Wikimania 2016 bids/Esino Lario/Financial plan/Contract Wikimedia Foundation/Report

This reports is specifically related to the Grant agreement between Wikimedia Foundation and Associazione Amici del Museo delle Grigne Onlus.


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Grant agreement

Project statusEdit

Did you comply with the requirements specified by WMF in the grant agreement?
Yes
Is your project completed?
Yes and no. Wikimania 2016 Esino Lario is completed, but the larger project framing Wikimania 2016 and titled Wikimania Esino Lario - Protagonismo culturale offline e online is planned to end in May 2017 (we are actually considering to ask a 6-months extension to include in the activities also summer 2017 which would be really relevant for our territory).

Activities and lessons learnedEdit

ActivitiesEdit

This page is meant to provide a full report about the implementation of Wikimania Esino Lario and how things were organized and set. The report also highlight the differences with the executive project of Wikimania Esino Lario as it was presented for the 2016 bid. In general Wikimania Esino Lario was implemented as planned with the main difference that we were able to do more than we expect we could.

Area As planned Differences compared to the initial plan
Journey
  •   Done Participants reached Esino Lario by airplane, train and private transport.
  •   Done Direct transport from the airports was organized (cost 25 euro each way). We organized 28 bus rides.
  •   Done Transport between Varenna and Esino Lario was increased and made available for free. We organized 81 bus rides and 28 directly from Lecco to allow interns to reach the event.
  •   Done Three info points were organised at Malpensa Airport, Linate airport (in the main arrival days) and in Varenna-Esino railway station (during all the event).
  •   Done Esino Lario reception-registration site also served as an info point.
  •   Added Local trasport was organized by providing free taxis and busses.
  •   Added Electric cars were provided for free by the partner eV-Now!.
  •   Added A little free tran with wifi was organized to connect all the meeting rooms.
  •   Added Scooters for people who informed us about mobility limitations were provided for free.
  •   Added Protezione Civile and Alpini support the circulation in Esino Lario.
Location
  •   Done Wikimania was indeed organized in Esino Lario :)
  •   Done Connectivity was provided in all the meeting rooms and outdoors in the park of Villa Clotilde and in Piazza Pietro Pensa. Connectivity is still operating at a higher standard as before Wikimania and it is provided for free.
  •   Done Local resources were valorized during Wikimania Esino Lario despite the complexity of managing a large number of providers.
  •   Done Accommodation was provided in Esino Lario and managed directly by the Wikimania Esino Lario team. A full detailed database was created and 738 beds were confirmed. Participants also found accommodation outside Esino Lario in the near-by villages.
  •   Done Food was available. Thousands of meals were provided plus 15'000 bottles of water, 12'000 chocolates, 10'000 coffee.
  •   Done Safety
  •   Done Accessibility
  •   Done Health and medical care
  •   Done Insurance
  •   Done SIAE
  •   Done Cleaning and environmental impact
  •   Added Connectivity was provided by Eolo with a strong and very relevant partnership. The initial plan changed and optical fiber was distributed in all meeting rooms permanently thanks to the city council and the involvement of other partners. Internet is now accessible and free in all the meeting rooms involved in Wikimania and outdoors in the park of Villa Clotilde and in Piazza Pietro Pensa.
  •   Added A Unità di crisi (crisis unit) was set in the city council in collaboration with the police and all the local authorities.
  • We duplicated 523 keys and participants returned 523 keys.
Meeting rooms
  •   Done Conferences took place in existing structures of the village (public buildings and a venue owned by a non profit association).
  •   Done Electricity
  •   Done Rooms were equipped as planned.
  •   Done Equipement rental/A-V expense
  •   Done Videos
  •   Done Forniture
  •   Added Many more infrastructural interventions than planned thanks to further fundraising.
Programme during Wikimania
  •   Done Target. Identification of the target groups and included in the programme the target of the different sessions.
  •   Done Theme. Wikipedia as a driver for change
  •   Done Working sessions
    •   Done User digest
    •   Done Critical issues
    •   Done Posters, chapter villages. We did not make the brochures but we used the brochures as format for the posters.
    •   Done Discussions
    •   Done Meetups
    •   Done Training
    •   Done Hackathon
    •   Done Collaborative space. A room was provided open 24/24 in the primary school.
  •   Done Evening programme
  •   Done Free as free beer. We provided a free beer only in few events for safety reasons (the safety unit was worried to have dangerous situations by providing free alcohol).
  •   Done Workshops organized during the day not in the evening.
  •   Done Performances
  •   Done Video projections only used to allow to watch soccer.
  • Thematic dinners. Very few.
  •   Done Excursions.
  •   Done Wikimania takes Lake Como
  •   Done Programme for children.
  •   Added Double blind peer review of the critical issues.
  •   Added Establishment of a commission to select the discussions due to the high number of proposals.
Programme before and after Wikimania
  •   In progress... Activities with city councils. libraries and museums (planned until May 2017).
Participants
  •   Done Event planned for 1'000 participants.
  •   Done Registrations.
  •   Done Visa. Very high successful rate. We could not get to Italy 2 people with a Wikimedia Foundation scholarship from Nepal; and we did not have enough time to support the attendance of 1 person with a Wikimedia CH scholarship from Cameroon.
  •   Done Cost for participants.
  •   Done Scholarships.
  •   Added 1368 participants (we expected 700)
Organization
  •   Done Pillars.
  •   Done Team.
  •   Done Volunteers.
  •   Done Staff. The involvement of staff was reduced to the minimum and the entire organisation was managed and implemented by volunteers.
  •   Done Providers.
  •   Done Accounting and bookkeeping.
  •   Done Communication.
    •   Done Target and communication tools.
    •   Done Local media.
    •   Done National media.
    •   Done International media.
    •   Done Communication materials.
  •   Done Evaluation. A survey designed by Wikimedia Foundation and review by our programme team was submitted in English to the participants at the end of Wikimania.
Budget
  •   Done Expenses.
  •   Done Financial plan.
  •   Done Request to Wikimedia Foundation.
  •   Done Planned income from registration.
  •   Done Income.
  •   Done Confirmed support.
  •   Added Very significant fundraising.




