Grants:Programs/Wikimedia Community Fund/Conference Fund/3rd Wikimedia Technology Summit (WTS 2024)

statusFunded

Conference and Event Fund

3rd Wikimedia Technology Summit (WTS 2024)

proposed start date2024-04-10T00:00:00Z

proposed end date2024-12-10T00:00:00Z

budget (local currency)9333529 INR

amount requested (USD)114093.06 USD

amount recommended (local)9333529 INR

decision fiscal year2023-24

applicant• Kasyap

organization (if applicable)• International Institute of Information Technology Hyderabad

Friendly Space Policy

Universal Code of Conduct

Application Privacy Statement

Review Final Report

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Applicant details

A. Are you applying as a(n)

Nonprofit organization with Wikimedia mission

B. Full name of organization presenting the proposal.

International Institute of Information Technology Hyderabad

F. Do you have an account on a Wikimedia project?

Yes

F1. Please provide your main Wikimedia Username.

Kasyap

F2. Please provide the Usernames of people related to this proposal.

Radhika41 Kasyap JaberiStudent

G. Are you legally registered?

Yes

If you are applying as an individual or your group is not a legally registered nonprofit in your country, we require that you have a fiscal sponsor.

I. Fiscal organization name.

N/A

Objectives and Strategy

1. Please state the title of your proposal.

3rd Wikimedia Technology Summit (WTS 2024)

2.1. When will the event begin? Please enter the event start date.

2024-10-04

2.2. When is the last day of your event?

2024-10-05

3.1. When will you begin preparing for your event?

2024-04-10T00:00:00Z

3.2. When will you expect to complete your last event payment?

2024-12-10T00:00:00Z

4. In which country will the conference take place?

India

4.1. In which city will the conference take place?

5. Is it a remote or in-person event?

In-person event

5.1. What will be the total number of participants at the event? (including scholarship recipients + organizing team + other guests + self funded guests) (required)

180

6. Please indicate whether your work will be focused on one country (local), more than one or several countries in your region (regional) or has a cross-regional (global) scope.

Local

6.1. If you have answered regional, please write the country names and any other information that is useful for understanding your proposal.

7. If you would like, please share any websites or social media accounts that your group or organization has.

https://indicwiki.iiit.ac.in/ https://www.facebook.com/tewiki.iiit

8. Do you work with any thematic or regional platforms such as WISCom, CEE, Iberocoop, etc.

No

8.1. Please describe what platforms and your work with them.

9. Please describe the target participants for this event.

Wikimedia developers and technology experts Wikiclub community members with technical expertise Open-source researchers and academicians

10. Please provide the link to the event's page if you already have one.

We have conducted two summits so far. (i) 1st Wikimedia Technology Summit 2021 (19-20 November 2021): This hybrid conference was free and open to the students, researchers, and technology enthusiasts. For more details: https://indicwiki.iiit.ac.in/summit2021 (ii) 2nd Wikimedia Technology Summit 2023 (03-04 March 2023): This summit aspired to develop a reliable and rewarding internet, forge enduring alliances and engage in open discussions about our limitations and potential that may be applied for the greater good. For more details: https://indicwiki.iiit.ac.in/summit-2023/

For the upcoming event, the same website will be used with the updated year.

The following questions (11-14) will refer to the Community Engagement Survey which is required in order to submit a proposal. Here is the survey form that you can copy and use (if the link does not work): https://docs.google.com/forms/d/1ieEI8EFf2vxjD9wN_h8-srYeRCp4fhSp7_1_wiR2jh8/edit. This survey is required to access a Conference grant.

11. How many people did you send the community engagement survey to?

130

11.1. When did you conduct the survey, and for how long?

We have conducted this survey as part of an in-person event on Saturday, 20th January 204 , from 3-5 PM and Virtual Event on Saturday, Jan 20, 6-7 PM IST on Zoom

12. How many people responded to the survey?

13

13. What are the main objectives of the event?

To discuss technology solutions for increasing participation from underrepresented communities and languages, and facilitating access to knowledge in diverse languages. To advance the technological infrastructure of Wikimedia projects, promote open-source technology development for the benefit of knowledge access. To foster dialogue and collaboration between technologists, community members, researchers, and other stakeholders to solve challenges and advance the common goals of the Wikimedia movement. To provide a platform to discuss topics related to Wiki technology. To increase the technical contributions from the student community and wikipedians.

