Grants:Programs/Wikimedia Community Fund/Conference Fund/ESEAP Conference 2024

statusFunded

Conference and Event Fund

ESEAP Conference 2024

proposed start date2023-11-01T00:00:00Z

proposed end date2024-06-30T00:00:00Z

budget (local currency)1058078.6 MYR

amount requested (USD)231806.37 USD

amount recommended (local)798786.31 MYR

decision fiscal year2023-24

applicant• Tofeiku

organization (if applicable)• Pertubuhan Kebajikan Komuniti Pengguna Wiki Malaysia

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)

Wikimedia Affiliate (chapter, thematic org., or user group)

B. Full name of organization presenting the proposal.

Pertubuhan Kebajikan Komuniti Pengguna Wiki Malaysia

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

Yes

F1. Please provide your main Wikimedia Username.

Tofeiku

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

Dody Ismoyo

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.

Objectives and Strategy

1. Please state the title of your proposal.

ESEAP Conference 2024

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

2024-05-10

2.2. When is the last day of your event?

2024-05-12

3.1. When will you begin preparing for your event?

2023-11-01T00:00:00Z

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

2024-06-30T00:00:00Z

4. Where will this proposal be implemented? Where will the conference take place?

Malaysia

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

Hybrid 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)

150

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.

Regional

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

Mainland China, Taiwan, Hong Kong, Macau, South Korea, Japan, Thailand, Vietnam, Indonesia, Malaysia, Myanmar, Philippines, Australia, Laos, Cambodia, Timor Leste, Brunei, Singapore, Mongolia and New Zealand.

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

Website: wikimedia.org.my Facebook: Wikimedia Malaysia Instagram: wikimediamy X: wikimediamy

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

Yes

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

ESEAP

9. Please describe the target participants for this event.

The ESEAP Conference will target participants from affiliates, chapters and user groups from countries within the ESEAP region, such as Mainland China, Taiwan, Hong Kong, Macau, South Korea, Japan, Thailand, Vietnam, Indonesia, Malaysia, Myanmar, Philippines, Australia, Laos, Cambodia, Timor Leste, Brunei, Singapore, Mongolia and New Zealand. We will identify and invite a representative Wikimedian from countries in the region without a current affiliate.

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

https://meta.wikimedia.org/wiki/ESEAP_Conference_2024

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?

100

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

25 August 2023 until 1 September 2023 for 8 days

12. How many people responded to the survey?

58

13. What are the main objectives of the event?

The ESEAP Conference is a two-day regional event that aims to bring together key leaders across the East, South-East Asian and Oceania region. ESEAP is one of the most under-represented regions within the international Wikimedia community. After a successful Wikimania which was organised by ESEAP, the conference provides an opportunity for the regional community to meet, to seed future collaboration through ESEAP Hub development and grow capacity across the movement, outcomes that simply cannot be achieved via online communication.

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

Knowledge Sharing and Literacy: The community aims to share knowledge and enhance literacy among youth in Timor-Leste, emphasizing a commitment to education and information dissemination. Collaboration: Collaboration with other Wikimedia affiliates in the ESEAP region is a priority, focusing on knowledge sharing, outreach, and strategic alliances. Community Growth and Challenges: The community recognizes the need for growth but acknowledges challenges such as a lack of skills, conflicts, and the need for better collaboration. Preservation of Indigenous Culture: Some chapters are dedicated to preserving indigenous languages and culture, with a focus on content creation and in-person sessions. Increasing Contributors: Encouraging more people to contribute to Wikimedia projects, especially youth and women, is a common goal. ESEAP Hub: The establishment and development of the ESEAP Hub is a significant focus, potentially serving as a central point for regional activities.

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.

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).

Invite Wikimedians in each ESEAP country. This will give them a voice in the Wikimedia movement.

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, Culture, heritage or GLAM , Diversity

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

Geographic , Ethnic/racial/religious or cultural background, Linguistic / Language

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. We would like to invite local indigenous associations and government agencies that could be in line with the movement. We would like to increase participation from the local community of Sabah and the indigenous community. This is to take the chance and opportunity as Sabah has been chosen as the venue that brings many experienced Wikimedians from the region to assist these communities.

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

We will have them in ESEAP’s communication channel like the mailing list, Whatsapp and others for updates on the community. We will invite them to attend ESEAP’s monthly meeting. We will also ask them to write a report after the conference. We will ask them what are their plans for the community based on the new knowledge and skills that they will bring back to the 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.

