Grants:Conference/Wikimedia Community Ghana/WikiIndaba Conference 2016

statusFunded

Conference & Event Grant

WikiIndaba Conference 2016

WikiIndaba Conference is the regional conference for Africans both within the Continent and in the diaspora. The main focus for this gathering is to foster growth within the African Continent, especially in a novice region now exploring the possibilities to spring up more vibrant communities enthused about Wikipedia and its sister projects. We intend to use this platform to build capacity amongst Africans. To equip participants with the necessary skills to thrive in the Wiki Sphere while we bring them abreast with certain key tools and resources that will compliment their journey as Wikimedians.

We also see this as an opportunity to connect Africans both within Africa and in the diaspora who are keen on contents from and about Africa. To learn from each other's experience, activities and plans for suitable projects.

Proposed date for the conference is 20 - 22 January, 2017

targetWikipedia and sister projects, Wiki Loves Africa (WLA) and other collective projects

strategic priorityIncrease reach and the quality of contents from Africa

amount-local GHC 195,670.00 GHC 199,375

amountUSD 50,843.38 USD 50,000

typeFiscal Sponsor

nonprofitYes

creator• Flixtey

contact• rberchiegmail.com• flixteygmail.com

organization• Open Foundation West Africa

website• https://openfoundationwestafrica.org/

Friendly space expectations

index

Goal

Wiki Indaba aims to empower Wikimedians in order to enrich the  quality and quantity of content of  African projects and share awareness about Wikipedia and the Wikimedia movement in general. Through the creation of a regional network, local communities and groups that may later evolve as user groups or chapters.

Our specific goals for the conference are to:

Tracks	Why is this a priority?	What kind of session or activities will you do to help meet this goal?	What kind of participants need to be included in these activities to make them successful?	What do you want to accomplish by the end of the conference?	What do you want to happen 6 months after the conference as a result of this work?
Surge Growth Within Africa	Foster cohesion, identify collaborative projects to scale up efforts across the continent, forge the way forward for Africa	User Groups Presentation, Remote project presentations, Ideas of collaborative projects, discussing the future of Indaba and expected results of having the conference.	User Group Reps, Reps from emerging or new communities and Individuals leading projects that could scale up.	To share experiences about past and new projects, Increase the visibility of continental projects and other thematic Wikimedia projects.	To see more successful projects organized by existing communities, usergroups of chapters. At least one new usergroup coming to fruition as a result of this conference. Increased participation of Africa in thematic projects eg WLA, WLE, WLM, WLW, etc. Set up a committee or team that will lead future organization of Indaba.
Capacity / Skills Building	To develop project leaders, grow individuals in areas they have little or no expertise, share or discuss projects that could work in Africa, equip leaders with new skills for projects.	Training on contributing on other Wikimedia and outreach projects of interest, eg: Wiki Source, Wikidata, Wikimedia Commons, GLAM, etc. Training on use of metric tools. Training on basic copyright issues on commons, Training on the new grants program and how to put together a good grant.	All active Wikipedians and Wikimedians.	Increasing the ability of participants to do more and opening them up to other opportunities or projects that could work in their respective countries.	More contribution on sister projects. See reduced incidents of copyright violations. Increased usage of Wikimedia metric tools for project reporting. At least 2-3 new GLAM and education projects started in Africa. More volunteers from Africa on Wikimedia volunteer committees and Increased participation or representation in WMF related conferences.
Connecting Africans Within And In The Diaspora	Foster collaborations globally, run remote events that will increase content about Africa and the participation of Africans across the continent and in the diaspora.	Presentations on what is happening in the diaspora, discuss possible projects to be collectively worked on and (or) upcoming global events that could be tapped in by all Africans.	Active Wikipedians or Wikimedians in the Diaspora, People living outside Africa but working on African focused projects.	To link Wikimedians in Africa to the Diaspora and to connect with opportunities of global collaboration or even keep up the motivation of participants from the diaspora.	At least one collaborative thematic project between Africa and the Diaspora community. Increased participation in remote events from Africa eg: Arts+Feminism, etc.

Plan

Activities

Wiki Indaba will be a 3 day conference, where participants from different African countries will interact to share their experiences and their activities, discuss organisational problems and solutions within the broader Wikimedia community and yet within regional context. The conference will be a good opportunity to meet and debate about a clear collective strategy

• for Wikimedians from the African region.
• for sustainable regional collaborative activities.
• for regional outreach campaigns with a special focus on Educational program and GLAM.