Area Team Outcome Team Documentation
Program Working sessions

Evening events

Kids

Excursions

  1. Making sure the program takes into account previous experiences and comments from participants.
  2. Designing the draft structure of the program (schedule, slots, typology of sessions, itineraries for each typology of attendees).
  3. Making sure a series of central topics are transversally represented in the program of the event (including sessions, side events, excursions).
  4. Defining the output we expect for each group of participants of Wikimania.
  5. Making sure all the program responds to the output we expect (including sessions, side events, excursions).
  6. Making sure Wikimania Esino Lario is a site-specific event. This means that the program structure is tightly related to the characteristics of the venue (space, size, atmosphere).
  7. Including in the program interactive sessions and training meant to gain new skills.
  8. Triggering proposals and ideas for Wikimania by involving different communities and groups of interest.
  9. Selecting the definitive program of Wikimania Esino Lario (the selection of submissions will be implemented by the same team or a different one)
  10. Managing the program (answer to questions, contacts with speakers, appointing moderators for each sessions, making sure the documentation about sessions is recorded and shared...)
  • Designing a program of activities during Wikimania beyond the conference.
  • Implementing the organization of the special events.
  • Making sure the special events are coherent with the overall program (in collaboration with the program team)

Children

Designing a program of activities during Wikimania for children to support the involvement of volunteers with children and to facilitate the participation of families.

Excursions

  • Implementing the organization of the excursions.
  • Making sure the excursions are coherent with the overall program (in collaboration with the program team)
  • Discussions
  • Meetups

Program team on wikimania2016 website.

Evening

  • Coordinator: Serena Nasazzi and Elisa Dell'Era
  • Artists: Roberto Paci Dalò, Invernomuto

Kids

  • Kids activities (>5 years old): Tecla Bertarini.
  • Children activities (2-5 years old): Giusy Nasazzi - cancelled because without any request.

Excursions

  • Excursion Wikimania Takes Lake Como and Milan: Dario Crespi
  • Excursions in the mountains: Giacobbe Barindelli, CAI Val d'Esino.
Planning

