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

statusFunded

Conference and Event Fund

Wikisource Conference 2024

proposed start date2024-03-15T00:00:00Z

proposed end date2024-11-30T00:00:00Z

budget (local currency)2458282495 IDR

amount requested (USD)170537.52 USD

amount recommended (local)1940298507 IDR

decision fiscal year2023-24

applicant• VIGNERON

organization (if applicable)• Wikisource Community User Group

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.

Wikisource Community User Group

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

Yes

F1. Please provide your main Wikimedia Username.

VIGNERON

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

User:NANöR

G. Are you legally registered?

No

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.

Wikimedia Indonesia

Objectives and Strategy

1. Please state the title of your proposal.

Wikisource Conference 2024

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

2024-09-05

2.2. When is the last day of your event?

2024-09-07

3.1. When will you begin preparing for your event?

2024-03-15T00:00:00Z

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

2024-11-30T00:00:00Z

4. In which country will the conference take place?

Indonesia

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)

171

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.

International

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

All the world, with a focus on Asia

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

Meta page: https://meta.wikimedia.org/wiki/Wikisource_Community_User_Group

Telegram: https://t.me/+RLNW-DCKHhNQZcAk

Mail list : https://lists.wikimedia.org/postorius/lists/wikisource-l.lists.wikimedia.org/

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.

Our target participants are Wikisource contributors, experienced editors, Wikimedia users participating in the Wikisource community, and members of the Wikisource Community User Group. We are also targeting a small number of newcomers to Wikisource but experienced Wiki users with careers as librarians who may become Wikisource contributors and help build a Wikisource community in their local communities and affiliates. External partners will also be participants in the conference as well as a number of invited speakers.

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

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

12148

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

The survey was announced on July 5, 2023, and closed on July 21, 2023, lasting two weeks. It was announced primarily on the telegram group and other social media platforms.

12. How many people responded to the survey?

73

13. What are the main objectives of the event?

The User Group envisions this conference as a pivotal gathering aimed at elevating the profile of Wikisource within the broader Wikimedia movement. By partnering with Wikimedia Indonesia and Wikimedia Denpasar Community, the event aims to leverage the collective strengths of chapters and local communities, creating a dynamic platform for knowledge exchange and capacity building to hold an international conference. With a comprehensive 3-day program encompassing various activities, the conference aspires to provide a rich and diverse experience for participants. This gathering not only underscores the resilience of the Wikisource community in the face of challenges, but also serves as a testament to the unwavering commitment to advancing Wikisource as a vital repository of free knowledge. The conference aims to fortify the Wikisource community through discussions and collaborations, urging a global network of contributors to shape the project's future.

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

- Capacity building and knowledge sharing Organize training sessions on tools and outreach strategies Sessions to exchange knowledge and programs Workshops to discuss and improve OCR accuracy

• Collaboration and networking

Networking activities to learn from others in person Close collaboration with developers Discuss the scope of partnership with GLAM and personal collectors

• Improvement of Wikisource tools and resources

Explore and provide feedback on tools Develop "pain lists" in our tools and platforms Identify new opportunities to make Wikimedia platforms better for GLAM Wiki collaborations

• User engagement and retention strategies

Discussions to spread awareness about the available resources, technology, and people Discuss and create realistic strategies to attract newbies and retain existing users Workshop with proofread-a-thon for new volunteers Train volunteers who could record for the audiobook project

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).

The Wikisource community is currently pretty active in Europe, South Asia and ESEAP. We will discuss how we can bridge the geographical gap and expand Wikisource to other regions. We will expand some newbies from these regions. Wikisource currently supports 70+ languages and we will be discussing how the Wikisource community can invite more languages. The process to bring a new language is currently cumbersome and we will be discussing how to make it easier to onboard new languages. We will be discussing the Wikisource Loves Manuscripts project which bridges this gap and this knowledge is in danger of loss and needs to be preserved and shared.

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 , Open Technology

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

Gender Identity, Geographic , Linguistic / Language, Age

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

Our intention to invite and engage with non-Wikimedian individuals and organisations underscores a commitment to fostering inclusivity and diversity within the Wikisource community, with a particular emphasis on enriching the public domain text repository. By reaching out to cultural figures working in the Balinese language and collaborating with institutions like UNESCO and Google we as organizers aim to create a more comprehensive platform for the exchange of knowledge, specifically focusing on the preservation and expansion of public domain texts. This outreach strategy seeks to bring in a diverse array of voices and expertise, contributing significantly to the global dialogue on free knowledge sharing while advancing the mission of Wikisource in preserving and making accessible a wide range of public domain textual content.

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

We have monthly meetings in Wikisource Community User Groupe, during the first three months after the conference we will devote a part of our meetings to discuss the extent of their participation in the activities that were organized at the conference.

This can be determined for individuals as well as for communities.

As for partnerships and external parties, we may follow up on communication with them by creating direct communication channels during the conference and also holding periodic meetings to follow up on development and workflow.

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.

Invest in Skills and Leadership Development, Manage Internal Knowledge, Innovate in Free Knowledge

Logistical Aspects

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

Prime Plaza Sanur (Denpasar City, Bali, Indonesia)

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

Yes

23. How many scholarships would you like to offer?

105-110 scholarships across diverse categories, encompassing both international (70-74) and national scholarships (30-35).

To foster balanced and transparent participation within the global Wikisource community, we are introducing region-based scholarships. Furthermore, we will also allow the availability of 5 partial scholarships for individuals interested in attending the conference on the recommendation of the Scholarship committee.

