Grants:Programs/Wikimedia Community Fund/Conference Fund/Wikimedia CEE Meeting 2024/Final Report
Report Status: Under review
Due date: 30 December 2024
Funding program: Conference Fund
Report type: Final
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edit- Title of proposal: Wikimedia CEE Meeting 2024
- Username of applicant: Zafer
- Name of organization: N/A
- Amount awarded: 134960
- Amount spent: 131940 USD, 4354020 TRY
Part 1: Understanding your work
edit1. Did your event have any impact that you did not expect, positive or negative?
This year's Wikimedia CEE Meeting was one of the largest in all the years of the event's existence, with over 190 participants. The event positively impacted both the communities and affiliates of the region, as well as the local Turkish community. Here are some of the positive aspects of the event:
1. The involvement of the local Turkish community was maximum. Many local contributors (~40) attended the event, which allowed them to learn about the experience of regional affiliations and communities and share their thoughts and experiences with the regional community. This had a positive impact on the activity of the local community.
2. The community had the opportunity to familiarize themselves with the annual report on the work of the CEE Hub and share their opinions with the people responsible for it. Also, the community got oriented with the plans for the future of CEE Hub.
3. This year, for the first time, the meeting was attended by representatives of the Iranian (Farsi) community, which numbered more than 10 contributors. Iran, which, according to the distribution of the WMF and language, has no substantial connection with any regional community (neither the Arab world nor the CEE), is not in a favorable position. Therefore, this year, they decided to participate in the CEE Meeting and get closer to our region. We hope that they will be able to extract maximum benefit for their community of cooperation with the CEE region, and we will also be able to learn lessons from them.
4. This year, contributors from Central Asian communities actively participated, where almost all affiliations and communities of the region were represented. Central Asia has been tied to the CEE region for several years now and actively works with our region. This has a positive effect on the development of regional Wikimedia communities, and also has a positive impact on our region, where we learn the perspective of Central Asia.
5. This year, the participants of the CEE Youth program also actively participated in the meeting. The maximum number of youth from the CEE region, as well as from Central Asia, were represented at the meeting. The program participants presented their report to the public on the development of the program and the work done jointly.
These are the main achievements and positive moments of the conference. We had no negative impact from the meeting, which is also an outstanding achievement.
2. What do you think will be the long term impact of this conference?
The Wikimedia CEE Meeting is a crucial platform for fostering sustained interaction between Wikimedia affiliates and communities in CEE and now in Central Asia, too. Its annual significance continues to grow, aligning with its role in shaping the Wikimedia movement's regional and global dimensions.
The meeting has become increasingly important in establishing and developing the CEE Hub. It provides a dedicated space for affiliates and communities to collaboratively develop the Hub's strategic and annual plans, focusing on long-term growth and impact. The meeting plays a strategic role in shaping regional priorities and broader movement objectives.
The meeting provides a platform for capacity-building, facilitates skill-sharing sessions, and addresses localized challenges through collective problem-solving for regional communities and affiliations. Bringing diverse voices together fosters inclusivity, mutual understanding, and shared ownership of the Movement's progress. Also, the CEE Meeting acts as a bridge, connecting regional efforts with the global Movement's goals. It ensures that the unique needs of the CEE region are represented while adopting the Wikimedia Movement's overarching mission of free knowledge and open collaboration.
The CEE Meeting has played and will continue to play, a crucial role in developing Wikimedia communities and affiliates in Central Asia. The meeting provides a platform for Central Asian Wikimedia communities to connect with their counterparts in the CEE region and beyond, which strengthens ties among Wikimedia communities across Central Asia by facilitating direct engagement with other affiliates and regional hubs. This collaborative network enables the sharing of best practices, resources, and skills in the region.
The meeting will also encourage young Wikimedia contributors from our region to become more active and gain the necessary resources and skills to further develop their abilities and communities.
3. Would you say that your work improved participants’ ability to apply new skills and knowledge?
Yes
3a. If yes, please describe how and why you think this was successful. Please describe why you think this is the case.
This year, the Wikimedia CEE Meeting set a record for participation, including over 40 first-time attendees. These newcomers had the chance to connect with contributors from the CEE region and beyond, learning directly from their experiences and best practices. The meeting with its program offered diverse skill-building opportunities, from technical editing and content creation to community governance and advocacy. These new participants gained practical tools and knowledge to enhance their work in local contexts.