Provisional Conference Program

The program will cover the following sessions & topics:

1. Keynotes: Leaders and activists from the Open movement will be invited by the organizers as keynote speakers to inspire and inform attendees.
2. Attendees will be given opportunities to sign up to give talks on their challenges, projects or case study which will allow participants to have an exciting overview of challenges and opportunities that currently exist across the African region.
3. Strategy sessions: The Conference is organised to allow for a collective understanding of the key issues that need to be overcome, and to establish clear actions and solutions that will drive contribution to Wikipedia forward on the region.
4. Panels and Workshops: Panels and workshops will be organised around the proposed topics listed below (this not a final list):
5. Thematic Workshops and tracks could include, but not be limited to the following:

Affiliates Workshop

Aim: to share experiences and build a sustainable framework and networks for User Groups across the region To cover:

• Presentations from current user groups; what can be done to support existing ones; what is needed to create new ones.
• Funding and administration of an organisation
• Project proposals, evaluations and metrics
• Communication & PR
• Toolkits, Training and Translation / Adaptation
• Outreach programs
• Conferences and application
• The Global South Coalition

Expected result: Chapters, established and new, fully equipped and resourced to grow communities.

Educational program

Aim: Build a sustainable Educational Program and inspire educational institutions (universities, schools..) to be part of this program and to publish OER

• Examples of working with Universities
• Open Education and OER
• Campus Ambassadors
• How to get started
• Step by step, toolkits, value proposition, etc
• Kiwix resources and other useful educational tools that pertain to the region.

Expected results: creation of working groups with agendas and outputs.

Problem solving sessions

Aim: to find lasting and practical solutions to problems faced by community and the movement across the region

• Finding adapted solutions to problems faced by community
• Community issues
• Tech, access and interface issues
• Accountability and funding
• Local Language Wikis
• Translation
• Evaluation and metrics
• Storytelling

Expected result: creation of working groups with agendas and outputs

GLAM

Aim: to inspire partners, and provide ways for institutions, to donate digitised media and text about culture, heritage, media and other layers of information

• Examples of working with local heritage sites
• Licensing and permissions requirements
• Conflicts of interest, declaration of interest
• How to get started
• GLAM workshop for partners
• Step by step, toolkits, value proposition, etc

Expected results: Working on a key national heritage partners to the project as an example

Capacity Building

Aim: To allow insight into the future of Wikipedia in the African region

• Problematising Local Language Wikis
• Establishing priorities for your community
• Getting started on grants and the use of metrics to evaluate projects.
• Step by step, toolkits, value proposition, etc
• Training in programs or projects that are needed yet not in the know of Africans eg: Kiwix, Wikisource, Wikidata, etc.

Expected results: Give guidelines and understanding for editors wishing to work on local language editors and building capacity for engagement in other useful projects.

Engagement with larger populations

Aim: to provide feedback to user groups on low level, easily accessible competitions

• Wiki Loves Monuments
• Wiki Loves Africa
• Wiki Loves Earth
• Wiki Loves Women
• Local Wiki Loves …

Expected results: Provide a clear year-long plan for chapters, user groups and communities to roll out community engagement activities, provide toolkits and templates to assist with these events.

Impact

Target readership

Mission

The mission of Wiki Indaba is to strengthen the existence of Wikipedia and its sister projects on the African Continent through the collaboration of local communities. A serious discussion will take place to analyse the situation, exchange ideas, set a strategy, and find ways of support and cooperate in advancing this cause.This will also be used to foster ties between Africans on the African Continent and in the Diaspora who invariably contribute to promoting African contents.

The Need

The African  Continent has over 54  sovereign countries and a population in excess of 1 Billion. Africa happens to be  the most youthful and the fastest growing continent in the world. Yet the number of active contributors to the open encyclopedia are very few and the amount of content about Africa is also very scanty as compared to other continents like Europe and North America. This has also invariably affected even the quality of content of Africa on the largest online and open encyclopedia. Therefore, it is extremely important and timely to launch and support Wikipedia and Wikimedia structures across the African Continent which will champion this cause. Thus, more people, either from organisations, local governments or independent volunteers, will be encouraged to get involved and to contribute to the quality and quantity. We have conducted a survey to find out the challenges faced by African Wikimedia communities and how to address these at the conference. The information gathered from the survey will be used to elaborate the provisioned program illustrated in the next chapter. This regional conference would be the second of its kind after the first one was held in South Africa in 2014. The African Continent happens to be a region  where Wikipedia is not well known and open knowledge spirit of Wikimedia movement is blurred.

Fit with strategy

What crucial thing will the project try to change or benefit in the Wikimedia movement? Please select the Wikimedia strategic priority(ies) that your project most directly aims to impact and explain how your project fits. Most projects fit all strategic priorities. However, we would like project managers to focus their efforts on impacting 1–2 strategic priorities. Examples of strategic priorities can be found here.

