Grants talk:Conference/WMCO/Iberoconf 2020

WMF Feedback

Dear @Mpbonillap:, Thank you for submitting this informative proposal! We are happy to explore the opportunity to support you in hosting the 2020 IberoConf.

Your proposal has many strengths to highlight. The efforts and thought that was put into it are clear. I especially appreciate the well defined vision and the focus on governance framework, establishing a regional capacity and using the conference as a platform for impact visibility for the chapter. I reviewed your proposal, and have some follow up questions and comments to share.

Goals and objectives:

• Thank you for highlighting the main goal around governance and strategic planning. As those are 2 major issues to discuss, I suggest you would think about facilitation and if you desire a professional facilitator, it might be wise to add that potential cost to the budget.

• I am interested to know more about your goals and objectives, and how you will measure those. What will success look like? What will be the indication that you achieve those goals?

Participation:

• I am not very clear on the number of scholarships you want to offer. You mentioned 24 scholarships, but I also see 38 flight tickets and 30 hotel rooms on the budget. Can you please clarify?

• You mentioned you will also invite specific guest volunteers. Can you please tell a bit more about who those, how will they be chosen and what will be their role?

Budget:

• Unless there are special circumstances, it is customary for scholarship recipients to share a 2 beds room. This will need to be represented correctly on the budget. It’s better that as a worst-case scenario, you will use the unforeseen expenses (which can be higher if needed).
• What is included in the ‘opening event’ budget?
• Merchandise - do you already know what kind of merchandise will you produce? When it comes to swag, we ask to be environmentally mindful and we don't really encourage merchandise or advertising products. Therefore we ask to limit swag to low cost items like stickers.
• Unfortunately we will not be able to manage the flight booking and travel arrangement for this event. But we do acknowledge that your resources are limited in terms of capacity to manage the travel requests, and that is why I encourage you to use a local travel agency. This is what is usually done for this kind of community conferences, and because it's someone local, it makes the logistics much easier. You can add/allocate some of the budget to outsource the travel management service.
• As for the health insurance, International SOS, which is our Medical and Security risk services company, covers all volunteers for medical coverage outside their home country. If needed, the participants can ask for a Confirmation of Coverage letter (mostly needed for visa purposes). This process is something we do along the way, but I can confirm that all event participants that the WMF are financially supporting, are covered provided they are outside of their home country. So local attendees would not be covered if they are within the country that they live in.

When you're able, please respond to the questions above and revise the proposal as needed. These revisions will be due by 21 February 2020, after which the Conference Grant Committee will begin formal review of the proposal. Thank you again for your significant role in supporting the Ibero American community. Best CAlmog (WMF) (talk) 01:05, 7 February 2020 (UTC)

Response to WMF Feedback

Hello Chen, Thank you for your feedback. We've been working and getting agencies to quote flight values. We also included information regarding metrics, expenses and questions you asked us.

We are looking for answers and recommendations. Thank you very much and talk you soon. M.