14. Based on survey responses, what are the most important things your community should do at the conference to achieve these objectives?

As per Survey, there seems to be a strong desire for collaboration and resource sharing to overcome geographical and cultural challenges. We have observed a desire for in-person gatherings to tackle complex challenges, foster deeper collaboration, and accelerate project progress and following. Additionally, our Wikipedia community in the WTS Brainstorming Session 2024 has identified the following topics that we hope to address through events at WTS 2024: We must address technical barriers for new contributors and provide learning strategies to engage in and build communities in a contributor friendly manner. We plan a tool workshop/demo as requested by contributors to help improve Wikipedia contributions and accessibility. Most requested resources were - Phabricator and Community Wishlist, and Village Hub. Developers wish to be part of expert talk sessions. The lightning talk session was a commonly requested format AI/ML integration for Wikipedia performance and accessibility.

15. Please state if your proposal aims to work to bridge any of the identified CONTENT knowledge gaps (Knowledge Inequity)? Select up to THREE that most apply to your work.

Content Gender gap, Geography, Language, Important Topics (topics considered to be of impact or important in the specific context)

15.1. In a few sentences, explain how your work is specifically addressing this content gap (or Knowledge inequity) to ensure a greater representation of knowledge. (optional recommended).

The Wikimedia Technology Summit (WTS) is a platform for sharing and discussing the latest innovations, tools, knowledge, and research in Wikimedia and its related projects. It aims to foster collaboration among academics, researchers, and developers, and to co-create more effective tools. The goal is to communicate the advances and improve technologies that meet the diverse technical needs and skill levels of the community. It serves to provide Wikipedians with more technical knowledge to increase contributions for languages beyond English and enhance content in the areas of interest,It functions as a robust platform for the exchange of best practices, tools, and techniques, fostering a collaborative environment where communities can create and enhance content specific to their regions or areas of interest. This approach not only facilitates knowledge sharing but also promotes skill development among Wikimedia contributors, contributing to a more enriched and diverse content landscape

16. Please state if your proposal includes any of these areas or THEMATIC focus. Select up to THREE that most apply to your work and explain the rationale for identifying these themes.

Education, Open Technology

17. Will your work focus on involving participants from any underrepresented communities?

Geographic , Linguistic / Language, Age, Digital Access

18. Do you intend to invite or engage with non-Wikimedian individuals or organizations? If so – can you explain your intention for this outreach?

Yes. From previous summits, we have observed that engaging with non-Wikimedian individuals and organizations at the Wikimedia Technology Summit enriches the discussions and expands the reach of the movement. It helps create opportunities for healthy collaborations that benefit the shared goal of building a free and accessible knowledge base for all. Fresh perspectives from outside the Wikimedia community can challenge assumptions and lead to innovative solutions for tackling content gaps and technological challenges. Collaborating with non-Wikimedians, developers and researchers can accelerate the development of new tools and technologies to benefit Wikimedia sister projects. Non-Wikimedian participants can also become contributors for Wikimedia projects in the future and contribute to spreading free knowledge. Hence, bringing together diverse stakeholders from within and outside Wikipedia fosters a dynamic environment for exchanging ideas and sparking innovation.

19. What will you do to make sure participants continue to engage in your activities after the event?

Beyond the Summit, the WTS team builds lasting connections and empowers sustained contributions. We coordinate a vibrant Students WikiClub and an online community through regular virtual / hybrid / physical gatherings, where developers and coordinators share experiences and contributions, collaborate on summit-born initiatives, and tackle projects together. Our support goes further, offering resources and mentorship. To keep the momentum alive, we host online and offline follow-up events, fueling ongoing discussions and fostering new ideas. By actively listening through post-summit surveys and ongoing feedback loops, we ensure future engagements evolve alongside the dynamic needs and interests of our community.

20. In what ways do you think your proposal most contributes to the Movement Strategy 2030 recommendations. Select a maximum of THREE options that most apply.

Improve User Experience, Manage Internal Knowledge, Innovate in Free Knowledge

Logistical Aspects

21. Do you have any proposed venue for the event?

International Institute of Information Technology - Hyderabad, is among India’s leading research universities. It is home to some of the country’s best infrastructure for teaching and hosting academic events. IIIT-H’s community of students and IndicWiki members are suitable candidates for coordinating and organizing the Wikipedia Tech Summit 2024.We have an auditorium with 180 capacity and another space for hackathons and meeting rooms for theme based activities.