Implementation

Replicate

Location Venues
  1. Preparation of the venues (security, insurance, upgrade, authorization to use the spaces).
  2. Management of the venues during the conference (emergency, keys, opening-closing). Making sure there is always a person in-charge in the venue or near the venue.
  3. Taking care of the venues after the conference (making sure storage and cleaning are properly managed)
  • Villa Clotilde: Esino Lario City Council (currently Carlo Borgia)
  • Primary School: Elvezia Bertarini
  • Theatre of the Kindergarden: Giusy Nasazzi
  • Sport Hall/Multifuncional space: Giovanni Viglienghi
  • Former museum: Esino Lario City Council (currently Elisa Dell'Era)
  • New museum: Esino Lario City Council (currently Giammario Ortelli)
  • Meeting: Association non profit COE
  • Montecodeno: Private owner
  • Ex-Albergo Grigna: Private owner
  • Tensile structure: Pro Loco
  • Cleaning. We included at the moment an amount in the estimated budget.
  • Equipment: Technical team
  • Upgrade: Technical administrator of Esino Lario city council.
  • Safety: Safety team
Location Transport
  1. Taking care of the transport (timetable, transport on-call).
  2. Taking care of the 4 different transport necessities: Varenna-Esino, airports, accommodation, excursions.
  3. Managing information for cars (parking) and bikes.
  4. Taking care of the transport hubs (Milan, Varenna and Esino).
  5. Locating Wikimania signs.
  • Responsabile for the transport: Mauro Ricciardelli
  • Company partner for the main transport from and to the airports and Varenna-Esino: SAL
  • Internal taxi service
  • Electrical cars - In-Kind support of eV-Now!
  • Scooters to facilitate transport
  • Train on wheels.
  • Preparatory work for the transport: Catherine de Senarclens and Iolanda Pensa
Location Accommodation
  1. Recording data about the accommodation (private and hotels) and collecting agreements.
  2. Relationships with accommodation owners (privates and hotels) - payments.
  3. Managing problems and finding accommodation solutions in case of problems (extra beds, sofas...)
  • Responsabile for the accommodation: Patrizia Barindelli
  • Preparatory work for the accommodation (initial contacts and phone calls): Catherine de Senarclens
  • In collaboration with the registration team.
Location Food
  1. Recording data about restaurants/bars and makes agreements.
  2. Planing and reviewing menus. Making sure there is food for vegetarians, vegans, food with no pork and regional cuisine - the latter doesn't fits with the others. Making sure breakfast is more than the Italian breakfast (cappuccino and brioche), something like eggs, sandwiches, ham, juice, fruits, yogurt, cereals, bread... Making sure there is always water, coffee and tea available and some snacks for the breaks.
  3. Making sure the offer of food is enough and diversified.
  4. Managing special diets.
  5. Supporting the plans also for special events.
  • Responsabile for the food: Serena Nasazzi
  • Food curator: Tommaso Fara
  • Professional catering: Piaceri d'Italia
Location Safety (planning)
  1. Making sure the logistics (venues, buildings, equipment) meet the safety regulations.
  2. Making sure buildings are properly equipped and accessibility is facilitated.
  • Responsible for safety: Pietro Pensa
  • Insurance: At the moment we contacted an insurance company for an estimated budget.
Location Safety (on site)
  1. Assuring response in case of emergency
  2. Coordinating the work and timetable of all the different teams focussed on safety (antifire, police, ambulance, control of conference rooms and circulation)
  3. Managing circulation (pedestrians, cars, busses) and verifying numbers in the rooms.
  4. Managing the opening and the closing ceremony.
  5. Making sure there is the appropriate medical assistance (regular and emergencies).
  • Responsabile for on site safety: Pietro Pensa (mayor) and Fabio Viglienghi (vice-mayor)
  • Unità di Crisi
  • ANA and Protezione Civile - Piero Dell'Era
  • Antifire team - Giovanni Grassi
  • Police - Questura di Lecco
  • Ambulance and medical assistance - Presidio medico di Bellano
  • Care of the participants: the nurse Francesco Tarantini and the psychologist Mario Pigazzini, pharmacist of Esino Lario.
Location Technical
  1. Assuring the necessary connectivity to the event with specific attention to the hackathon
  • Responsabile for the connectivity: Simone Sala (chair), Fabio Baioni (vice-chair)
  • Company partner for the connectivity: Eolo
  • Company technical partner: Elmec
Participants Registration team
  1. Registration Team - online
  2. Registration Team - during the conference
  • Registration team chair:
  • Coordinator of the registration team during the conference:
  • Members of previous Registration Committees and new members.

Planning

Participants Scholarships team
  1. Proposing ideas and approach for Wikimania scholarships
  2. Contributing to manage the scholarships process, requests and evaluation.
  3. Contributing to the work of the scholarship committee.
  • Scholarships working group chair: Federico Leva (Nemo)
  • Scholarships working group deputy chair: Martin Rulsch
  • Members of previous Scholarships Committees and new members.

Planning

Participants Visa
  1. Producing the necessary letters requested to apply for a visa
  2. Producing the necessary form and documents specifically requested by embassies and consulates
  • Italy: Lara Pensa and Carlo Maria Pensa
  • Wikimedia Foundation: Ellie Young and Morgan Jue
Organization Team management
  1. Involving active Wikimedia and Wikipedia volunteers in Wikimania planning, organization and implementation (both national and international volunteers).
  2. Recruiting new volunteers for the Wikimedia projects and for Wikimania.
  3. Making sure volunteers receive the best support, acquire new skills, take full advantage of the experience (i.e. agreement with universities for internships, certificates, managing the volunteers schedule according to their interest...) and have fun (i.e. group work rather than individual work, possibility to be part of the conference/attending it...).
  4. Facilitating the involvement of the volunteers in the Wikimedian movement beyond Wikimania.
  5. Involvement of stakeholders, institutions, public administrators.
  6. Involvement of local, national and international sponsors.
  7. Involvement of national and international grant-makers.
  8. Making sure questions and requests are answered or forwarded to the right people;
  9. Making sure institutions, sponsors and grant-makers are addressed and receive the information requested/needed on time.
  10. Making sure the participants receive the necessary assistance (visa, special needs, answers to their questions).
  • Front desk: Lara Pensa
  • Volunteer coordinator: Gogo (Carlo) Maglia
  • Protezione civile, ANA, antifire and all the teams related to on site safety: Fabio Viglienghi
  • Wikimedia Italia reference person: Dario Crespi
  • Wikimedia CH reference person: Ilario Valdelli
Planning
Organization Budget and fund-raising team
  1. Collect all the invoices and administrative reports.
  2. Making the payments
  • Project manager:
  • Secretary and administration:
  • Institutional fund-raising: Iolanda Pensa
  • Sponsors: Catherine de Senarclens, Serena Nasazzi, Alberto Nogara, Fabio Viglienghi, Elena Mihailo

