Grants:Programs/Wikimedia Community Fund/Conference Fund/Wikimedia ESEAP Strategy Summit 2025, or shortened as ESEAP Summit Manila 2025

statusUnder review

Conference and Event Fund

Wikimedia ESEAP Strategy Summit 2025, or shortened as ESEAP Summit Manila 2025

proposed start date2025-01-06T00:00:00Z

proposed end date2025-06-25T00:00:00Z

budget (local currency)6350235.6 PHP

amount requested (USD)109414.56 USD

decision fiscal year2024-25

applicant• Ballardmaize

organization (if applicable)• Wiki Advocates Philippines User Group

Friendly Space Policy

Universal Code of Conduct

Application Privacy Statement

This is an automatically generated Meta-Wiki page. The page was copied from Fluxx, the grantmaking web service of Wikimedia Foundation where the user has submitted their application. Please do not make any changes to this page because all changes will be removed after the next update. Use the discussion page for your feedback. The page was created by CR-FluxxBot.

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.

Wiki Advocates Philippines User Group

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

Yes

F1. Please provide your main Wikimedia Username.

Ballardmaize

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

• User:Buszmail
• User:Exec8
• User:Sky Harbor
• User:Chlod
• User:Lady01v
• User:Seav
• User:Kunokuno

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.

Shared Knowledge Asia Pacific (SKAP) Inc.

Objectives and Strategy

1. Please state the title of your proposal.

Wikimedia ESEAP Strategy Summit 2025, or shortened as ESEAP Summit Manila 2025

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

2025-05-23

2.2. When is the last day of your event?

2025-05-25

3.1. When will you begin preparing for your event?

2025-01-06T00:00:00Z

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

2025-06-25T00:00:00Z

4. In which country will the conference take place?

Philippines

4.1. In which city will the conference take place?

Manila, Philippines (Pasay City, Metropolitan Manila)

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)

70

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.

ESEAP Countries (affiliates from Indonesia, Taiwan, Australia, Korea, Thailand, Philippines, Malaysia, Myanmar, New Zealand, Hong Kong, Vietnam, Japan and Singapore. Including nationalities and informal communities of Brunei, Cambodia, China, Laos, Macau, Mongolia, Papua New Guinea, Timor Leste, and Pacific island nations FS Micronesia, Fiji, Kiribati, the Marshall Islands, Nauru, Palau, Samoa, Solomon Islands, Tonga, Tuvalu, and Vanuatu.

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

http://wikiadvocatesph.org

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.

This proposal will be organized for the Wikimedia communities in the ESEAP Region. The ESEAP Hub Preparatory Council and the rest of the region supported this proposal during the ESEAP Conference 2024 in Kota Kinabalu, Malaysia. The Philippines was chosen by the community to be the next host country for the Wikimedia ESEAP Strategy Summ it in 2025.

9. Please describe the target participants for this event.

Since this event will focus more on Movement Strategy and ESEAP Hub conversations, we welcome any regional collaborators, affiliate leaders, and members from the ESEAP Preparatory Council. It will be relevant if interested participants have been involved in the Wikimedia Movement for at least 12 months or have been involved in any global movement communications both virtual and in-person. We are also looking forward to having a conversation with unaffiliated volunteers to learn more on how they can part of the strategic direction of ESEAP region.

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

https://meta.wikimedia.org/wiki/ESEAP_Strategy_Summit_2025

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?

We started collecting responses on August 22, 2024, and ran the survey for 12 days. We sent out invitations through the ESEAP mailing list, Telegram, Whatsapp and Facebook group chats.

