Grants:PEG/WM MX/Iberoconf 2013

Funded

This submission to the Project and Event Grants Program was funded in the fiscal year 2012-13. This is a grant to an organization.

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Basic information

Project details

Official project name

Iberoconf 2013. Third Ibero-American Wikimedia Summit.

Project start date (include month, day, and year)

May 15th, 2013

Project completion date (include month, day, and year)

June 24th, 2013 October 2013

Please describe the project in 1–2 sentences

The Third Ibero-American Wikimedia Summit will be a meeting of delegates from the chapters and chapters-to-be affiliated to Wikimedia Iberocoop.

Financial details

Currency requested

USD

Amount requested in currency requested

19,711 USD

Equivalent amount in US$ on the date of this submission

19,711 USD

List the exchange rate used to calculate the amount listed in US$

MXN$12.0789 per USD (quoted from oanda.com on 6 May 2013)

Grantee details

See the eligibility requirements for more information.

Are you an organization, an individual, or an individual submitting on behalf of a group?

Organization, Wikimedia México A.C.
Non-profit corporation

Are you a for-profit entity?

NO

Are you able to provide local proof of nonprofit status within your country?

YES

Does your organization currently employ any fulltime or part-time staff or contractors?

NO

Contact information

Primary contact name

Iván Martínez / Salvador Alcántar

Primary contact username or email

ivanwikimedia.mx, salvador.alcantarwikimedia.mx

Primary contact title (position within the organization)

President / Secretary

Goals and measures of success

Project goal

Project goal

Since its creation in 2010 the Regional Cooperation Initiative for Ibero-America (Iberocoop) has provided to Latin-American and some European chapters a fertile field to exchange experiences, ideas and mutually aid each others, becoming an original model of non-bureaucratic cooperation between Wikimedia chapters and working groups. Within this background, the annual conference of Ibero-American chapters, Iberoconf is a catalyst for decisions and agreements between constituted chapters, as well as an extraordinary occasion for aiding and sharing experiences with pre-chapters or user groups in the organizing. Since first Iberoconf, three new Ibero-American chapters were born, by far due this assistance and cooperation.

In last Iberoconf in Santiago 2012, the attending chapters made relevant agreements that influenced and brought about much of last year's developed work. As example of this:

• Simultaneous participation, cooperation and interchange of technical tools between chapters and chapters-to-be for an easier development of Wiki Loves Monuments 2012. In this international contest took part Argentina, Chile, Colombia, Mexico, Panamá and Spain.

• Common agreements and positions before WCA constitution and difficulties, which were expressed afterwards in the Washington Manifesto.

• Decisions about internal communications and transparency in Iberocoop.

• Assistance of representatives of the Wikimedia Foundation, what makes possible a better integration of Ibero-American chapters to the international Wikimedia Community. In case of Matthew Roth, face to face interviews produced a bigger presence of Ibero-American chapters in Wikimedia blog and other media.

All the progress of goals and objectives between 2012 and 2013 meetings can be found here (in english and spanish).

Iberoconf 2013 will be a meeting of delegates from Argentina, Bolivia, Brazil, Colombia, Chile, Italy, México, Portugal, Spain, Uruguay and Venezuela. The summit includes not only representatives of the active Wikimedia chapters in the region, but also four chapters to be interested in the realization of Wikimedia-related activities in their countries. Members of the Board of the Wikimedia Foundation, Board of Trustees and other international guests may take part on the event.

With the results we had in the two previous summits, we think we can increase our goals and make they measurables. The Wikimedia movement’s organization in Ibero-America has seen great improvement in the last year after the last summit because it helped to enhance communication among its members, to define better ways of collaboration between existing entities and to continue local development of the different groups.

A priority goal at the meeting will be the talking about the future of Iberocoop and the ideas 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. Since the meeting in Santiago, some Iberocoop members have spoken about the future as an organization that can provide more opportunities and best practices to its members.

Other goal will be the work on the set of new models of managing through the recognized chapters by the most veterans organizations as Wikimedia Argentina.

The scope of this meeting -conducted by a professional facilitator who donate their work-, 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. For this edition, all the chapters involved in the meeting will close the talks in Meta previously made a month earlier. The tracks considered for the meeting can be found here.

The proposed schedule of the event can be seen here (in Spanish).

Measures of success

The outcomes of this summit will be published on Meta in the working languages of the group and also in English. At least, we expect the following results:

• Work on the evaluation of advantages and disadvantages of becoming a Wikimedia organization in the future, considering the need to grow regionally. This track will be reflected in a reasoned whitepaper, at the end of the conference, that allows the development of a strategic plan for the following years for Iberocoop.

• Establishment of a better common criteria in front of different challenges, policies and new models of organization within the Wikimedia movement: rules of affiliation, Charter of sorts, fostering of potential new members in the next 6 months.

• Coordination of a strategy between chapters and working groups for pan-regional initiatives that can be developed.

• Reporting schedule for Iberocoop Chapters about implementation of shared best practices: Participating chapters will commit to reporting on a regular basis about what the conference and ensuing relationships have brought to their daily work in the next 12 months.

• Work on a common education program, adjusted to the Iberocoop chapters and working groups: Outline of a "How to Manual" in Education programs in the next 12 months.

Project scope and activities

Participants at the Ibero-American Wikimedia Summit 2012

This grant is intended to cover the participation of two delegates from the chapters and one of the chapters-to-be involved in Iberocoop, including their travel to Mexico City, accommodation for four nights (Wednesday 19 June to Saturday 22 June) and full catering costs for the conference.

