Grants:PEG/WM MX/Iberoconf 2013/Report

Report accepted

This report for a Project and Event grant approved in FY 2012-13 has been reviewed and accepted by the Wikimedia Foundation.

• To read the approved grant submission describing the plan for this project, please visit Grants:PEG/WM MX/Iberoconf 2013.

• 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 grants at wikimedia dot org at any time if you have questions or concerns about this report.

Compliance and completion

Did you comply with the requirements specified by WMF in the grant agreement?

YES

Is your project completed?

YES

Did you use any of the grant funds?

YES

Activities and lessons learned

This section describes what the grantee did, and what the grantee learned from implementing the project. This section should be useful to others implementing similar projects and is an opportunity for the grantee to reflect on the project's performance.

Activities

Provide a detailed list of activities performed to complete this project, descriptions of these activities, and the amount of time spent on each activity. This section should also include a list of participants, or a link to pictures, blog posts, or videos from the project or event.

In 2012 we bid for host the Second Iberoamerican Meeting (Iberoconf) against Santiago de Chile and Brasilia, resulting winner Santiago. In this period we did a one month previous work for get with local stakeholders the supports for the conference. After, in January 2013 for a decission of Iberocoop members, we win the host of Iberoconf 2013. The planning of the event was doing by Wikimedia Mexico since February 2013 and shaped with the advices of Argentina and Chile colleagues, and updated with the Asaf Bartov’s advices.

Iberocoop is a well known and sui generis organization in the Wikimedia movement. The criteria who gather the chapters of the initiative is the Spanish speaking but not only. Italy and Brazil are an active part in the discussion. For the Mexico City event we want a more accurate and useful model thinking have the more amount of agreements and common points of view.

This event was affected by the Wikimedia Mexico issues with their banking account. First, the original date was June, but the delay on the reception of the funds impede the realization of the meeting. And then, in October, the account of the chapter still blocked due to Legal Department of Banorte disagreements. Also, this fact affected the full compliance of this and Start-up Grant.

Overcome these difficulties with the support of the WMF, we host a great event focused in bring a greater experience to the attendees and have a very efficient meeting respecting to the objectives planned. Finally, the Third Iberoamerican Wikimedia Meeting was held in Mexico City, Mexico on 2013 from October 12 to 15, with Wikimedia México as host. The days of works and talks were 14 and 15. A detailed report of the talks and agreements of the event is in the Executive Summary.

Lessons learned

What lessons were learned that may help others succeed in similar projects? Consider the following questions and respond with 1 - 2 paragraphs.

What went well?

• We had a very productive meeting with a different model of development. We learned Wikimedia events can be upgraded at every time
• The experience is an important factor who needs to be considered in every action and decision of the event. We cared about every attendant feel like in home and transmitted them our joy for having them in Mexico. The experience was rated as high with 4.8 points by the participants (in a scale of minimum 1, maximum 5).

What did not go well?

• We learned to take advantage from temporal weakness of financial conditions of the chapter. It was a very indispensable requirement to have all the things ready in this kind, because put in risk the course of the event. This affect the attendance of representatives of Venezuela and Bolivia.
• Initially we had the sponsoring of a professional facilitator, but he cancelled their participation at the last minute.

What would you do differently if you planned a similar project?

• Get more time for planning
• Prefer contract the key elements of the event as the facilitation rather trust only in sponsors or donations.
• Ask the grant in local currency to avoid rate variations.

Project goal and measures of success

This section should reference the project goals and measures of success described in the approved grant submission. See Grants:PEG/WM MX/Iberoconf 2013 to review the goals and metrics listed in the approved submission.

Project goal

Provide the project goal here.

• Talk about the future of Iberocoop and the ideas about our cooperation model embodies, to ensure its continuity and utility within the Wikimedia movement, as an entity that is recognized in the community for its cohesion, flexibility and uniqueness in reaching our common objectives.
• Work on the set of new models of managing through the recognized chapters by the most veterans organizations of the initiative
• Seek substantial work on two main tracks: a organizational development of Iberocoop chapters, and the approach of an educational program adjusted to the cultural needs of Chapter members.

Did you achieve your project goal? How do you know your goal was achieved? Please answer in 1 - 2 paragraphs.

All the goals was achieved or in development. In Iberoconf 2013, the dynamics of the event allowed to have an open dialogue with trust and near people, making everyone to talk, dissent and get ideas about the same topics in common.

And plus, we reach agreements about the way to coordinate and follow-up common projects. All the participants approve the election of Carmen Alcázar of Wikimedia Mexico as a coordinator of the agreements reached in the meeting.

Measures of success

See also

Brief summary of Iberoconf 2013

List the measures of success exactly as provided in the approved grant submission, and evaluate your project according to each measure listed there.

• Advantages and disadvantages was discussed and the agree was Iberocoop is a strong organization into the Wikimedia movement, with needs to grow towards to a more organizated and consolidated effort.
• A new set of rules of affiliation to Iberocoop was discussed and approved.
• Some ideas of collaboration was approved and will be executed in 2014-2015.
• All the chapters and groups in the meeting will provide to the Iberocoop coordinator the data for make an annual report.
• Wiki Loves Monuments and a common Education project was discussed and will be performed commons projects related to both topics.

