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Grants:PEG/WM MX/Iberoconf 2013

Funded
This submission to the Project and Event Grants Program was funded in the fiscal year 2012-13. This is a grant to an organization.

IMPORTANT: Please do not make changes to this page without the explicit approval of Project and Event Grants Program staff. They will be reverted.


Basic informationEdit

Grant detailsEdit

Project detailsEdit

Official project name

Iberoconf 2013. Third Ibero-American Wikimedia Summit.

Project start date (include month, day, and year)

May 15th, 2013

Project completion date (include month, day, and year)

June 24th, 2013 October 2013

Please describe the project in 1–2 sentences

The Third Ibero-American Wikimedia Summit will be a meeting of delegates from the chapters and chapters-to-be affiliated to Wikimedia Iberocoop.

Financial detailsEdit

Currency requested

USD

Amount requested in currency requested

19,711 USD

Equivalent amount in US$ on the date of this submission

19,711 USD

List the exchange rate used to calculate the amount listed in US$

MXN$12.0789 per USD (quoted from oanda.com on 6 May 2013)

Grantee detailsEdit

See the eligibility requirements for more information.

Are you an organization, an individual, or an individual submitting on behalf of a group?
Organization, Wikimedia México A.C.
Non-profit corporation
Are you a for-profit entity?
NO
Are you able to provide local proof of nonprofit status within your country?
YES
Does your organization currently employ any fulltime or part-time staff or contractors?
NO

Contact informationEdit

Primary contact name
Iván Martínez / Salvador Alcántar
Primary contact username or email
ivan wikimedia.mx, salvador.alcantar wikimedia.mx
Primary contact title (position within the organization)
President / Secretary

Goals and measures of successEdit

Project goalEdit

Project goal

Since its creation in 2010 the Regional Cooperation Initiative for Ibero-America (Iberocoop) has provided to Latin-American and some European chapters a fertile field to exchange experiences, ideas and mutually aid each others, becoming an original model of non-bureaucratic cooperation between Wikimedia chapters and working groups. Within this background, the annual conference of Ibero-American chapters, Iberoconf is a catalyst for decisions and agreements between constituted chapters, as well as an extraordinary occasion for aiding and sharing experiences with pre-chapters or user groups in the organizing. Since first Iberoconf, three new Ibero-American chapters were born, by far due this assistance and cooperation.

In last Iberoconf in Santiago 2012, the attending chapters made relevant agreements that influenced and brought about much of last year's developed work. As example of this:

  • Simultaneous participation, cooperation and interchange of technical tools between chapters and chapters-to-be for an easier development of Wiki Loves Monuments 2012. In this international contest took part Argentina, Chile, Colombia, Mexico, Panamá and Spain.
  • Common agreements and positions before WCA constitution and difficulties, which were expressed afterwards in the Washington Manifesto.
  • Decisions about internal communications and transparency in Iberocoop.
  • Assistance of representatives of the Wikimedia Foundation, what makes possible a better integration of Ibero-American chapters to the international Wikimedia Community. In case of Matthew Roth, face to face interviews produced a bigger presence of Ibero-American chapters in Wikimedia blog and other media.

All the progress of goals and objectives between 2012 and 2013 meetings can be found here (in english and spanish).

Iberoconf 2013 will be a meeting of delegates from Argentina, Bolivia, Brazil, Colombia, Chile, Italy, México, Portugal, Spain, Uruguay and Venezuela. The summit includes not only representatives of the active Wikimedia chapters in the region, but also four chapters to be interested in the realization of Wikimedia-related activities in their countries. Members of the Board of the Wikimedia Foundation, Board of Trustees and other international guests may take part on the event.

With the results we had in the two previous summits, we think we can increase our goals and make they measurables. The Wikimedia movement’s organization in Ibero-America has seen great improvement in the last year after the last summit because it helped to enhance communication among its members, to define better ways of collaboration between existing entities and to continue local development of the different groups.