Planning

Organization Communication team
Concept
  1. Project plan, design, concept.
  2. Identification of the vision and the key concepts of the project.
  3. Making sure sure the vision and the key concepts are represented in the plan and activities implemented.
Media team
  1. Prepares the press kit.
  2. Manages media contacts (media contacts lists, contacts with media and answers to media requests).
  3. Makes sure logos and credits are correctly used and fully included.
Newsletters, websites and social networks
  1. Making sure potential attendees are reached
  2. Making sure information about the event is available and updated

Wikipedia and the Wikimedia projects

  1. Upgrading the Wikimedia projects with content related to the territory (photos, data, texts, sources...).
  2. Collecting and uploading content produced during the conference.
  3. Contributing to the outreach (program of Wikimedia related events before and after Wikimania)
Concept
Media team
  • Local and national media contacts: Lorenzo Colombo (coordinator) with Manuela Alippi
  • International media contacts: --- (Wikimedia Foundation)
  • Project manager (checks the logos and credits): Iolanda Pensa and Lara Pensa
Newsletters, websites and social networks
  • Wikimedia Italia newsletter, website and social networks: Francesca Lissoni (staff)
  • Bureaucrats of wikimania20xx.wikimedia.org: 1. ---- 2. ---
  • Documentation and update of wikimania20xx.wikimedia.org:
  • Wikimedia CH newsletter and website and social network: Ilario Valdelli

Wikipedia and the Wikimedia projects

  • Wikivoyage: [wikivoyage:it:Utente:Andyrom75 Andyrom75]
  • Geography: Remulazz
  • Wikipedia, Wikimania2016, Open Street Map: Dario Crespi
  • Georeferenced data about the territory: Carlo Maria Pensa and CAI sezione Esino Lario.
  • Photos of the territory: Piercarlo Barindelli, Paolo Boncompagni, Mauro Cassina, Carlo Maria Pensa.
  • Presentations of Wikipedia and training sessions in Ticino: Ilario Valdelli
  • Presentations of Wikipedia and training sessions in Lombardy Region: Dario Crespi

Documentation on site

  • Photos of the event: [w:it:user:Jaquen Niccolò Caranti] (coordinator), Manuela Magni, Martina Corà
  • Video recording and streaming team:

Planning

Municipalities, images, cultural heritage, natural sites, history, culture of the territory; Esino Lario [w:it:Esino Lario on it.wikipedia], [w:en:Esino Lario on en.wikipedia], [commons:category:Esino Lario on Wikimedia Commons], [voy:it:Esino Lario on it.wikivoyage], Province of Lecco, Province of Como, Province of Sondrio, Valsassina, Ticino. Collaboration with the project The Alps on Wikipedia.

Replicate

Organization Evaluation team
  1. Checking that the criteria of the evaluation are directly connected to the project proposal (objectives and expected results)
  2. Checking that feedback is collected and documented before, during and after the event.
  3. Involvement of 5 qualitative evaluations from 5 external people (<2 pages report).
  4. Collaborating with the Documentation and Wikimedia projects working group to make sure documentation about the event is collected and produced.
  5. Managing an online questionnaire (designing it and sent it out).
  6. Collecting statistics related to the scholarships.
  7. Making sure feedback pages are created on Wikimania website and people know about them.
  8. Making sure the post-mortem report/lessons learned is delivered on time after the conference.
  • Evaluation survey of Wikimania by the Wikimedia Foundation
  • Support and scholarship report: Global Learning & Evaluation, Wikimedia Foundation.
Planning

Replicate


Lessons learnedEdit

What worked well?
  • Working on a specific territory.
  • Creating a truly strongly collaborative project. Astonishing fundraising and true engagement of people.
  • Creating a programme of 2-3 years around Wikimania.
  • Establishing a series of pillars we actually used during the project.
What didn't work?
  • The practical results of the contest Adotta un comune (meant to produce knowledge of Lombardy Region on Wikipedia and the Wikimedia projects). The initiative was actually not planned, it was very well supported but it was not the best approach to produce content or we were not able to make it work.
What would you do differently if you planned a similar project?

It is difficult to know how to plan Wikimania Esino Lario (or a similar project) differently. Wikimania Esino Lario was such a complex project that it was not and it could not be a project conceived in a straight-forward way; Wikimania was the result of many different minds who rigorously prepared the project (a very important and indispensable step) but who also fabricated the event while doing it. Only now we know how to increase the electricity, to connect the water line to a tensile structure, which are the technical details of each building of Esino Lario, the names of people working on visa at the Ministry of Foreign Affairs and at the Consulate of Calcutta... We did not know the things we know now (and now we can use our knowledge for new and different projects); but to make a project similar to Wikimania Esino Lario you can't know it all. Wikimania was a mixture of planning, competences, intelligences, acquisition of knowledge, fights, improvisation, dance, miracle and sunshine.

