMF Staff.
• To review a list of other funded submissions by fiscal year, please visit the Requests subpage, and to review the WMF Grants Program criteria for funding please visit the Grants:Index.

Legal name of chapter or nonchapter group

Wikimedia Chapter, India and Mumbai and Pune WikiCommunities

Grant contact name

Pradeep Mohandas

Grant contact username or email

Prad2609

Grant contact title (position)

Treasurer, Organising Committee, WikiConference India - 2011

Project lead name

Pranav Curumsey

Project lead username or email

Project lead title (position), if any

Chair, Organising Committee, WikiConference India - 2011

Full project name

Wikimedia Chapter - Scholarships for WikiConference India, 2011

Amount requested (in USD)

40000

Provisional target start date

1 Aug 2011

Provisional completion date

1 Dec 2011

Budget breakdown

The Budget can be broken down into 2 parts - Scholarships and Expenditures excluding scholarships. The amount is requested in Indian Rupees with an indication of the equivalent US Dollar value in brackets.

Budget A

This includes expenditure other than scholarships. Budget A will be funded part by local sponsors/registration fees and part by this proposed grant(Of the total $28,802 of Budget A, we request the grant covers $15,000).

Conference Venue

Room	Number of rooms	Price weekday (per room)		Price weekend (per room)		Total
			$		$		$
Mumbai University Convocation Hall	--					97,000	$2156
Seminar Rooms	2	3500	$78	4500	$100	27,000	$600
Lounge Furniture hire cost (3 seater sofa + 2 single sofas)	4	2500 / $55.55				10,000	$223
Overall conference venue Cost	--					134,000	$2978

Wi-Fi and Technical matters

• Cost = 75,000 ($1667) (Main Hall - 75mbps connection)
• Cost = 26,000 ($578) (13,000 per seminar room for a 10-20mbps connection x 2 seminar rooms)
• Cost = 75,000 + 26,000 = 101,000 ($2244.44)

Catering

Description	Number	Individual price		Total
			$		$
Lunch	1200 (400 pax x 3 days)	120	$2.67	1,44,000	$3200
Evening Snacks	1200 (400 pax x 3 days)	75	$1.67	90,000	$2000
Tea/Coffee	6000 (400 pax x 3 days x 5 cups per peon)	3	$.067	18,000	$400
Water	70 bottles (20 litres each)	80	$1.78	5600	$124.44
Overall Refreshments cost	---			257,600	$5725

Transportation

• Comments: These are for WG/Foundation use and for any emergencies.
• 4 vehicles on call = 5000 x 4 cax 4 days = 80,000 ($1778)

Walkie-Talkies

• Comments: For communication between various teams, volunteers etc. during the conference.
• 250 per walkie talkie per day x 3 days x 25 people = 18,750 (417$) (Provisional to adequate funding being available. A smaller number may be catered for.)

Party

• Comments: This would be a party where sponsors who pay us 1 lakh or above get 2 passes and a chance to interact with Jimmy Wales and other members of the Foundation.

Description	Number (attenders)	Price (per person)		Total
			$		$
Attendees Party	400	200	$4.44	80,000	$1777.78
Sponsor Party	50	1000	$22.22	50,000	$1111.11
Total Party cost	450	--	--	130,000	$2889

Promotional Prints, Event Promotion and Advertising

• Banners/Other Promotional Material = 50,000 (Comments: To cover cost of banners at the venue + brochures, notebooks and delegate folders)
• Advertising cost = 50,000 (Comments: To cover advertising cost, if any)
• PR = 50,000 (Comments: To cover cost related to stationary, any other financial requirements for PR agency or persons in the PR group)
• Total = 50,000 + 50,000 + 50,000 = 150,000 ($2223)

Speaker Costs

• Comment: To cover expenses of invited external (non-Wikimedian invitee)speakers and keynote speakers- travel and accommodation
• Speaker cost = 200,000 ($2223)

Venue Staff

• Security Staff cost = 2,000 per person per day x 4 people x 3 days = 24,000 (Comment: for police security provided)
• Janitorial cost = 500 per person per day x 4 people x 3 days = 6,000 (Comment: to clean toilets before, during and after Conference to make toilets usable and general venue cleanliness)

Total Venue Staff Cost = 30,000 ($667)

Working Group Expenses

• Working Group Expenses = 105,000 ($2334) (Comment: For pocket expenses, if required. For getting members of the Working Group to and fro Mumbai for important meetings)
• 9 persons coming 2 days early to Mumbai from other cities early to help with last minute preparations = 1500 x 2 days x 9 people = 27,000 ($600)
• Total Working Group Expenses = 132,000 ($2934)