The Wikimedia CEE Meeting has gained significant interest within the region and from communities and affiliates outside of the region. This year, we hosted participants from more than 10 non-regional countries, including representatives from as far as Japan. Their presence highlights the increasing recognition of the CEE region's contributions and the growing reputation of the meeting as an important forum for knowledge-sharing and collaboration. The strong international interest confirms the CEE Meeting's role as a model for regional cooperation within the Wikimedia Movement. It highlights how local and regional initiatives can inspire and contribute to the global effort to create and share free knowledge.
CEE Meeting participants developed beneficial new connections and gained strong technical and educational knowledge, especially in AI. Trained with these insights, they are now better prepared to enhance the development of local projects and strengthen their communities. These newly achieved skills and relationships will increase regional collaboration, innovation, and growth.
Finally, at this meeting, CEE Hub received sufficient information from the region's communities and affiliations, and we hope they will be able to accumulate it and plan future projects and programs accordingly.
4. Please use this space to upload media and other files that help tell your story and impact. You can also provide links to them.
Field to type in URLs.
Following the Wikimedia CEE Meeting, the meeting's organizers and participants published a series of posts about the meeting and its impact on Diff blog, which you can read below:
1. Wikimedians from the CEE region gather in Istanbul to build a bridge to knowledge - https://diff.wikimedia.org/2024/11/01/wikimedians-from-cee-region-gather-in-istanbul-to-build-a-bridge-to-knowledge/
2. Wikimedia CEE Meeting 2024 Istanbul through the eyes of its designer - https://diff.wikimedia.org/2024/10/05/wikimedia-cee-meeting-2024-istanbul-through-the-eyes-of-its-designer/
3. Central Asian Community Members: Experiences and Highlights from the CEE Meeting 2024 - https://diff.wikimedia.org/2024/11/19/central-asian-community-members-experiences-and-highlights-from-the-cee-meeting-2024/
4. The Power of Wikimedia Conferences - https://diff.wikimedia.org/2024/10/24/the-power-of-wikimedia-conferences/
5. Crossing Bridges at CEE Meeting 2024 – An editor’s insights in knowledge sharing - https://diff.wikimedia.org/2024/10/16/crossing-bridges-at-cee-meeting-2024-an-editors-insights-in-knowledge-sharing/
And finally, images from the Wikimedia CEE Meeting 2024 by day - https://commons.wikimedia.org/wiki/Category:Wikimedia_CEE_Meeting_2024_by_day
5. To what extent do you agree with the following statements regarding the work carried out with the support of this Fund? You can choose “not applicable” if your work does not relate to these goals.
| A. Bring in participants from underrepresented groups | |
| B. Create a more inclusive and connected culture in our community | Strongly agree |
| C. Develop content about underrepresented topics/groups | |
| D. Develop content from underrepresented perspectives | Agree |
| E. Encourage the retention of editors | Strongly agree |
| F. Encourage the retention of organizers | Strongly agree |
6. Please share resources that would be useful to share with other Wikimedia organizations so that they can learn from, adapt or build upon your work. For instance, guides, training material, presentations, work processes, or any other material the team has created to document and transfer knowledge about your work and can be useful for others. Please share any specific resources that you are creating, adapting/contextualizing in ways that are unique to your context (i.e. training material).
- Upload Documents and Files
- Here is an additional field to type in URLs.
- 1. Branding materials - https://commons.wikimedia.org/wiki/Category:Wikimedia_CEE_Meeting_2024_branding_materials
2. Registration and scholarship application text - https://meta.wikimedia.org/wiki/Wikimedia_CEE_Meeting_2024/Application_text
Future conference organizers may contact us for other additional resources.
7. Is there anything else you would like to share about how your efforts helped to bring in participants and/or build out content, particularly for underrepresented groups?
This year, we prioritized inclusivity by inviting and providing scholarships for the maximum number of contributors from Central Asia. Recognizing that this region has historically been underrepresented in the global Wikimedia community, we aimed to improve its participation in global processes. By actively supporting their involvement, we aimed to strengthen Central Asia’s voice within the Wikimedia Movement and empower its contributors to play a more significant role in shaping Wikimedia’s global vision.
We tried to invite and allocate significant meeting time to young Wikimedia contributors from our region. This allowed them to share their unique perspectives and ideas with a diverse audience while gaining valuable skills and insights from other participants. We aim to encourage the next generation of contributors within the Wikimedia Movement by empowering these rising voices.
