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ESEAP Preparatory Council/Meeting Notes/15 January 2024

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ESEAP Preparatory Council Meeting #5

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15th January 2024, 11:00 am UTC

Attendees: Johnny, Reke, Belinda, Irvin, Robert, Agus

Guests: Dody

Support: Kaarel, Joyce

Agenda

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  • Preparation for Pre-Conference + ESEAP Conference

Notes

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Preparation for Pre-Conference + ESEAP Conference

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  • People have started bookings, it would be good to have the meeting location confirmed for finalization.
  • Has everyone applied for a scholarship for ESEAP?
  • Presentation by Dody:
    • For registration each one of us needs to register via scholarship application. The slot for the CoT is only 5 people.
    • Link: https://meta.wikimedia.org/wiki/ESEAP_Conference_2024/Scholarships
    • The venue and dates have not been finalized. Currently projected dates 10-12 May. The payment details need to be finalized before the annoucement.
    • There is a plan for pre-conference a day before and there is an idea of a cultural tour or leisure activity.
    • So far only 20 scholarship applications. As of yesterday, there was latest online ESEAP meeting and the number is rising.
    • Program applications are open. The current number is still low, everyone is welcome to apply. Meta page: https://meta.wikimedia.org/wiki/ESEAP_Conference_2024/Submissions
    • The quota for affiliate participation is 2 people, yet it would be good to have a back-up person.
    • Theme: Collaboration beyond the horizon
    • Potential to open up program submissions for other NGOs with similar goals.
    • Questions of better newcomer onboarding and language proficiency barriers.
  • Question: Has the Preparatory Council already a time allocation in the program?
    • The given quota on the presentations are the history and progress of the host Wikimedia Malaysia and then ESEAP hub proposal. It has not been officially finalized. Recommendation to write up the session or sub-session.
  • Questions: What is the focus of the programme?
    • Still in an early phase, but the theme of the collaboration seems good for the hub. Probably 1 main session and a sub-session on some other day.
    • There is some level of scepticism related to the idea of the hub. The conference can be a good timing for socializing the concept and the value proposition.
    • Instead of the wording of the paper, the suggestion is just to trial and run.
  • Question: The Preparatory Council is expected to set up the elections for the hub, the mode on how it is conducted. As a result, a half day is needed at the conference for governance content.
    • As a CoT member, maybe it is possible to arrange a Preparatory Council meeting at the venue 2 days prior to the conference.
    • It would make sense to exchange information on where people are staying to define the meeting space.
  • Question: What could be the venue arrangements for the meeting?
    • There are several Wikimedia members in Kuala Lumpur who are studying in universities. It might be possible to have a space with wifi and projector.
    • The other option would be to find an open space where it is possible to stay for a longer time, more in the city center.
    • Suggestion to have it in proximity of MRT, then rather in City Center. Either food court or meeting space.
    • In last Kuala Lumpur meetup there was an editor from Czech Republic and London.
    • Suggestion to find a place in the region of Bukit Bintang, Kuala Lumpur
  • Suggestion to file in online registration 3 days prior to arrival.
    • Also touch and go card for any commute in Kuala Lumpur - https://imigresen-online.imi.gov.my/mdac/main
    • No COVID restriction any longer
    • Price for travel - 200 ringit should be enough for travel, the same for hotel night. AirBnB is probably cheaper.
  • Trying to become a middle support system for affiliates to help different affiliates to grow.
  • Would it make sense to meet next week?
    • Probably there are no major updates by next week.
    • The recommendation would be to switch the meeting to Monday, January 29th
  • Question: Things to accomplish in 2 weeks leading up to the meeting?
    • Continue what people have worked on since Singapore.
    • Community incubation plans.
    • What are the things that need to be done? List of items to clarify what needs to be done.
    • People were divided into task forces previously.
  • Overview of the different threads:
    • Risk management task force
    • Membership criteria
    • Formal structure of the hub
    • Moving from the preparatory council to actual hub
    • Suggestion: it might be better before meeting in Kuala Lumpur to have the detail of the Charter of the Official committee and its structure.
    • It is impossible to finish everything through a 2-3 days meeting all together.
    • It would be ideally to bring as much content to the meeting prior to the meeting.
    • Suggestion to what has been achieved in Singapore
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