Increase the Sustainability of Our Movement, Ensure Equity in Decision-making, Identify Topics for Impact

Logistical Aspects

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

The Pacific Sutera Hotel, Kota Kinabalu, Malaysia. The hotel will be the venue and accommodation for the conference. Kota Kinabalu has been selected in the ESEAP Summit in Wikimania 2023. We will use Zoom for hybrid conference.

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

Yes

23. How many scholarships would you like to offer?

100 scholarships for ESEAP representatives and community members Scholarships are budgeted to cover airfares, travel insurance, visa and accommodation.

24. What expenses will the scholarship cover?

Travel, accommodation, insurance and visa

25. How will scholarship recipients be selected?

Scholarships will be offered to two participants from each country within the ESEAP region via application through an online portal: two from each recognized affiliate, user group and/or chapter open positions with a focus on underrepresented countries and leadership development Suitability of all applicants will be assessed based on the following criteria: Recommendations and endorsements from affiliates Equitable representation across groups and countries within ESEAP with focus on underrepresented countries Involvement and experience in Wikimedia movement, activities and global initiatives Willingness to present or contribute to conference content Gender diversity Activities for scholarship selection: Contributing from a country without an affiliate Forming a new affiliate Part of a non-affiliate community committee, Admin on a language project Running events like WLM, WLE, or doing outreach Key person in developing new language projects currently in the incubator

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

For outreach and communication efforts; to lead specific sessions; for legal or safety reasons, etc).

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.

Yes. 10 WMF staff

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

Wikimedia Foundation Liaison: Act as the primary liaison between the organizing committee and the Wikimedia Foundation. Ensure alignment of the conference's goals and activities with the Wikimedia Foundation's mission and guidelines. Facilitate communication and collaboration between the conference organizers and Wikimedia Foundation staff. Provide guidance and support in accessing Wikimedia resources and expertise. Address any issues or concerns that may arise between the conference and the Wikimedia Foundation. Organizing Committee (Logistics and Programming): Plan and coordinate all logistical aspects of the conference, including venue selection, booking, and setup. Develop a comprehensive program that includes keynote speakers, panel discussions, workshops, and social events. Secure necessary equipment, technical support, and A/V resources for presentations. Manage the conference budget, including expenditures related to logistics and programming. Ensure the conference runs smoothly and stays on schedule. Scholarships: Design and implement scholarship programs to enable attendees, especially those from underrepresented or economically disadvantaged backgrounds, to participate in the conference. Establish clear eligibility criteria and a transparent application process. Evaluate scholarship applications, select recipients, and allocate financial support accordingly. Offer guidance and support to scholarship recipients before and during the conference to maximize their experience. Communications: Develop and execute a comprehensive communication strategy to promote the conference. Manage communications. Create and disseminate promotional materials. Handle enquiries and feedback from participants. Volunteer Coordinators: Assign specific roles to volunteers based on their skills and interests. Ensure volunteers are well-prepared and have the necessary resources to perform their duties effectively. Oversee volunteer scheduling and coordination during the conference.

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

No

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

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

Small number of team members in Malaysia to organise. We will ask other volunteers to assist and other ESEAP community members to help. Beside that, we also request for tour agents to assist us in booking the flight, accommodation and the venue.

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

https://meta.wikimedia.org/wiki/Friendly_space_policies and in line with the Universal Code of Conduct.

Learning, Sharing, and Evaluation

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

How engaged newcomers are in the conference? What are the best practices in organising large-scale events? How to communicate well with participants and stakeholders?

32. Main open metrics

Main Open Metrics Data

Main Open Metrics	Description	Target
First-timer attendee	Any participant that has not attended any Wikimedia conferences before	10
Post-conference engagement	Participants that join monthly online ESEAP meeting	80
Post-conference project	Any project or activity done by participants after the conference based on the discussions made in the conference and the lessons learnt	5
N/A	N/A	N/A
N/A	N/A	N/A

Financial Proposal

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

1058078.6

34. Select your local currency.

MYR

Requested amount in USD

231806.37 USD

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

https://docs.google.com/spreadsheets/d/1nu5YOgwRFpTV1sGSSWFjYM5usGyJaSUikZzqqqReJQw/edit

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):

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