Learning patternsEdit

Outcomes and impactEdit

OutcomesEdit

Provide the original project goal here.
  1. Organizing a pleasant and affordable conference designed for 1'000 participants.
  2. Testing a new collaborative format for Wikimania.
  3. Develop a sustainable Wikimania, which generates a long-term impact on the territory where it is organized (scalable experience).
Did you achieve your project goal? How do you know your goal was achieved? Please answer in 1 - 2 short paragraphs.
  Done We organized a pleasant and affordable conference designed for 1'000 participants and welcoming 1368 participants. The survey provides us feedback about the conference.
  Done We tested a new collaborative format for Wikimania.
  Done We develop a sustainable Wikimania, which is generating a long-term impact on the territory where it is organized.

Progress towards targets and goalsEdit

Project metricsEdit

Objective Activities Expected results Indicators
1.   Done Organizing a pleasant and affordable conference designed for 1'000 participants.
  •   Done Organization and general management of the event (Wikimania checklist).
  •   Done Providing support for visa, local transport, accommodation and meals.
  •   Done Programme (including leisures and activities for children).
  •   In progress... Independent evaluation team: 5 qualitative evaluations from 5 people; the group manages an online questionnaire and collects statistics related to the scholarships.
  •   Added 700 participants. 1365 participants were registered.
  •   Done 80% of the feedback is positive from participants, volunteers and organizations involved.
    •   Done Expectation met (38,01%) or exceeded (43,13%) = 81,14%
    •   Done Overall rating of the conference: excellent (49,46%) and good (37,57%) = 87,03%
  •   Done Availability of scholarships.
    •   Added We increased the number of scholarships thanks to the partial ones.
    •   Added We made sure all expenses (including dinners) where included in the scholarships.
    •   Added Wikimedia Foundation provided 88 full scholarships, 35 partial scholarships and 6 additional scholarships = 129.
    •   Added A large number of scholarships (due to the costs of the event in Europe but also to the costs of accommodation and meals) were also provided by Wikimedia Italia, Wikimedia CH (including scholarships for the kiwix workshop organized in Esino Lario before Wikimania), Wikimedia Israel, Wikimedia Poland, Wikimedia UK, Wikimedia Deutschland, Wikimedia France. Wikimedia Italia and Wikimedia CH were specifically triggered to contribute in supporting the event with scholarships
  • Cost per participants.
  • Number of requests of scholarships, number of scholarships, number of donors supporting the scholarships.
  • Number of participants (registrations online and check-in at the conference). Comment: 1365 participants were registered.
  • Feedback from the participants (report of the online survey). The survey has not been yet uploaded by the Wikimedia Foundation team. Please also refer to the suggestion page on Wikimania 2016 website.
  • Feedback from the volunteers and organizations involved (report of the online survey). Not currently uploaded by the Wikimedia Foundation team.
  •   In progress... Feedback from 5 evaluators (qualitative <2 pages report).
  • Scholarships reports.
2.   Done Testing a new collaborative format for Wikimania.
  •   Done Enlarging the structure of Wikimania working team, with no separation between wikimedians and "the others".
  •   Done Involving wikimedians, people living in the territory, and people with specific expertise in the event planning and implementation.
  •   Done A site site-specific programme, designed specifically for the locations and the different available spaces. This is meant to associate each space with a different experience (a different way of collaborating).
  •   Done A user-centered programme, designed for the different interests/needs of Wikimania participants. At the moment the call for participation asks people what they want to present, it does not ask people what they want to attend (there are hints in the feedback pages of the different Wikimania).
  • New ideas collected during the conference.
  • Compared to other Wikimania, Wikimania Esino Lario is perceived as something developed in a more collaborative way, and people feel more engaged and targeted.
  • Documentation about the process used to design Wikimania: timeline.
  • Documentation of people involved in the project plan and implementation: timeline and team.
  • Feedback from the participants (online questionnaire).
  • Feedback from the volunteers and organizations involved (online questionnaire).
  • Feedback from 5 evaluators (qualitative <2 pages report).
  • The criteria to collect feedback will be...
3.   Done Develop a sustainable Wikimania, which generates a long-term impact on the territory where it is organized (scalable experience).
  •   Done Implementing a local fundraising focussed on territorial development and the improvement of existing structures (access and spaces for collaborative work and associations).
  •   Done Implementation of specific projects.
  •   Done Organization of a programme of events and meetings before Wikimania to present the WIkimedia projects, to support synergies with local GLAMs/data and to involve people in contributing.
  •   Done Upload and edit of content on the Wikimedia projects while developing Wikimania (Wikipedia, Wikimedia Commons, WikiVoyage in English and Italian).
  •   Added Public Internet wifi in Esino Lario (centre).
  •   Added Transformation of the former museum in a collaborative space and space for associations.
  •   Added Improvement of the accessibility of the Sport hall/multifunctional space (access and security).
  •   Added Improvement of the accessibility of the Primary school (access).
  •   Done In the preparation of Wikimania, people living in Esino Lario and in the territory of Lake Como (Lario), Valsassina and Ticino have acquired an improved knowledge of the Wikimedia projects.
  •   Done Increased number of content on the Wikimedia projects related to Esino Lario and the territory of Lake Como (Lario), Valsassina and Ticino.
  •   Done The structures improved for the conference are used after the conference.