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

Yes

23. How many scholarships would you like to offer?

80 full scholarships, 40 partial scholarships

24. What expenses will the scholarship cover?

It will cover travel, accommodation, registration, meals at the event.

25. How will scholarship recipients be selected?

Any active Wiki technology contributor to a Wikimedia project and/or Wikimedia volunteer and/or regular Wikipedia user/reader in any other capacity, from India, is considered eligible. Participants in other free knowledge, free software, collaborative and/or educational initiatives are also encouraged to apply.

26. In which ways can Wikimedia Foundation staff support your event onsite?

We need Wikimedia Foundation staff support in the overall planning, speakers' sessions, outreach, community management and Pre-event Hackathon.

26.2. Do you intend to invite any WMF staff members to your event? (please note that all WMF staff travel and accommodation costs will be covered by the foundation). Please indicate what is the limit number of WMF staff members you would like to welcome at your event.

We are planning to invite WMF staff who are working for Technology https://www.mediawiki.org/wiki/Wikimedia_Technology

27. Please outline the roles and responsibilities of the organizing team for the conference.

• Event Coordinator:

Overall responsibility for the event's planning, coordination, and execution. Liaison with Wikimedia Foundation and other stakeholders. Ensure that the event aligns with the goals and objectives of Wikimedia. Prepare a list of invitees of technologists, academic experts and stakeholders to invite to the event. Responsibility of making the event inclusive and accessible for all. Conduct a post-event evaluation to gather feedback. Prepare a comprehensive report highlighting successes and areas for improvement.

• Speakers/Invitees Coordinator:

Prepare a list of invitees of technologists, academic experts and stakeholders to invite to the event for WTS talks. Invite the speakers. Coordinate the timings and content of the events with the speakers. Coordinate travel and logging of invited speakers with the logistics coordinator.

• Logistics Coordinator:

Coordinate venue logistics, including booking, setup, and breakdown. Oversee catering, transportation, and accommodation arrangements. Manage on-site logistics during the event.

• Hackathon and Inventory Coordinator(s):

Develop and manage the event program/schedule. Coordinate with students and circulate the Wikipedia based tools for the Hackathon.. Ensure a diverse and engaging set of sessions. Procure merchandise (refer to Category E of Budget for details)

• Communication and Marketing Team:

Manage poster designs and communication material design. Develop a marketing strategy to promote the event. Manage social media accounts and other communication channels. Create promotional materials and outreach to potential attendees.

• Technology and AV Coordinator:

Ensure all necessary technical equipment is available and functioning. Coordinate with AV teams for presentations and live streaming. Troubleshoot technical issues during the event.

• Security and Safety Coordinator:

Coordinate with venue security. Develop and implement safety protocols. Address any security concerns that may arise.

28. Do you have plans to co-organize the event with other Wikimedia communities, groups or affiliates?

Yes

28.1. If yes, can you please explain how you are going to co-organize the event and what responsibilities each partner will have.

Indic MediaWiki Developers User Group for Hackathon , these members are developers with extensive experience in MediaWiki, the software platform that powers Wikipedia. They can provide guidance on technical aspects of the hackathon, such as choosing appropriate tools and APIs, troubleshooting issues, and ensuring the developed solutions are compatible with the platform. Networking opportunities for members and other developers working on Indic language projects.

29. What kind of risks do you anticipate and how would you mitigate these?

Since most of the proposed activities are based on what we have already been doing/experimented on in the last 3 years, we don’t anticipate a lot of external risks. However, some participants may not be able to fully participate or contribute due to language barriers, technical difficulties, or lack of interest or motivation. Introduced code or tools could have security vulnerabilities Developed solutions might not be compatible with existing MediaWiki infrastructure or have unforeseen technical limitations. and technologies may malfunction, experience disruptions, or be incompatible with some devices or systems. Change in prices and quotations like hotel travel tickets post-budget announcement Language barriers and technical jargon can create obstacles to full participation and equitable takeaways We have tested the technologies beforehand, provided clear instructions and guidelines for the participants, and have backup plans in case of technical failures. and we request presenters to use plain language and avoid overly technical jargon whenever possible. in terms of logistics, e.g. travel booking process, we rely on IIIT-H’s expertise.and we would like to facilitate more social interaction between individual participants.