12. How many people responded to the survey?

44

13. What are the main objectives of the event?

We are organizing the Wikimedia Strategy Summit 2025 to:

• Provide an avenue for follow-up and status review of the current ESEAP Region’s strategic direction based on the previous Summits’ conversations.
• Create open and engaging community discussions and nurture future cross-cultural collaborations among countries in the ESEAP Region.
• Become a venue for community members to have a conversation with some of the members of Movement Strategy Working Groups so they could guide participants on matters or concerns that surfaced in their working group conversations in general and scoping documents in particular. This includes but is not limited to, providing clarifications, giving sample future scenarios, and sharing their work experience in their designated working groups.
• Develop a support structure for Wikimedia communities and volunteers in terms of organizing, volunteer engagement, and technical challenges.

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

Based on the community engagement survey, participants from the ESEAP region are interested in discussing cross-language and cross-cultural collaboration, planning for organizational and community growth, and the development of the ESEAP Hub. They are also expecting to have a networking and mentorship program and a roundtable discussion on global collaboration, and collaborative content creation. Participants identified the need to have collaborative spaces, networking and mentorship opportunities and skills-building workshops.

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, 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).

We are organizing the Wikimedia Strategy Summit 2025 to: Provide an avenue for follow-up and status review of the current ESEAP Region’s strategic direction based on the previous Summits’ conversations. Create open and engaging community discussions and nurture future cross-cultural collaborations among countries in the ESEAP Region. From 2019 Summit Objective: Become a venue for community members to have a conversation with some of the members of Movement Strategy Working Groups so they could guide participants on matters or concerns that surfaced in their working group conversations in general and scoping documents in particular. This includes but is not limited to, providing clarifications, giving sample future scenarios, and sharing their work experience in their designated working groups. Develop a support structure for Wikimedia communities and volunteers in terms of organizing, volunteer engagement, and technical challenges.

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.

Public Policy, Advocacy, Other

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

Gender Identity, Geographic , 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?

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

We plan to facilitate several discussions on impact topics from volunteer engagement to tech, tools and innovations to map exisiting gaps between communities in the region. We will document these gaps to ensure continued support and communication with participants. We will request a volunteer reflection report on how this Summit influenced them as leaders. We are looking for an improve volunteer engagement in future regional conversations.

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

Logistical Aspects

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

We are looking at hotels near Manila Airport for ease of transport. We are also planning to host the event and participants in one hotel if possible. Otherwise, we will provide transport in between these venues.

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

Yes

23. How many scholarships would you like to offer?

We intend to offer 60 scholarships to ensure that all countries in the ESEAP Region will be represented. Including those communities undergoing the recognition process from AffCom, and those individuals without formal affiliation but have been involved with the global movement communication process.

24. What expenses will the scholarship cover?

We will provide full scholarships to 60 participants that will cover:

• Accommodation
• Flights
• Land Transport (only for Wikimedians based in the Philippines and outside of Metropolitan Manila)
• Visas (if applicable through reimbursement at the venue)

25. How will scholarship recipients be selected?

We will use these guidelines in deciding on scholarships:

• All ESEAP countries must have a representative.
• Unaffiliated communities and volunteer individuals engaged in global movement communications will be supported.
• Volunteers who are in the Wikimedia movement and have been engaged in Wikimedia Movement Strategy and Governance activities both in-person and online will be prioritized.
• We will also ensure diverse participation in the event.

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

We will support WMF staff in the following capacities:

• Data Documentation. We will need support in documenting conversations and relevant inputs during the event.
• Outreach & Communication. We will need support in disseminating information about the event, and the scholarship and in inviting communities or resources. speakers that will provide inputs or facilitate conversations.
• Networking. We will need support in connecting with possible partners and linkages here in the Philippines. For example, communicating with the National Museum for a possible lecture or short visit to their facility.
• Safe Space. To ensure safe spaces for all participants and to serve as a mediator when conflict arises.
• Translation Support. We might need some translation expertise from WMF if translators are not available in our country.

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 will accommodate 10 WMF staff members to join the event. We will need assistance in connecting with resource speakers, facilitating conversations, and documenting outcomes of this event.