Global MetricsEdit

We are trying to understand the overall outcomes of the work being funded across our grantees. In addition to the measures of success for your specific program (in above section), please use the table below to let us know how your project contributed to the Global Metrics. We know that not all projects will have results for each type of metric, so feel free to put "0" where necessary.

  1. Next to each required metric, list the actual outcome achieved through this project.
  2. Where necessary, explain the context behind your outcome. For example, if you were funded for an edit-a-thon which resulted in 0 new images, your explanation might be "This project focused solely on participation and articles written/improved, the goal was not to collect images."

For more information and a sample, see Global Metrics.

Metric Achieved outcome Explanation
1. # of active editors involved 700 Please note that the number is an estimation based on the tribal nature of Wikimania (it is essentially a gathering for people already active in the Wikimedia movement). Below the information we have:
  • The people who receive a scholarship from Wikimedia Foundation are active or very active editors according to the selection criteria of the scholarships. 88 full scholarships and 35 partial scholarship plus 6 scholarship = 129
  • Volunteers involved in the organisation of Wikimania:
    • Active editors from Wikimedia Italia and CH = 15
    • International (programme and communication of the scholarships): 10 (programme committee), 12 (liaisons and format), 10 (review of the scholarships), 29 (ambassadors for the scholarships). I would like also to specifically add Romaine :) = 62
  • Participants at Wikimania. We have no way to measure their active role on the Wikimedia projects. Of the 391 people participating in the survey (391/1365) 47,40% have already attended a Wikimania and 82,61% considers himself/herself an active or very active editor 304 people).
  • 9 active Wikimedia volunteers involved in the jury of Adotta un comune.
2. # of new editors 20 All volunteers contributing to Wikimania has released the content they produce for Wikimania (texts and photo) under cc by-sa and we made uploads of images and content produced by Paolo Boncompagni, Pier Carlo Barindelli, Guido Barindelli, Serena Nasazzi, Michele Casanova, Catherine de Senarclens, Carlo Maria Pensa, Vincent Plisson, GianClaudio Ferraroli, Simone Sala.
  • Maura Nasazzi has uploaded information related to accessibility in Esino Lario on Wheelmap (the database integrates OSM).
  • Guido Barindelli has uploaded photos on Wikimedia Commons
  • Volunteers active in Wikimania (Serena Nasazzi, Marta Pigazzini, Silvia De Ambrosis) have contributed to the preliminary selection of Wiki Loves Monuments Italia
  • Fede Lorandi (volunteer Wikimania, antiquarian) is creating the article about Ampelio Tettamanti with all the necessary procedure for images and texts.
  • Martina Corà and Manuela Magni have significantly contributed with photos to the event uploaded on Wikimedia Commons.
  • I think we need include among the new editor also Enrico Nasazzi who carved in stone the Wikimania logo.
  • Editors involved in the contest Adotta un comune: 14
  • Team of Elmec Informatica (a company supporting the event) involved in the hackathon: 2
  • Students involved in the production of 4 itineraries on Wikivoyage: 12
3. # of individuals involved
  • 1365 Wikimania Esino Lario
  • 1300 students of local schools:
  1. Primary school of Esino Lario - around 15 students
  2. ISISS Antonio Sant'Elia a Cantù (CO) - 210 students (+ hangout for the other classes interested)
  3. IS Rota a Calolziocorte (LC) - 45 students
  4. Liceo G.B. Grassi a Lecco - 111 students
  5. ISS Bertacchi a Lecco - 20 students
  6. ISS Paolo Frisi a Monza – 20 students
  7. Liceo Simone Weil a Treviglio (BG) - 50 students
  8. ITCS Versari a Cesano Maderno (MB) - around 350 students
  9. IISS G. Parini a Lecco – 75 students
  10. ITS Francesco Viganò a Merate (LC) – around 200 students
  11. IIS A. Badoni a Lecco – 60 students (in two meetings)
  12. IIS Fiocchi a Lecco – 70 students
  13. Liceo Manzoni a Lecco – 70 students (in two meetings)
  14. Liceo Manzoni a Milano – 35 students
  • Courses for teachers:
    • Meeting with the teacher of the primary school and middle school of Oggiono (LC) – 10 teachers
    • Conference for teachers of the Province of Lecco – around 200 teachers
    • Course for teachers of IS Rota in Calolziocorte (LC) – 15 teachers (currently under development a project with schools, city council, library, Fondazione Monastero del Lavello in Calolziocorte)
  • Presentations of Wikipedia and the Wikimedia projects during events:
    • Youth Hackathon -
    • Le giornate di Bertinoro
  • Volunteers involved in the organisation of Wikimania and not previously active in the Wikimedia movement: 77
  • Italian and Swiss volunteers active during the event: 80 (students with internship) and 168 volunteers of the Protezione civile and other associations active during the event = 248
  • 3 volunteers involved in the jury of Adotta un comune.
  • 761 - the number of Esino Lario inhabitants.
  • Partners involved
4a. # of new images/media added to Wikimedia articles/pages
4b. # of new images/media uploaded to Wikimedia Commons (Optional) 6000
  • Images of Esino Lario and its territory:
  • Wikimania 2016: around 6000
  • Wiki Loves Monuments Italy 2016: 33[1]
5. # of articles added or improved on Wikimedia projects
  • Contest Adotta un comune: 12 new articles and 15 improved articles
  • Articles on Wikipedia related to Esino Lario and its territory (from 1 August 2014)
  1. Chiesa di San Vittore (Esino Lario): English, Armenian, Giavanese, Dutch
  2. Chiesa di San Pietro (Ortanella): English, Armenian, Giavanese, Dutch, Spanish
  3. Chiesa di San Giovanni Battista (Esino Lario): Spanish, Giavanese, Dutch.
  4. Chiesa di Sant'Antonio abate (Esino Lario): Spanish, Armenian, Dutch
  5. Ecomuseo delle Grigne
  6. Scuola degli Arazzi di Esino Lario
  7. Via Crucis (Esino Lario): also in Spanish
  • Translations related to Esino Lario and its territory in 58 languages (25 created in 2015-2016)
  • Esino Lario on Wikivoyage in Italian, English and French.
6. Absolute value of bytes added to or deleted from Wikimedia projects


