Grants:Project/Rapid/Jamie Tubers/Wikipedia 20 Conference in Ilorin/Report

Report accepted

This report for a Rapid Grant approved in FY 2020-21 has been reviewed and accepted by the Wikimedia Foundation.

To read the approved grant submission describing the plan for this project, please visit Grants:Project/Rapid/Jamie Tubers/Wikipedia 20 Conference in Ilorin.
You may still comment on this report on its discussion page, or visit the discussion page to read the discussion about this report.
You are welcome to Email rapidgrants at wikimedia dot org at any time if you have questions or concerns about this report.

Goals

Did you meet your goals? Are you happy with how the project went?

We met most of our goals. The event is considered a huge success by the team and the community.

Outcome

Please report on your original project targets.

Target outcome	Achieved outcome	Explanation
60 participants	40 participants	Participation had to be reduced to obey new COVID-19 restrictions which came into effect after the approval of the grant
Train at least 30 participants on project management skills	35+ participants were lectured on creative commons licenses and their implementation in GLAM projects. There was also a wikipedia editing workshop session, which led to the improvement of 85+ articles.
6 presenters/facilitators	there were 8 presenters/facilitators
Exchange of ideas on common problems and solutions, and best practices.	The conference provided an avenue for ideas to be shared on common problems facing the community and potential solutions. This happened through presentations and roundtables, as well as through the one-to-one chats during session breaks.
The resources are saved and shared with the community to be used after the conference.	All available presentation slides were shared with attendees after the conclusion of the conference

Learning

Projects do not always go according to plan. Sharing what you learned can help you and others plan similar projects in the future. Help the movement learn from your experience by answering the following questions:

What worked well?

Our social media campaign and marketing really worked well, and we were able to get people to anticipate the celebration.
For the level of restrictions that were in place during that period in the country, the turn out was generally impressive.
New Partnership: We were able to get the Head of Kwara State Library to attend the conference, and she also gave a presentation on possible partnership areas with the Wikimedia community.

What did not work so well?

We had to postpone the conference temporarily due to the re-introduction of COVID-19 restrictions by the state government.
Due to the complexity of this event, we did experience some disappointments from vendors, especially with the timing of refreshments and meals during the breaks. However, we managed to pull through in the end.

What would you do differently next time?

Little can be done about Government policies, but we can continue to improve on adequate response to such developments.
Next time, the grant for an event this size, would be requested early through the conference grant in order to ensure that the budget can be estimated accordingly (without $2,000 rapid grant limit) to get the best quality and reliable services.

Anything else

Anything else you want to share about your project?

See our events page here.

Finances

Grant funds spent

S/N	Item	Quantity	Unit Cost (NGN)	Total cost (NGN)	Notes
Day 1 - Conference Day
1	Hall	1	90,000	90,000
2	Tea break	50	1,500	75,000
3	Lunch	50	3,500	175,000
4	Bottled water	-	10,000	10,000
Day 2 - Reception/Party
5	Dinner	50	4,500	225,000
6	Wine bottles	5	7,000	35,000
7	Bottled water	-	12,500	12,500
8	Takeaway Plastics	10	300	3,000
Other project costs
9	Camera rental	2	10,000	20,000
10	Customized swag items	-	65,000	65,000
11	Birthday cake	1	10,000	10,000
12	Miscellaneous	1	21,468.80	21,468.80	logistics, taxis, bank charges, etc.
-	TOTAL EXPENDITURE	-	-	741,968.80

Remaining funds

Do you have any remaining grant funds?

Remaining funds have been used or will be used for other approved mission-aligned activities. This use has been requested in writing and approved by WMF.

Yes, ₦3,031.20 ($7)
This may be incorporated into other projects.