Increasing participation/Community Engagement

1. Increase the visibility of continental projects and other thematic Wikimedia projects.
2. Active editors who are or may not be members of their country's community may after the conference.
3. Encourage or spark the interest of countries that do not have existing communities or affiliation status.

Increasing quality

1. Participants will build capacity to increase the quality of Wikimedia Projects in their respective countries.
2. Onboarding and educating community leaders whose skills will be enhanced to do a better outreach.

Measures of success

Please provide a list of both quantitative and qualitative criteria that will be used to determine how successful the project is. You will need to report on the success of the project according to these measures after the project is completed. See the PEG program resources for suggested measures of success.

The conference will be considered successful in case it permits to:

• Ensure the participation of about 40 participants from more than 10 different countries in the region.
• Train at least 30 active members on how to contribute to other Wikimedia Projects (Wikidata, Wikisource, GLAM, etc).
• Train at least 30 participants on how to use project management and measuring tools (Phabricator, Wikimetrics, etc).
• At least 10 attendees will participate as speakers or workshop trainers but every participant will contribute to the diversity of the Conference by sharing their experience.
• Find solutions to the common issues of been a contributor from Africa (internet accessibility & cost, harassment, language input not standardized, volunteer burnout, etc.).
• Create a common strategy concretized by a working plan of activities and campaigns; such as Wiki Loves Africa and Wiki Loves Monuments.
• Establish collaborative relationships between the affiliates and active Wikimedians throughout the African Continent.
• Encourage active Wikimedians to spark up communities that could in the longterm spring affiliates.
• Exchange best practices of promoting Wikimedia projects on the African Continent.
• Produce insightful resources (presentations) that could be used even after the conference to guide our next steps.
• Plan for the next Wiki Indaba, in 2018.
• Set goals for the participation of Africans in Wikimania Canada 2017.

Note: In addition to your project-specific measures of success, you will also be asked to report on some global metrics at the end of your final report. Please keep this in mind as you plan, and we'll support you as you begin your project.

Resources and risks

Resources

This Conference will rely on expertise and experience from the organizers of the first Wiki Indaba, Wiki Arabia, Wikimedia Conference. There will be consultation and support from these groups to ensure a successful conference. Below is a list of individuals playing a role in the planning of the conference.

Felix Nartey - A project leader and an active member of the Wikimedia Ghana Usergroup

Raphael Berchie - A project leader and an active member of the Wikimedia Ghana Usergroup

Enock Seth Nyamador - An active member of the Wikimedia Ghana Usergroup

Stella Agbley - An active member of the Wikimedia Ghana Usergroup

Zita Ursula Zage - An active member of the Wikimedia Ghana Usergroup

Other resources

We are employing the services of the larger community (Africa) to ensure we meet the needs of the conference. Usergroups such as the following have been helpful:

• Wikimedia ZA
• Wikimedia TN

Looking forward to organize Wiki Indaba in excellent conditions, the team in Ghana has set up partnership with other NGOs and local open movements from Ghana such as:

• Open Foundation West Africa
• Tedx Accra
• Blogging Ghana
• Local cultural groups and organisations
• Ghana Open Data Initiative
• Linux Accra

Risks

• Timing: Looks like there is too short a time for planning but the organizers have done most of the ground work and logistics are properly in place.
• Small volunteer base: Due to the less number of volunteers to aid in organizing this conference, we anticipate that timing may be an issue.
• Exchange rates are very volatile here and may likely affect the value of the grant when ready to be executed.

Budget

Please provide a detailed breakdown of project expenses according to the instructions here. See Budget Guidelines.

Grantees are subject to line-item scrutiny of expenses. Changes to the approved budget beyond 10% in any category must be approved in advance.

Project budget table

	Bill No. 1: Preliminaries and General
		Qty	Rate	Total (GHC)	Total (US Dollars)
1.1	Telecom costs (GHC50 for 6 months)	6	300	1,800.00	467.53
1.2	Internet Cost (GHC50 for 6 months)	6	300	1,800.00	467.53
1.3	Printed Souvenirs (T-shirt & Bag) for the conference participants (incl Volunteers)	45	50	2,250.00	584.42
1.4	Event badges (50 pcs)	1	79	20.00	20.00
1.5	Press Kits	5	100	500.00	129.87
1.6	Conference documentation	1	1,200	1,200.00	311.69
1.7	Account & Cost Mgt (budget monitoring, receipt capture, reimbursements, etc.)	4	1,400	5,600.00	1454.55
1.8	Project Management (Postage cost, T&T for meetings, food during meetings, etc.)	6	650	3,900.00	1012.99
	TOTAL BILL Number 1			17,050.00	4,448.57