Learning question: Did your work increase the motivation of contributors, and how do you know?

According to the survey 324 people out of 361 answered that they are planning at least a new project or collaboration in the next 6 months that will involve people they met at Wikimania Esino Lario.
According to the follow up of the project we have the impression that Wikimania has increased the motivation of contributors

  • An Italian gathering of Wikimedia editors was immediately conceived and it is under evaluation. The gathering involves 2 very active volunteers of WIkimania.
  • Volunteers of Wikimania without previous experiences in the Wikimedia community have been involved in the selection phase of Wiki Loves Monuments with great enthusiasm.
  • The Wikimania programme is continuing until May 2017 (and we are asking an extension) with a very intense programme of initiatives related to open knowledge, freedom of panoramme, acquisition of skills and production of content related to the Lombardy Regione on the Wikimedia projects.


ImpactEdit

What impact did this project have on WMF's mission and the strategic priorities?

Option A: How did you increase participation in one or more Wikimedia projects?
Wikimania is the main event related to the Wikimedia projects. Indeed participating in Wikimania means participating in a Wikimedia project.
Wikimania Esino Lario had worked in two directions:

  • focus for 5 days on the international community attending the event (with a programme in English) by:
    • involving active editors,
    • reaching potential new editors,
    • addressing topics related to the community,
    • activating diabetes
    • supporting the planning of projects and the design of new projects
  • focus for two years on a local and national audience (in Italian) by:
    • collaborating with Wikimedia Italia, supporting and organizing activities of outreach (presentations, training, a communication campaign in libraries, Youth Hackathon, Wiki Loves Monuments) in the Lombardy Region and Ticino,
    • increasing the visibility of the Wikimedia projects with the visibility of Wikimania on the press
    • using Wikimania to bring attention to the issue of Italian cultural heritage on the Wikimedia projects.

Option B: How did you improve quality on one or more Wikimedia projects?

Option C: How did you increase the reach (readership) of one or more Wikimedia projects?

Reporting and documentation of expendituresEdit

This section describes the grant's use of funds

DocumentationEdit

Did you send documentation of all expenses paid with grant funds to grants at wikimedia dot org, according to the guidelines here? Answer "Yes" or "No".
Yes. All receipts and the detailed final budget to document the contribution from the Wikimedia Foundation is on the shared folder Report Wikimedia Foundation 2016 on google drive and notified to Ellie Young. Please note that the financial documentation can not be public for privacy reasons but the Wikimania Committee and the team who contributes or reviews the budget have access to the folder.

ExpensesEdit

Please list all project expenses in a table here, with descriptions and dates. Review the instructions here.


Number Category Item description Unit Number of units Actual cost per unit Actual total Budgeted total Currency Notes
1 Food and participants
  • Few expenses of volunteers (€ 320)
  • transport (€ 44'232,40)
  • the evening events (€ 2'579,08).
47'131,48 EUR All the other expenses related to food and accommodation have been managed by Associazione Comitato Wikimania Esino Lario with funds coming from participants. Please note that this budget will be available in 2017 when we close the association final year.
2 Venue and technical
  • Insurance (€ 4'330,00)
  • electricity (€ 6'205,99)
  • rented equipment for the meeting rooms, ambulance, tensile structure, cleaning, temporary toilettes, paint, materials-consumables and interventions on the buildings for safety and security (€ 93'776,06)
  • technical and connectivity (€ 30'004,72).
134'216,77 EUR Please note that we had the support of the insurance company for the cost of the insurance and that we receive the support of Eolo for the connectivity (value of 100'000 euro) and Eolo for computers and equipment (value 30'000 euro).
3 Organization and communication
  • Audio visual, recording and uploads (€ 2'850)
  • Costs of the bank for transfers and payments (€ 293,49)
  • Communication materials and printing costs (€ 6'453,20)
  • Some expenses related to the registration packet (€ 3'580,09)
  • The staff to support the coordination of the project and the organization of the event (€ 10.938,10)
  • The staff for Wikimedia activities in the region (€ 25.000).
49.096,88 EUR

Please note that this financial report is meant to explain how the contribution of 200.000 euro from Wikimedia Foundation was spent. This is not the final budget of the entire project which will end in 2017.

