Grants:Programs/Wikimedia Community Fund/Conference Fund/Wiki Student Summit 2024

statusFunded

Conference and Event Fund

Wiki Student Summit 2024

proposed start date2024-05-15T00:00:00Z

proposed end date2024-08-31T00:00:00Z

budget (local currency)126575614 TZS

amount requested (USD)54427.51 USD

amount recommended (local)126575614 TZS

decision fiscal year2023-24

applicant• magotech

organization (if applicable)• Open Space Tanzania

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.

Open Space Tanzania

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

Yes

F1. Please provide your main Wikimedia Username.

magotech

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

Magotech codtz CaliBen

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.

Wiki Student Summit 2024

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

2024-07-15

2.2. When is the last day of your event?

2024-07-18

3.1. When will you begin preparing for your event?

2024-05-15T00:00:00Z

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

2024-08-31T00:00:00Z

4. In which country will the conference take place?

Tanzania

4.1. In which city will the conference take place?

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)

210

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://openspacetanzania.org Instagram: unistuwikimedians | openspacetanzania LinkedIn: universitystudentswikimedians

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.

The Wiki Student Summit 2024 targets students from universities and colleges interested in open-source knowledge, digital literacy, and collaborative learning. It also welcomes educators, academic professionals, and researchers interested in integrating Wikimedia projects into teaching and research.

The Conference encourages newcomers to participate in inclusive enhancement, thus does not require a mandatory super experience in the Wikimedia movement but it would be an advantage.

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

https://meta.wikimedia.org/wiki/Wiki_Student_Summit_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?

400

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

the survey was conducted from 15 November 2023 to 15 January 2024. The survey was open for approximately 2 months for the public to fill

12. How many people responded to the survey?

312

13. What are the main objectives of the event?

Main Objective. Promote Digital Literacy.

• By the end of the Wiki Student Summit 2024, we aim to have at least 70% of participants actively contributing to Wikimedia projects, demonstrating enhanced digital literacy skills. This will be measured through participant activity logs on Wikimedia projects and a post-event survey assessing their understanding and application of digital literacy.

Specific Objectives.

• Skill Development
• Knowledge Sharing
• Collaborative Learning
• Resource Creation
• Community Engagement

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

1. Interactive Workshops on Wikimedia Editing 2. Collaborative Content Creation Sessions 3. Networking and Mentorship Programs

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.

Age (regency) , Important Topics (topics considered to be of impact or important in the specific context), Language

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 Summit is designed to address knowledge inequity by empowering a diverse group of participants, particularly students and educators, to contribute to the Wikimedia projects. By providing training and resources, we aim to lower the barriers to entry, enabling more people to contribute their unique knowledge and perspectives. We also prioritize inclusivity and representation in our event, encouraging participation from underrepresented groups and regions. Through these efforts, we hope to broaden the scope of information available on Wikimedia projects, thereby addressing content gaps and promoting a more equitable representation of knowledge.

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, Advocacy, Diversity

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

Gender Identity, 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, we do intend to engage with non-Wikimedian individuals and organizations. The intention behind this outreach is to diversify the knowledge base of Wikimedia projects. Engaging with external partners such as educational institutions, open-source communities, and digital rights organizations can bring fresh perspectives, foster collaborations, and enhance the quality and scope of content. It also helps in promoting the Wikimedia movement among a wider audience, thereby expanding its reach and impact.

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

To ensure continued engagement post-event, we plan to:- 1. Follow-up Communications 2. Online Community 3. Mentorship Program 4. Collaborative Projects 5. Recognition

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, Invest in Skills and Leadership Development, Manage Internal Knowledge

Logistical Aspects

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

The proposed venue for the Wiki Student Summit 2024 is the Arusha International Conference Centre (AICC).

Venue Details: The AICC is owned by the Government of Tanzania and operates under the Purview of the Ministry of Foreign Affairs and East-African Cooperation.

AICC is located in Arusha, 8.6KMs from Kisongo airport, 1.9KMs from Arusha Bus stand and 50KMs from Kilimanjaro International Airport.

Challenges might arise in transportation if proper arrangements are not made earlier.

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

Yes

23. How many scholarships would you like to offer?

Total: 60

24. What expenses will the scholarship cover?

Fully funded: 20

• Transport
• Accommodation
• Meals (dinner)
• Event registration & attendance

Partial Funded: 40

• Accommodation
• Event registration & attendance

25. How will scholarship recipients be selected?

While we aim to be inclusive and encourage applications from all interested individuals, we do plan to prioritize certain communities. Specifically, we aim to support participants from underrepresented regions and communities, newcomers to the Wikimedia movement, and those who demonstrate a strong potential to contribute to addressing knowledge inequities on Wikimedia projects.

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

We would greatly appreciate the support of Wikimedia Foundation staff in the following ways:- 1. Outreach and Communication.

• Staff could help amplify the event’s visibility within the Wikimedia community and beyond, leveraging their networks and platforms for promotion.

2. Leadership Sessions.

• Staff with expertise in specific areas could lead or co-lead sessions, providing valuable insights and guidance to participants.

3. Mentorship.

• Staff could serve as mentors before, during and after the event, offering advice and support to the C.O.T and participants, particularly newcomers.

4. Post-Event Engagement.

• Staff could help facilitate continued engagement post-event, such as through follow-up communications or the establishment of mentorship programs.