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

In the interest of fostering an open and welcoming community, we are committed to making participation in Wikimedia technical projects a respectful and harassment-free experience for everyone, regardless of gender, gender identity and expression, sex, sexual orientation, disability, neuroatypicality, physical appearance, body size, race, ethnicity, national origin, age, political affiliation, or religion.

Technical skills and community status make no difference to the right to be respected and the obligation to respect others. Newcomers and other contributors with limited experience in our IIndicWiki community deserve a welcoming attitude and constructive feedback. Prolific contributions and technical expertise are not a justification for lower standards of behavior. This code of conduct is based on the Wikimedia Friendly Spaces policy, WisCon code of conduct, and Universal Code of Conduct

Learning, Sharing, and Evaluation

31. What do you hope to learn from your work organising this conference?

The summit seeks to bridge diverse backgrounds and disciplines by fostering collaboration and networking within the Wiki Tech community. With the scholarships we offer, we hope the participants can become long term Wikipedia community members. Moreover, we look forward to learning new perspectives about the Wikipedia project from these participants through our engagements at WTS 2024. Partnerships with experts in AI and open-source software in the form of our keynote speakers will help bring their expertise and knowledge to the WTS 2024 participants. Inviting these experts from data science, education, and wikimedia will enrich the summit with interdisciplinary perspectives. We anticipate that our engagement strategies like WikiClub Students and open-source developer involvement like mini hackathon will maintain a lasting connection with our student community. We have observed that Panel discussions, keynote speeches, and other platforms will prioritize knowledge sharing within the Wiki Tech community. We greatly appreciate the support we've received from the WFM team, and their significant contributions have played a key role in the success of the summit. Due to certain reasons, some WMF speakers participated virtually. Looking ahead, we anticipate the WMF team will join us in person to strengthen relationships with the community and create more interactive channels.

32. Main open metrics

Main Open Metrics Data

Main Open Metrics	Description	Target
Participants	Percentage of first-time participants in a Wikimedia Technology event.	80
Participants	The number of different Wikimedia communities participating in the event.	16
Alliances	The number of new partnerships or concrete projects that result after the event.	3
Engagement	Percentage of people willing to keep participating in the Wikimedia Technology ecosystem.	100
Outcomes	The number of specialized Training resources for Wikipedia Developers.	1

Financial Proposal

33. What is the amount you are requesting from Wikimedia Foundation? Please provide this amount in your local currency.

9333529

34. Select your local currency.

INR

Requested amount in USD

114093.06 USD

35. Please upload your budget for this proposal or indicate the link to it.

• Budget Wikimedia Technology Summit ( WTS 2024)_v1.xlsx

https://docs.google.com/spreadsheets/d/1jWMSPFC13h5HN3zLSMncYSNZ8sLpZcMwvbkn4xVThls/edit?usp=sharing

36. Do you expect to receive funding for this conference from other organizations to support your work?

No

36.1. If yes, what kind of resources are you expecting to get?

We/I have read the Application Privacy Statement, WMF Friendly Space Policy and Universal Code of Conduct.

Yes

Please use this optional space to upload any documents that you feel are important for further understanding your proposal.

Other public document(s): WTS Community Engagement Survey

https://docs.google.com/forms/d/e/1FAIpQLSc4JY0G7rVu5eges9Iiwm5H6WX5mIaOX9JT-s_3hZrzkjHNyw/viewform?usp=sharing

Endorsements and Feedback

Please add endorsements and feedback to the grant discussion page only. Endorsements added here will be removed automatically.

Community members are invited to share meaningful feedback on the proposal and include reasons why they endorse the proposal. Consider the following:

• Stating why the proposal is important for the communities involved and why they think the strategies chosen will achieve the results that are expected.
• Highlighting any aspects they think are particularly well developed: for instance, the strategies and activities proposed, the levels of community engagement, outreach to underrepresented groups, addressing knowledge gaps, partnerships, the overall budget and learning and evaluation section of the proposal, etc.
• Highlighting if the proposal focuses on any interesting research, learning or innovation, etc. Also if it builds on learning from past proposals developed by the individual or organization, or other Wikimedia communities.
• Analyzing if the proposal is going to contribute in any way to important developments around specific Wikimedia projects or Movement Strategy.
• Analysing if the proposal is coherent in terms of the objectives, strategies, budget, and expected results (metrics).

Endorse