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

Roles of the Organizing Team:

• WMF Liaisons & Logistics. The COT will handle communication with WMF on all event logistics.
• Conference Program. The COT will facilitate meetings and conversations on the Summit program planning.
• Scholarship Committee. The COT will be the core committee in identifying scholarship recipients.
• Volunteer Coordinators. The COT will be the primary point of contact of event coordinators assisting the event.

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.

This event will be co-organized by 4 user groups and individual volunteers from the Philippines. The following user groups and volunteer Wikimedians will work together for this event:

• Wiki Advocates Philippines UG will take on the responsibility of being the legal entity to partner with the Wikimedia Movement in hosting the Summit.
• Shared Knowledge Asia Pacific Inc. will be the fiscal sponsor and will handle the financial and logistical tasks for this event.
• Pilipinas Panorama Community will be our ground support in Manila in whatever work we need to do, like linkages and networking.
• Wiki Society Philippines UG will offer further support in communications both in social and Meta-Wiki, including other relevant tasks for the Summit.
• Volunteer individuals pledged their support in communications, technical support in Meta, and other communication channels. And to provide additional support for whatever tasks are needed for this event.

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

Risks and Mitigation Plan

• Weather in the Philippines. We are expecting minimal risk in terms of weather since in our country, the month of May usually has the best weather conditions.
  • We will choose an event location that is free from flooding, has a good disaster risk management plan, and is accessible to emergency health facilities.
• Affiliate Leadership. Our user group usually changes leadership around July-August. There is a very good chance that this event will be supported by our group throughout the process.
• Governance. There is no major government event (national, local elections, etc.) that will happen after 12 May 2025, which might cause severe social instability that will hinder our implementation.
• Cost & Prices. Inflation will probably be a factor that might affect how the implementations might slightly differ from our plans due to unpredictable changes in the cost of services and prices.

We allotted a 10% contingency budget to accommodate changes in prices that will happen in the next 9 months.

• Overall volunteer safety. We will ensure to have contact details of all participants and will also provide an emergency hotline that they can call in case of emergency.
• Overall event safety. We will assign volunteers who will assist participants throughout the event.

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

We will observe the Friendly Space Policy enforced by the Wikimedia Foundation. https://foundation.wikimedia.org/wiki/Policy:Friendly_space_policy

Learning, Sharing, and Evaluation

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

Learning Objectives:

• Global Wikimedia Movement & ESEAP Communities. We expect to learn more about the current situations of all Wikimedia Communities in the ESEAP region. And to learn how to facilitate conversations that will lead us to learning together and developing strategic solutions on these challenges.

• Wikimedia projects and cross cultural challenges. We expect to learn the different gaps both on-wiki and off-wiki that hinders effective cross cultural collaborations in the Region.

• Community Needs. We expect to be able to document various community needs and be able to address them by using them as a solid purpose and direction in developing the ESEAP hub.

• We expect to learn how to organize a regional event through effective collaboration and partnership.

32. Main open metrics

Main Open Metrics Data

Main Open Metrics	Description	Target
Unaffiliated Participants	Number of participants not belonging to any formally recognized Wikimedia group.	10
Country Participating	ESEAP countries with formal affiliation are evenly represented.	12
Participants Diversity	Number of participants from non-binary groups.	7
First-time Attendees	Number of participants attending for the first time to represent their groups in a strategy summit.	10
Discussion Insights	Facilitate discussions to gather insights on the different advocacies, innovations, and challenges of ESEAP.	3

Financial Proposal

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

6350235.6

34. Select your local currency.

PHP

Requested amount in USD

109414.56 USD

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

https://docs.google.com/spreadsheets/d/1Who8P7BHHSpR4q7p3pmGWWFs-NYbbjwV-OuaA3JPaoY/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): https://drive.google.com/file/d/1gfipZ0augGffsnrH12SQmt2ET_NrDrpS/view?usp=sharing

• ESEAP survey.pdf

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