A priority goal at the meeting will be the talking about the future of Iberocoop and the ideas our cooperation model embodies, to ensure its continuity and utility within the Wikimedia movement, as an entity that is recognized in the community for its cohesion, flexibility and uniqueness in reaching our common objectives. Since the meeting in Santiago, some Iberocoop members have spoken about the future as an organization that can provide more opportunities and best practices to its members.

Other goal will be the work on the set of new models of managing through the recognized chapters by the most veterans organizations as Wikimedia Argentina.

The scope of this meeting -conducted by a professional facilitator who donate their work-, seek substantial work on two main tracks: a organizational development of Iberocoop chapters, and the approach of an educational program adjusted to the cultural needs of Chapter members. For this edition, all the chapters involved in the meeting will close the talks in Meta previously made a month earlier. The tracks considered for the meeting can be found here.

The proposed schedule of the event can be seen here (in Spanish).

Measures of successEdit

The outcomes of this summit will be published on Meta in the working languages of the group and also in English. At least, we expect the following results:
  • Work on the evaluation of advantages and disadvantages of becoming a Wikimedia organization in the future, considering the need to grow regionally. This track will be reflected in a reasoned whitepaper, at the end of the conference, that allows the development of a strategic plan for the following years for Iberocoop.
  • Establishment of a better common criteria in front of different challenges, policies and new models of organization within the Wikimedia movement: rules of affiliation, Charter of sorts, fostering of potential new members in the next 6 months.
  • Coordination of a strategy between chapters and working groups for pan-regional initiatives that can be developed.
  • Reporting schedule for Iberocoop Chapters about implementation of shared best practices: Participating chapters will commit to reporting on a regular basis about what the conference and ensuing relationships have brought to their daily work in the next 12 months.
  • Work on a common education program, adjusted to the Iberocoop chapters and working groups: Outline of a "How to Manual" in Education programs in the next 12 months.

Project scope and activitiesEdit

This grant is intended to cover the participation of two delegates from the chapters and one of the chapters-to-be involved in Iberocoop, including their travel to Mexico City, accommodation for four nights (Wednesday 19 June to Saturday 22 June) and full catering costs for the conference.

Wikimedia Mexico has valued with local travel agencies the airplane tickets and has looked for hostels where to accommodate the delegates. Once the grant is approved, Wikimedia Mexico will coordinate the travel of the delegates and their stay in Mexico City, and will hire the catering services for the days of the conference.

The local chapter will organize a local team of volunteers to help with the development of the summit and the documentation of its associated talks and activities.

Budget and resourcesEdit

Number Category Item description Unit Number of units Cost per unit Total cost Currency Notes
1 Flights Round trip to Mexico City 1 round flight 18 round flights to Mexico City * 13788 USD See Flights section for detail
2 Accomodation Shared dorms at hostel Cost per night 25 persons 31.20 3120 USD 4 nights are considered
3 Catering Coffee break service (coffee, tea, water, soda and cookies) Cost per person 30 persons 6 180 USD 3 days are considered
4 Catering Daily Lunch Cost per person 30 persons 15 450 USD 3 days are considered
5 Stationery Flipchart, markers and sheets 31,64 USD Including one box of board markers.
6 Stationery Post-its Block 4 blocks 6,33 25.32 USD
7 Stationery ID Badges Pack with 10 3 packs 5,78 17.3 USD
8 Stationery Prints 87 USD Considered for general purposes: kit for every participant, badges, registry.