Finally, we provided an opportunity for local contributors from Türkiye to participate in the meeting and learn more about Wikimedia and regional processes.
Part 2: Your main learning
edit8. Were there any major challenges or things you found difficult that you would like to share? What would you do differently next time?
We had several difficult moments before and during the meeting, which, in cooperation with partners, we could resolve to some extent.
A challenge arose during delegate registration when one affiliation failed to provide the required document confirming the selection of its delegates. This requirement, clearly outlined on the registration page, was not followed, causing some disruption to the process. Moving forward, it will be essential to better communicate to affiliations the importance of this confirmation and the need for the organization’s relevant body (Board of Trustees or any decision-making body) to formally approve delegates for the meeting. Improved clarity on this requirement can help ensure a smoother registration process in the future.
Hosting a conference with over 190 participants in an open, large-scale venue has advantages and challenges. On the positive side, participants benefit from spending time outdoors rather than being bound indoors for three meeting days, creating a more refreshing and dynamic environment. However, open spaces also present notable disadvantages. External noises and voices can interfere with sessions, affecting the overall focus and experience. Also, the large-scale venue often requires significant walking between different meeting rooms, affecting the event’s efficiency. These factors will be carefully considered for future events, and the space will be redesigned or adapted to better align with the needs of both the attendees and the program.
Initially, the meeting was planned to accommodate 160 attendees, but the final participant count exceeded 190. While we modified our catering arrangements to serve the larger group, the unexpected increase created challenges in ensuring timely food service for everyone. This led to delays as the catering team worked to simultaneously meet the demand of serving meals to all participants. In the future, we will include this experience in our planning by increasing the catering team’s capacity to handle larger gatherings efficiently, ensuring faster service.
These were the main points that created some difficulties for us during the Wikimedia CEE Meeting.
9. Was there any non-financial support that the Wikimedia Foundation could have provided that would have better supported you in achieving your goals?
One of the most excellent inputs the Wikimedia Foundation introduced this year was its direct management of travel arrangements for scholarship recipients. Purchasing tickets by the WMF significantly reduced the logistical burden on the organizing team. This saved significant time and effort, allowing us to focus more effectively on other critical aspects of the conference. This improved and secured a smoother travel experience for the scholarship recipients, as the process was handled by a Travel Team familiar with travel logistics.
Also, the contribution of the WMF staff who attended the meeting and delivered sessions at the conference was significant. They provided important information and addressed essential questions from the community, helping us offer the best experience and knowledge to the communities at such meetings.
10. What would you recommend on a local and/or regional level as the best next step to leverage your success and momentum?
To leverage the success and momentum based on the Wikimedia CEE Meeting, here are our recommendations:
1. Develop a regional platform for knowledge-sharing (in our case, Wikimedia CEE Hub) where everyone can share insights, successful strategies, and best practices. Also, creating a repository of resources for affiliates and communities is a good idea.
2. Use the momentum to engage with global Wikimedia initiatives, ensuring regional voices are represented in shaping movement strategies. Based on our program, there is also an idea to advocate for increased funding and resources for smaller or emerging communities within the region to strengthen their capacity.
3. Host smaller events, edit-a-thons, or online campaigns locally. This will help bring the community to life.
11. Please add any 3 operational recommendations for future events organizers.
Organizing large-scale meetings like the Wikimedia CEE Meeting is a unique opportunity for affiliation and community that allows for the improvement of skills and allows the local community to develop by learning from the experiences of other affiliations and communities. It also comes with unique challenges that require careful planning. Based on our experiences, here are several recommendations for future events:
1. Work closely and seek help from the Wikimedia Foundation and other regional structures (e.g., Hubs). They can provide you with the knowledge and help you need in your work.
2. Communicate the requirements for delegate registration well in advance, including the need for formal confirmation of delegate selection by the relevant organizational body (e.g., Board of Trustees).
3. Choose venues that effectively balance indoor and outdoor spaces, ensuring participants can benefit from fresh air without compromising session focus due to external noise. Plan catering capacity with a buffer to accommodate last-minute increases in attendance.