Provide an overall assessment of how your project went according to these measures.

The general scope of the meeting was accomplished aiming have a more productive event. The meeting was so enrichful and productive in the planned discussions because we made a facilitation of the meeting. The facilitator allow a more balanced interventions from all the attendants, keep a good ambient into the meeting and fast forward with precise times the good compliance of the program.

If you were to plan a similar project, would you measure it differently? If yes, please explain how.

In general terms we are satisfied with the level of success of this event.

Impact

This section ties this project to Wikimedia's broader goals, and shows what the project accomplished.

What impact did this project have on WMF's mission and the strategic goals? Please answer in 1 -2 paragraphs and include specific measures of impact such as the number of readers or editors reached by a particular project, or the number of articles edited or improved.

Increase participation

Improve quality

Increase reach

Encourage innovation

• Increase participation: this meeting increase the community cohesion and commitment of Iberocoop initiative and will help for have more ideas about the recruitment of new volunteers in more countries.
• Improve quality: in the meeting was shared ideas and strategies for have more partnerships and alliances at a local level and how to get best practices in standards and metrics with them.

Reporting and documentation of expenditures

This section describes the grant's use of funds

Documentation

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"

Expenses

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

	Category	Item description	Unit	Number of units	Cost per unit	Total cost USD	Total cost MXN	Real MXN	Real USD	Variation	Notes
1	Flights	Round trip to Mexico City	Per flight	11	See table below	13,788	166,559	150,753	12,480	-9%	See tables below.
2	Accomodation	Shared dorms at hostel	Cost per night, per person	25	41	3,120	37,690	12,360	1,023	-67%	4 nights are considered
3	Catering	Coffee break service (coffee, tea, water, soda and cookies), Daily Lunch, Lunch in Teotihuacan	Cost per person	30	59	1,890	22,831	21,472	1,777	-6%	3 days are considered
4	Stationery	Flipchart, markers and sheets. Post-its. ID Badges. Prints	X	X	X	161	1,944	1,744	144	-10%	Including one package of white board markers.
5	Additional expenses	Bus service to Teotihuacan, Volunteers lunch, Mail service to Bolivia, Welcome dinner in "Hosteria Sto Domingo".	NDA	NDA	NDA	913	11,029	15,410	1,276	40
TOTAL							$206,195 MXN

Flights

City	Units	Budgeted (USD)	Real cost (MXN)	Real cost (USD)
Buenos Aires	2	1,732	37,924	3,140
La Paz	1	717	13,926	1,153
Brasilia	1	1,520	11,232	930
Bogotá	1	541	13,606	1,126
Madrid	2	846	25,942	2,147.5
Santiago	2	1670	29,154	2,413.5
Montevideo	1	1002	16,679	1,381
Jalisco	1	200	2,290	189.5
+20% booking		2,298
Totals		13,788	150,753	12,480

Flights requested by extension and paid by WMF

This flights weren't deposited in WMMX account but were directly disbursed by WMF.

City	Units	Budgeted (USD)	Real cost (USD)
Italy (From Korea)	1	1,400	1,456
Venezuela (Caracas)	1	3,253	3,243
Uruguay (Montevideo)	1	1,300	1,543
Portugal (Oporto)	1	1,416	1,293
Total	4	7,369	7,535

These expenses should be listed in the same format as the budget table in your approved submission so that anyone reading this report may be able to easily compare budgeted vs. actual expenses.

Note that variances in the project budget over 10% per expense category must be approved in advance by Project and Event Grants program staff. For all other variances, please provide an explanation in the table below.

Total project budget (from your approved grant submission)

$238,109 MXN + $7,535 USD Grant extension disbursed directly by WMF

Total amount requested from WMF (from your approved grant submission, this total will be the same as the total project budget if the Project and Event Grant is your only funding source)

$238,109 MXN + $7,535 USD Grant extension disbursed directly by WMF

Total amount spent on this project (this total should be the total calculated from the table above)

$206,195 MXN + $7,535 USD Grant extension disbursed directly by WMF

Total amount of Project and Event grant funds spent on this project (this total will be the same as the total amount spent if the Project and Event Grant is your only funding source)

$206,195 MXN + $7,535 USD Grant extension disbursed directly by WMF

Are there additional sources of revenue that funded any part of this project? List them here.

NO

Remaining funds

The funds remaining from this grant in the amount of 31,914 MXN were deducted from another grant payment for Grants:PEG/WM MX/Annual grant 2014-2015.

Are there any grant funds remaining?

YES

Please list the total amount (specify currency) remaining here. (This is the amount you did not use, or the amount you still have after completing your grant.)

$31,914 MXN (2,483.27 USD) *This is calculated according to change rate for May 31st, 2014.

If funds are remaining they must be returned to WMF, reallocated to mission-aligned activities, or applied to another approved grant.

Please state here if you intend to return unused funds to WMF, submit a request for reallocation, or submit a new grant request, and then follow the instructions on your approved grant submission.

Yes. We would like to apply to another annual-scope grant.