FlightsEdit

This budget was taken mainly from (Despegar.com), an international online travel agency. Costs are estimated.[1]

City Air line USD (unidad) Pp. Total USD
  Buenos Aires Despegar 866 2 1,732
  La Paz Despegar 717 1 717
  Brasilia Despegar 1,520 1 1.520
  Bogotá Despegar 541 1 541
  Madrid Despegar 423 2 846
  Milán Despegar 467 1 467
  Roma Despegar 467 1 467
  Santiago Despegar 835 2 1670
  Lisboa Despegar 547 2 1,094
  Montevideo Despegar 1002 1 1002
  Caracas Despegar 617 2 1,234
  Jalisco Despegar 200 1 200
Subtotal 18 11,490
Total (+20% booking) 2,298 13,788

Additional costsEdit

  • Welcome meeting - 5000 MXN - 390 USD
  • Stationery and documents for participants 2000 MXN - 160 USD
  • Incidental expenses 5000 MXN - 413 USD

Final resultEdit

Amount of the grant asked to the WMF:

Matter Amount
Flights 13,788
Accomodation 3120
Catering 1890
Additional expenses 913*
Total 19,711 USD

Amounts in USD

Total cost of project
20,713 USD
Total amount requested from the WMF Grants Program
20,713 USD
Additional sources of revenue that may fund part of this project, and amounts funded
NO

Non-financial requirementsEdit

  • Participation of Wikimedia Foundation staff and volunteers from Board of Trustees and Affiliations Committee.
  • Support promoting the event of WMF official channels as blog and official press release.

ResourcesEdit

Resources
We will have a dedicated group who will help to coordinate the event.
  • Board members of Wikimedia México.
Iván Martínez - President
Salvador Alcántar - Secretary
Gustavo Sandoval Kingwergs - Vicepresident
Carmen Alcázar - Vocal and project manager for Iberoconf 2013
Alan Lazalde - Vocal
  • Volunteers of Wikimedia México.
Gilberto Cruz
Rodolfo Galicia
Nohemí Chilpa
Anahí Ubaldo
Verónica Longino
Christian Cerón
Carlos Solís
Jacobo Nájera
  • Other members of Iberocoop affiliated entities.
Assistance from previous Iberoconf hosts: WMAR and WMCL
  • Plus, we will have a donated proffesional aid:
Cirklo (facilitators)
Alfonso Castañeda (project managing talk)
  • The venues of the event and all the technical resources will be sponsored.

ImpactEdit

Fit to strategyEdit

Our proposal fits to several of the guidelines proposed by the Strategic Plan of the Wikimedia Foundation, namely:
  • Increasing reach: working on initiatives for get more impact in sectors who can produce high quality knowledge resources of Wikimedia projects at local level, as schools and universities, and in more native languages.
  • Participation: new groups will be empowered to develop new activities, increasing the number of volunteers and broadening the movement to new audiences in the so-called Global South.
  • Credibility: having a common regional framework adds to Wikimedia's presence in Ibero-America in the way of a concerted body, enabling us to develop partnerships and projects on the regional level
  • Organizational maturity and effectiveness: talking the next steps of Iberocoop as a Wikimedia organization and mapping the needs for the next stage. Sharing experiences between organizations with different levels of organizations will help especially to the youngest groups to strengthen their organizations through better policies, processes and work organization.
  • Financial sustainability: sources of funding will be explored and talked about, considering the specific characteristics of the different countries involved: (a) in doing so we will find a way to be a part of the annual campaign donation, as input to the WMF, (b) plausability of fundraising campaigns, (c) collaborating with other institutions who could fund projects on a regional level.

BenefitsEdit

  • Face to face meetings increase the possibility of finding a common ground to solve issues. Besides, they help to build trust between colleagues, particularly those who are new to the initiative, and encourages interaction between old and new members.
  • Wikimedia Mexico goes through a crucial stage in its organizational development and Iberoconf will be a very relevant milestone in all aspects considered. Its successful accomplishment will positively impact our maturity as an organization and will connect guests to the event with the local Wikimedia and free culture community, as well as representatives from major corporations and institutions with large regional development. Also, we believe this could be a good opportunity to engage more local volunteers and allies.

ReferencesEdit

  1. This budget was consulted in February 2013, and rounded with an extra 20% to consider possible variations in the travel prices.
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