Total project budget (from your approved grant submission)
281'121 euro in the bid. Please note that the total project budget has increased to 435'000 euro with a confirmed contribution of 200'000 euro from Wikimedia Foundation, 190'000 euro from Cariplo Foundation and contributions from Associazione Amici del Museo delle Grigne Onlus / Ecomuseo delle Grigne, Wikimedia Italia, Comunità montana della Valsassina Valvarrone Val d'Esino e Riviera, ODL, A+E Milano srl. All expenses will be fully reported with receipts and reports of payments within the project Wikimania Esino Lario - Protagonismo culturale offline e online (in Italian).
Total amount requested from WMF (from your approved grant submission, this total will be the same as the total project budget if PEG is your only funding source)
200'000 euro
Total amount spent on this project
230'445,13 euro in this report. We will have the final budget in 2017 including all the income (including the registration fees and the contribution of Cariplo Foundation)
Total amount of Project and Event grant funds spent on this project
200'000 euro.

Please note that Wikimedia Foundation was supposed to cover also the badges and lanyard; due to some delivery issues we decided to manage it directly. Wikimedia Foundation covered the cost of 4'200,22 euro with a contribution to the Associazione Comitato Wikimania Esino Lario 2016 (two bills of 2'909,09 euro and 671 euro; one bill of 620,13 euro has been paid by Associazione Comitato Wikimania Esino Lario 2016 = 4'200,22 euro). This report only presents payment done by Associazione Amici del Museo delle Grigne Onlus.

Are there additional sources that funded any part of this project? List them here.
Confirmed income Euro Managed the the City Council In-kind Total in euro Notes
Wikimedia Foundation 200.000 Funds used specifically for the conference.
Wikimedia Foundation (badges and lanyards) 4.200,22 Reimbursement for the costs of the badges and lanyards.
Cariplo Foundation 190.000 Funds used for a 2-years programme of Wikimedia and cultural activities in the region. Please refer to the full project Wikimania Esino Lario - Protagonismo culturale offline e online.
Lombardy Region (Regione Lombardia) 200.000 300.000 Funds for renovation and accessibility of public buildings and the Varenna-Cortenova street. The funds have been managed by the Esino Lario city council and the Province of Lecco.
Province of Lecco (Provincia di Lecco) 200.000 Funds for the Varenna-Cortenova street and conference space at Villa Monastero.
EOLO 100.000 Internet!
Esino Lario City Council 60.000 Funds for renovation and accessibility of public buildings.
Elmec Informatica 30.000 Technical support and collaboration in the communication of the project.
BIM Bacino Imbrifero Montano 30.000 Funds for renovation and accessibility of public buildings (Sport Hall).
Wikimedia Italia 20.000 In-kind contribution of time of staff member. Wikimedia Italia receives € 20.000 to implement Wikimedia activities in the region.
SUPSI 10.000 In-kind contribution for the involvement of team members of the Laboratory of visual culture.
BCC Credito Cooperativo Valsassina 6.000 Funds for the renovation of the former cinema.
Comunità montana della Valsassina, Valvarrone, Val d'Esino e Riviera 5.000 The Comunità montana receives € 5.000 to implement Wikimedia activities in the region.
O.D.L. srl 5.000 Financial support.
ICAM 4.000 Products (chocolate).
Mauri 4.000 Excursion to the company and the village of Pasturo (bus, organization and aperitif), event in Esino Lario with their products (cheese).
Norda 4.000 Products (water and baverage).
Vendomat 4.000 Products (coffee machines and coffee).
HDI Maglia Assicurazioni 4.000 Support with the insurance.
SAL Servizi Automobilistici Lecchesi - Arriva 3.000 Financial support.
A+E Milano srl 3.837 Funds for the communication of Wikimania. The amount is included and subtracted in a bill.
Lufthansa 3.000 Funds for merchandizing and airplane tickets.
Casa dell'Economia – Camera di Commercio di Lecco 2.000 Funds for the communication of the project.
Other companies supporting the event 15.000 The support of companies and institutions provided services and products for the event.
Participants registration fee This budget will be available in 2017 when we finalize the budget of the Associazione Comitato Wikimania Esino Lario 2016, managing it.
Total income 417.200,22 290.000 698.837 1.406.037,22 Please note that we spent for the project management and coordination € 10.938,10.



Remaining fundsEdit

Are there any grant funds remaining?
No.

Related articlesEdit

Subpages included in this document:

Wikimania organization summaries: Comparative20052006200720082009201020112012201320142015201620172018201920202021