Wikimedia Mexico has valued with local travel agencies the airplane tickets and has looked for hostels where to accommodate the delegates. Once the grant is approved, Wikimedia Mexico will coordinate the travel of the delegates and their stay in Mexico City, and will hire the catering services for the days of the conference.

The local chapter will organize a local team of volunteers to help with the development of the summit and the documentation of its associated talks and activities.

Budget and resources

Number	Category	Item description	Unit	Number of units	Cost per unit	Total cost	Currency	Notes
1	Flights	Round trip to Mexico City	1 round flight	18 round flights to Mexico City	*	13788	USD	See Flights section for detail
2	Accomodation	Shared dorms at hostel	Cost per night	25 persons	31.20	3120	USD	4 nights are considered
3	Catering	Coffee break service (coffee, tea, water, soda and cookies)	Cost per person	30 persons	6	180	USD	3 days are considered
4	Catering	Daily Lunch	Cost per person	30 persons	15	450	USD	3 days are considered
5	Stationery	Flipchart, markers and sheets				31,64	USD	Including one box of board markers.
6	Stationery	Post-its	Block	4 blocks	6,33	25.32	USD
7	Stationery	ID Badges	Pack with 10	3 packs	5,78	17.3	USD
8	Stationery	Prints				87	USD	Considered for general purposes: kit for every participant, badges, registry.

Flights

This budget was taken mainly from (Despegar.com), an international online travel agency. Costs are estimated.

City	Air line	USD (unidad)	Pp.	Total USD
Buenos Aires	Despegar	866	2	1,732
La Paz	Despegar	717	1	717
Brasilia	Despegar	1,520	1	1.520
Bogotá	Despegar	541	1	541
Madrid	Despegar	423	2	846
Milán	Despegar	467	1	467
Roma	Despegar	467	1	467
Santiago	Despegar	835	2	1670
Lisboa	Despegar	547	2	1,094
Montevideo	Despegar	1002	1	1002
Caracas	Despegar	617	2	1,234
Jalisco	Despegar	200	1	200
Subtotal			18	11,490
Total (+20% booking)			2,298	13,788

Additional costs

• Welcome meeting - 5000 MXN - 390 USD
• Stationery and documents for participants 2000 MXN - 160 USD
• Incidental expenses 5000 MXN - 413 USD

Final result

Amount of the grant asked to the WMF:

Matter	Amount
Flights	13,788
Accomodation	3120
Catering	1890
Additional expenses	913*
Total	19,711 USD

Amounts in USD

Total cost of project

20,713 USD

Total amount requested from the WMF Grants Program

20,713 USD

Additional sources of revenue that may fund part of this project, and amounts funded

NO

Non-financial requirements

• Participation of Wikimedia Foundation staff and volunteers from Board of Trustees and Affiliations Committee.
• Support promoting the event of WMF official channels as blog and official press release.

Resources

Resources

We will have a dedicated group who will help to coordinate the event.

• Board members of Wikimedia México.

Iván Martínez - President

Salvador Alcántar - Secretary

Gustavo Sandoval Kingwergs - Vicepresident

Carmen Alcázar - Vocal and project manager for Iberoconf 2013

Alan Lazalde - Vocal

• Volunteers of Wikimedia México.

Gilberto Cruz

Rodolfo Galicia

Nohemí Chilpa

Anahí Ubaldo

Verónica Longino

Christian Cerón

Carlos Solís

Jacobo Nájera

• Other members of Iberocoop affiliated entities.

Assistance from previous Iberoconf hosts: WMAR and WMCL

• Plus, we will have a donated proffesional aid:

Cirklo (facilitators)

Alfonso Castañeda (project managing talk)

• The venues of the event and all the technical resources will be sponsored.

Impact

Fit to strategy

Our proposal fits to several of the guidelines proposed by the Strategic Plan of the Wikimedia Foundation, namely:

• Increasing reach: working on initiatives for get more impact in sectors who can produce high quality knowledge resources of Wikimedia projects at local level, as schools and universities, and in more native languages.

• Participation: new groups will be empowered to develop new activities, increasing the number of volunteers and broadening the movement to new audiences in the so-called Global South.

• Credibility: having a common regional framework adds to Wikimedia's presence in Ibero-America in the way of a concerted body, enabling us to develop partnerships and projects on the regional level

• Organizational maturity and effectiveness: talking the next steps of Iberocoop as a Wikimedia organization and mapping the needs for the next stage. Sharing experiences between organizations with different levels of organizations will help especially to the youngest groups to strengthen their organizations through better policies, processes and work organization.

• Financial sustainability: sources of funding will be explored and talked about, considering the specific characteristics of the different countries involved: (a) in doing so we will find a way to be a part of the annual campaign donation, as input to the WMF, (b) plausability of fundraising campaigns, (c) collaborating with other institutions who could fund projects on a regional level.

Benefits

• Face to face meetings increase the possibility of finding a common ground to solve issues. Besides, they help to build trust between colleagues, particularly those who are new to the initiative, and encourages interaction between old and new members.

• Wikimedia Mexico goes through a crucial stage in its organizational development and Iberoconf will be a very relevant milestone in all aspects considered. Its successful accomplishment will positively impact our maturity as an organization and will connect guests to the event with the local Wikimedia and free culture community, as well as representatives from major corporations and institutions with large regional development. Also, we believe this could be a good opportunity to engage more local volunteers and allies.

References

For grantees

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• Create a request for an extension of the approved project completion date.
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