Part 3: Metrics
edit12. Open Metrics reporting
In your application, you defined some open metrics and targets (goals). You will see a table like the one below with your metric in the title and the target you set in your proposal automatically filled in.
| Open Metrics | Description | Target | Results | Comments | Methodology |
|---|---|---|---|---|---|
| Number of Participants | We expect at least 150 members from different affiliations and communities, invited guests, and local and self-funded participants. | 150 | 195 | This year, the conference had a record number of participants. This can be explained by the fact that the participation of self-funded people in Turkey was much cheaper than in previous years, and the content of the conference was interesting for the community. Also, the participation of local people from Turkey also greatly influenced the final number of participants. | Internal data collected by WMTR |
| Number of Submissions | We expect approximately 80 submissions for the program based on the number of previous conferences. | 80 | 108 | This year, we received a record number of submissions, more than in all previous years of the conference. This indicates the community's active participation in the region's life, the local activity of its affiliation, and their interest in sharing information with the regional community. | https://meta.wikimedia.org/wiki/Category:Wikimedia_CEE_Meeting_2024_submissions |
| Feedback from participants | The number of feedback we expect from participants will help us analyze our event while preparing a report. | 40 | 53 | A total of 53 people took part in the survey, which is 27% of all conference participants. | Internal data collected by WMTR |
| Partner Involvement | We are expecting 15 representatives from the WMTR Partner Organization | 15 | 17 | More than we expected. The individuals represented partner organizations such as Open Street Map Türkiye, Google Türkiye, Creative Commons Türkiye, Istanbul Bilgi University, Istanbul Metropolitan Municipality, etc. | Internal data collected by WMTR |
| Institutions | We expect the involvement of at least five educational institutions in Turkey in our event. | 5 | 6 | More than we expected. Istanbul Bilgi University, Uskudar University, Arhavi College, etc. | Internal data collected by WMTR |
13. Were there any metrics in your proposal that you could not collect or that you had to change?
No
13a. If you have any difficulties collecting data to measure your results, please describe and add any recommendations on how to address them in the future. Also mention why you felt you had to change some metrics.
N/A
14. Here are the templates of registration and survey tools that the Wikimedia Foundation has developed so that you can use in your conference fund work.
1. Standard Registration Form, 2. Post-event participant survey
14a. Please share the result(s) with us, provide the link(s) or summarize the main result(s) and insight(s) from them.
The main conclusions from the survey of conference participants based on their responses are given on this page- https://meta.wikimedia.org/wiki/Wikimedia_CEE_Meeting_2024/Survey_results
14b. If you used other forms, please share them with us, as these forms might be useful for others to use.
Part 4: Financial reporting and compliance
edit15. & 16. Please state the total amount spent in your local currency.
4354020 TRY
17. Please state the total amount spent in USD.
131940 USD
18. Please report the funds received and spending in the currency of your fund.
Upload a financial report file.
Please provide a link to your financial reporting document.
As required in the fund agreement, please report any deviations from your fund proposal here. Note that, among other things, any changes must be consistent with our WMF mission, must be for charitable purposes as defined in the grant agreement, and must otherwise comply with the grant agreement.
19. If you have not already done so in your budget report, please provide information on changes in the budget in relation to your original proposal.
N/A
20. Do you have any unspent funds from the Fund?
Yes
20a. Please list the amount and currency you did not use and explain why.
We have 3020.00 USD left over unused funds. These funds are mostly from the travel budget (~ 2000.00 USD), and also from the translators' budget, which we didn't use this year because we didn't need it.
20b. What are you planning to do with the underspent funds?
B. Propose to use them to partially or fully fund a new/future grant request with PO approval
20c. Please provide details of hope to spend these funds.
In reality, we have about $1,000 left in our budget, since the new policy is that the travel funds remain with the WMF and Travel Team uses them to book tickets. So $2,000 is already on the WMF balance. The remaining $1,000 may be excluded by the WMF from the future annual budget (General Support Fund) of Wikimedia Turkey.
21. Are you in compliance with the terms outlined in the fund agreement?
Yes
22. Are you in compliance with all applicable laws and regulations as outlined in the grant agreement?
Yes
23. Are you in compliance with provisions of the United States Internal Revenue Code (“Code”), and with relevant tax laws and regulations restricting the use of the Funds as outlined in the grant agreement? In summary, this is to confirm that the funds were used in alignment with the WMF mission and for charitable/nonprofit/educational purposes.
Yes
24. If you have additional recommendations or reflections that don’t fit into the above sections, please write them here.