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, we would be delighted to invite three staff members from the Wikimedia Foundation to the Wiki Student Summit 2024. We believe their presence and contributions would greatly enhance the value of our event. Specifically, we would like to invite:

1. Regional Program Officer, (Nominated: Veronica Thamaini), 2. member from the Education Team. 3. member from the GLAM (Galleries, Libraries, Archives, and Museums) Team.

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

1. Event Director

• The Event Director will oversee the entire event planning process, ensuring that all aspects of the event are on track. They liaise with all team members, manage timelines, and ensure that the event aligns with its objectives.

2. Program Manager.

• The Program Manager will be responsible for developing the event program.

3. Logistics Manager.

• The Logistics Manager will handle all logistical aspects of the event. This includes venue booking, transportation, accommodation, and catering.

4. Communications Manager.

• The Communications Manager will handle all external communications, including promoting the summit on social media.

5. Volunteer Coordinator.

• The Volunteer Coordinator will manage all volunteers. He will recruit, train, and assign tasks to volunteers, ensuring that all areas of the event are adequately staffed.

6. Scholarship Coordinator.

• The Scholarship Coordinator will manage the scholarship program. He/she will oversee the application process, selection of recipients, and disbursement of funds.

7. Safety Officer.

• The Safety Officer will ensure the safety and well-being of all participants. They will develop and implement safety protocols, manage any emergencies, and ensure compliance with all relevant regulations.

8. Financial Manager.

• The Financial Manager will oversee the event budget, manages sponsorships and grants, and ensures financial transparency and accountability.

9. Technical Coordinator.

• The Technical Coordinator will manage the technical aspects of the event, including the event website, registration system, and any virtual platforms used.

10. Diversity and Inclusion Officer.

• The Diversity and Inclusion Officer will ensure that the event is inclusive and accessible to all. They will work to promote diversity among participants and address any barriers to participation.

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.

Yes, we are planning to co-organize the Wiki Student Summit 2024 with the Wikimedians of Arusha User Group and Jenga Wikipedia ya Kiswahili.

1. The Wikimedians of Arusha User Group will play a crucial role in local logistics, venue coordination, and community outreach within Arusha and nearby regions. They will also provide valuable insights into local customs and practices, ensuring the event is culturally sensitive and inclusive.

2. Jenga Wikipedia ya Kiswahili, a group dedicated to improving the content of the Swahili Wikipedia, will be instrumental in engaging the Swahili-speaking community. They will lead sessions on contributing to the Swahili Wikipedia, provide translation support, and help promote the event among Swahili-speaking communities.

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

1. Political Instability or Security Concerns: In case of any unforeseen political instability or security concerns in the region, we will closely monitor the situation and take necessary actions, which may include changing the venue or moving to a virtual format.

2. Leadership Changes: Changes in the organizing team could impact the event planning and execution. To mitigate this, we have a succession plan in place and ensure that knowledge and responsibilities are shared among team members.

3. Budget Overruns: Unforeseen expenses could lead to budget overruns. We’re mitigating this risk by maintaining a contingency fund and closely monitoring our expenditures.

4. Low Participation: There’s a risk that we may not attract enough participants. We’re mitigating this by starting our promotional activities early and targeting a wide range of potential participants.

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

https://docs.google.com/document/d/1aoKmOm5vwv7i5i-9yy7dpbw6axllX4yvgLTfiLk18Bk/edit?usp=sharing

Learning, Sharing, and Evaluation

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

1. Effectiveness of Strategies: Did our strategies for promoting digital literacy and inclusivity work as intended? What was the impact of our workshops, sessions, and collaborative activities on participants’ engagement with Wikimedia projects?

2. Community Building: How effective were our efforts in building a diverse and inclusive community of Wikimedia contributors? Did the event facilitate meaningful connections and collaborations among participants?

3. Participant Experience: How was the overall participant experience? What aspects of the event did participants find most valuable, and what areas could be improved?

4. Post-Event Engagement: Did participants continue to engage with Wikimedia projects after the event? What factors influenced their continued engagement or lack thereof?

5. Organizational Learning: What did we learn about organizing a large-scale event like this? What worked well, and what challenges did we face? How can we improve our planning and execution for future events?

32. Main open metrics

Main Open Metrics Data

Main Open Metrics	Description	Target
Community Building	We would need to measure the number of new connections made during the event, such as the number of participants who have started collaborating on a project or formed a mentorship relationship.	100
Participant Experience	We would need to conduct post-event surveys to quantitatively assess participants’ satisfaction with the event, their perceived learning outcomes, and their overall experience.	150
Post-Event Engagement	We would need to track participant activity on Wikimedia projects after the event, such as the number of edits made, the number of new articles created, and the number of ongoing collaborations or projects.	100
Organizational Learning	We would need to track metrics related to event organization, such as the number of volunteers, the budget spent versus the budget planned, and the number of issues or challenges encountered and resolved.	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.

126575614

34. Select your local currency.

TZS

Requested amount in USD

54427.51 USD

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

https://docs.google.com/spreadsheets/d/1MAk0-Upn0WdojUY4EPk_GXUXy1qk2p7E_RGipc2CC98/edit?usp=sharing

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

Yes

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

We have in-kind donations from different education institutions that we have been working with. we have a total of $3,500 which we plan on using it as a contingency fund for the event.

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