24. What expenses will the scholarship cover?

The full scholarship will encompass expenses based on the following categories: Travel, Food, Accommodation, Transportation and Visa & insurance

25. How will scholarship recipients be selected?

The selection of scholarship recipients will be based on established criteria set by the scholarship committee. These criteria will include evaluating on-wiki contributions (mainly on Wikisource), on-ground activities, participation in related events, and the overall understanding and commitment of applicants toward the conference. The committee will generate a template that aligns with the selection criteria, emphasizing the importance of the applicants' understanding to ensure the conference's success. To enhance the application process, consider incorporating a section where applicants can share their insights on how they plan to contribute to the conference and leverage the scholarship opportunity. This additional information could provide valuable insights for the selection committee.

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

We would appreciate helping us with the following: Legal and Safety support and T&S training for on-site T&S people. Partnerships support: To develop regional and international partnerships relevant to Wikisource such as national libraries, archives and Google. Develop a cohesive and effective MLE framework for conferences and assist with report writing. Outreach, design and communications. Help us document the event and interview Wikisource contributors. Something similar to Behind the Screen series maybe: https://diff.wikimedia.org/behind-the-screen/

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 to 12 WMF staff and contractors. We would love to have representatives from Developers working on Wikisource. Developers working on sister projects related to Wikisource. Product & Tech team. Culture and Heritage team. Community Resources team. Partnerships team. Wikimedia Enterprise team.

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

COT: Draft event proposal and grant request. Address any issues or concerns that may arise at the conference and during its organization. Follow up on the work and progress of the organization teams (logistics/local, program, scholarship and communication) and help the teams to make some decisions. Design social events.

Local organizing team: Plan and coordinate all logistical aspects (Venues, transportation, accommodation etc.). Draft the budget and manage it with the COT. Set and secure technical support, A/V resources and equipment for participants and presentations.

Program team: Design, develop and select conference programs based on submission and recommendation. Establish proposal submission process and offer guidance and help for the applicants how to submit the program.

Scholarships team: The team will be responsible for crafting the application process template and formulating criteria for evaluating the applications. Additionally, the team will provide assistance and support to applicants by promoting the opportunity through various channels and establishing collaborations with Wikimedia communities, groups, and entities. The selection of applicants will be overseen by the Scholarship team.

Communications team: Design, develop and manage communication plan. Promote the conference. Create and share announcements and Diff blogs by coordinating with other teams. Ensure the smooth running of the conference through coordination with other teams.

Liaison: Facilitate communication and collaboration between the conference organizers and Wikimedia Foundation staff.

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.

Denpasar community: local team Wikimedia Indonesia: Beside their role as a fiscal sponsor, they will provide logistic support as well. Indonesia Wikisource community: Some community members will participate in the program, scholarship and communication teams.

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

Workload or overworking, especially on volunteer organizers, may affect the workflow and its management.

• We are looking to divide tasks clearly and include a sufficient number of volunteers. We will be hiring staff. Request help and support from other parties such as the local affiliate and groups.

Unavailability of venue

• We have more than one option (probable hotels/venues) at similar prices so that it does not have an impact on the budget.

Challenges to evaluate the process and the outcome.

• We will ask the WMF Learning & Evaluation Team to develop a measurement and evaluation plan that will help us to capture the metrics appropriately.

Lack of presence of a sufficient number of partners.

• We will seek assistance from the culture and heritage team, and partnership officers in the ESEAP region and Wikimedia Indonesia to invite and bring in partners who may become sustainable partners of the Wikisource project and its communities.

Some scholars will not receive a visa.

• Start the visa process as soon as possible and have a waiting list.

Difficulty following the sessions in English for those attending from Denpasar

• Providing simultaneous interpretation in Indonesian.

Potential health risk for the participant when visiting Bali for example getting Bali belly,

• Inform participants of the potential health risks associated with visiting Bali, such as contracting traveller’s diarrhea (commonly known as Bali belly). To prevent this and other illnesses, participants are advised to avoid drinking tap water or consuming raw or undercooked food. The catering provider should ensure that the food is properly cooked and handled, and that hand sanitiser is available in the conference area.

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

Wikimedia’s Foundation Friendly space policy: https://meta.wikimedia.org/wiki/Friendly_space_policies

Wikimedia Foundation Universal Code of Conduct: https://foundation.wikimedia.org/wiki/Policy:Universal_Code_of_Conduct

Learning, Sharing, and Evaluation

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

What is the place of Wikisource in the open knowledge ecosystem?

What are the major technical challenges for the Wikisource community? How can we tackle these challenges? Who will be responsible for tackling them?

How can Wikisource support in closing knowledge gaps?

What kind of recommendation that we can do to make wikisource more visible like Wikipedia?

32. Main open metrics

Main Open Metrics Data

Main Open Metrics	Description	Target
Challenges & solutions	The event identified 5 key challenges ("pain points") in our main Wikisource platform and tools and 5 proposed solutions to address them.	10
Problems and the way forward for technical problems	Documentation from the event about the most concerning technical problems and way going forward	N/A
Empowering Communities	The objective of the event is to harness the combined strengths of a minimum of 10 chapters and local communities, establishing a dynamic platform for exchanging knowledge and enhancing capacity.	10
inter language cooperation	Coordinated initiatives across different language Wikisource projects	N/A
Post-conference project	Any post-conference project or activity undertaken by participants based on the conference discussions and lessons learned.	N/A

Financial Proposal

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

2458282495

34. Select your local currency.

IDR

Requested amount in USD

170537.52 USD

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

https://docs.google.com/spreadsheets/d/1lr8o6en22RuMD_8m3J1jvkb-UkuUq3AuHKXmH-xgM3M/edit#gid=0

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