Insurance

• Comments: 25 lakh for event insuarance and 1 crore for liability
• Insuarance cost = 53,343 ($1185)

Miscellenous

For unforseen expenses = 1,00,000/- ($2224)

Open top bus

• Comment: Optional outing for people coming to Mumbai on first-come first-serve basis and on availability of seats.
• 4 buses x 5000 = 20,000/- ($445)

Budget A Total

Total cost on all of the above heads = 1,387,943 +10% buffer = 1,526,738 (rounded off - $33928)

Budget B

Budget B includes scholarships for those attending the event. This will be funded by this proposed WMF grant ($25000).

Types of Scholarships

A minimum of 135 scholarships, which could go upto 150. Assumption is that $1 = 45

1. Full Scholarship
2. Part Scholarship (where the recipient bears part cost - 25% or 50%)
3. Travel only Scholarship (For those who have access to accommodation in Mumbai)

Accommodation

1. Triple sharing (3/4 people to a room)

• Cost: 1500/- per head, per day
• Total Cost: 1500 x 150 x 3 = 675,000 ($15,000)
• Advance (to be paid to 3 hotels) = 90,000 per hotel ($2000)
• Total Advance = 90,000 x 3 = 270,000 ($6000)

Travel

1. 3000 (average) per railway ticket return (2A/c) up to 30 hours
2. 9000 (average) per air ticket return for anyone beyond 30 hours

Cost per person

• Cost per person (air) = 1500 x 3 + 9000 = 13,500
• Cost per person (train) = 1500 x 3 + 3000 = 7500

Budget B Total

Description	Number	Individual price accomodation		Individual price travel		Total accomodation		Total travel		Total
			$		$		$		$		$
Accomodation + Travel (full by train)	102	4500	$100	3000	$66.67	459000	$10200	306000	$6800	765000	$17000
Accomodation + Travel (full by air)	18	4500	$100	9000	$200	81000	$1800	162000	$3600	243000	$5400
Accomodation + Travel (50% scholarship by train)	30	2250	$50	1500	$33.33	67500	$1500	45000	$1000	112500	$2500
Total	150									1120500	$24900

Net Total

Budget A + Budget B = 1,526,738 + 1,120,500 = 2,647,238/- = 2,647,300/- (rounded off - $58829)

Project scope

• The scope of this project is National. The WikiConference India, 2011 is the first of what we hope will be an annual event within India to bring together Wikipedians and the wider ecosystem at one forum. While their may be, and we hope there is, international participation, this is outside of our priority areas for now.
• The scope of this project is also multi-lingual - given that there are no fewer than 20 active Wikipedias in Indic languages and a further 20 under incubation.

Project goal

The primary vehicle to achieve the goals listed below are that of the visibility associated with the WikiConference India, 2011 and of bringing together a community that has not, until now, met face to face and strengthening the bonds both within the Community and with the wider ecosystem.

• Increasing the visibility, reach and access to Wikimedia projects in India with a definite focus on Indic languages.
• Improving quality of Wikimedia projects in India.
• Improving and building upon contributions to Wikimedia projects in India.
• Encouraging and supporting local innovation around Wikimedia projects and local contexts.

Non-financial requirements

• Swag
  • T-shirts (700)
  • Stickers (1000)
  • buttons (1000)

Fit to strategy

• India is one amongst a set of countries where the WMF has a strong strategic focus.

Other benefits

• A strong, diverse and engaged community (and Chapter) will be the most important elements to ensure a sustainable Wikimedia movement in India and will be a catalyst to grow editorship and readership within India.
• Publicity
• Possible partnerships
• Exposure will help in organising bigger events like Wikimania in future.

Measures of success

It is difficult to establish quantitative measures of success for such an ambitious event. We hope to gain the following:

• India's length is 3214km and breath 2933km. Though a lot of events have been held at local level, this is our first national level endeavour. Through this event we hope to create unity and a common national goal among editors across India.

• Media attention is another good measurement. We hope to get a lot of local and national media coverage to spread the word about Wikimedia. We can use the contacts for future Wikimedia India projects.

• The conference is successful if it creates growth and development among the event participants. More specifically, on the last day we will survey the 50 participants about the event and we will also ask how the conference changed their goals or strategy or enticed them to start editing/edit more or take up offline roles. We will ask 5 questions on a scale of 1-10. If we get a score of 6 or more overall on 10, we think that would be a success.