	Bill No. 2: Local Organising Team Setup
	Qty	Qty	Rate	Total (GHC)	Total (US Dollars)
2.1.1	Accommodation + breakfast: (@ GHC 250/night per person for 4 days)	2	1,000	2,000.00	519.48
2.1.2	Meals (Lunch and Dinner) for Pre-Conference days (1day): (@ GHC 120 per person)	6	120	720.00	187.01
2.1.3	Transportation (1 x Hired car for 4 days @ GHC 200 per day)	4	200	800.00	207.79
2.2	Technical Equipment and Office Amenities
2.2.1	Wifi wireless network connection (Dedicated for Conference)	1	250	250.00	64.94
2.2.2	Printer (@GHC 50 for 4 days)	1	200	200.00	51.95
2.3	Venue for LOC to coordinate project on the week of event
2.3.1	1 x Boardroom @ GHC1,500 per day for 5 days.
2.4	Miscellaneous
2.4.1	Stationery (Paper, staples, marker, flipchart table... etc)	1	600	600.00	155.84
	TOTAL BILL Number 2			4,570.00	1,187.01

	Bill No. 3: Conference Days
	Qty	Qty	Rate	Total (GHC)	Total (US Dollars)
3.1	Venue and Conference rooms: for three days.
3.1.1	2 x Track conference rooms @ GHC1500 per room per day	2	1200	2,400.00	623.38
3.2	Catering
3.2.1	Lunch, 2 Coffee Breaks, Water and Sweets for 3 days (@ GHC187.5 per person)	45	570	25,650.00	6,662.34
3.2.2	Dinner for 2 days @ GHC 90 per person (as one night is wiki night out)	45	180	8,100.00	2,103.90
	TOTAL BILL Number 3			36,150.00	9,389.61

	Bill No. 4: Social Events
	Qty	Qty	Rate	Total (GHC)	Total (US Dollars)
4.1	Wiki Night out: Event
4.1.1	Group Buffet	45	90	4,050.00	1,051.95
4.1.2	1 Drink per person	45	10	450.00	116.88
4.1.3	Transport to and from conference venue (45 seater Bus)	1	2500	2,500.00	649.35
	TOTAL BILL Number 4			7,000.00	1,818.18

	Bill No. 5: Travel Scholarship
	Qty	Qty	Rate	Total (GHC)	Total (US Dollars)
5.1	International Scholarships:
5.1.1	Flights (Average cost)	28	3,500.00	98,000.00	25,454.55
5.1.2	Visa Assistance (Countries that require Visa)	1	3,000.00	3,000.00	779.22
5.1.3	Accommodation + breakfast: (@ 750 GHC per person for 3 night)	28	750.00	21,000.00	5,454.55
5.2	Local Scholarships:
5.2.1	Flights (Average cost)	2	700	1,400.00	363.64
5.2.2	Accommodation + breakfast: (@ 750 GHC per person for 3 night)	6	750.00	4,500.00	1,168.83
5.3	Travel Agency company:
5.3.1	Arranging and booking of flights	1	3,000.00	3,000.00	779.22
	TOTAL BILL Number 5			130,900.00	34,000.00

Total cost of project

PROJECT BILL OF QUANTITIES PRICE SUMMARY PAGE		Total in Dollars (USD)
1	BILL NO. 1: PRELIMINARY & GENERAL	4,448.57
2	BILL NO. 2: LOC SET UP	1,187.01
3	BILL NO. 3: CONFERENCE DAYS	9,389.61
4	BILL NO. 4: SOCIAL EVENTS	1,818.18
5	BILL NO. 5: TRAVEL SCHOLARSHIPS	34,000.00
7	SUBTOTAL	50,843.38
8	INCIDENTAL COST & CONTINGENCIES

Total amount requested from the Project and Event Grants program

USD 50,843.38 USD 50,000

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

Non-financial requirements

See a description of non-financial assistance available. Please inform the Wikimedia Foundation (WMF) of any requests for non-financial assistance now.

Requests for non-financial assistance, if any

Discussion

Community notification

You are responsible for notifying relevant communities of your proposal, so that they can help you! Depending on your project, notification may be most appropriate on a village pump, talk page, mailing list. Please paste a link below to where the relevant communities have been notified of this proposal, and to any other relevant community discussions. Need notification tips?

• Notification sent via the African mailing list
• Further discussed at the African Meetup at WMCON 2016
• Further discussed at the Wiki Africa Meetup at Wikimania 2016

Endorsements

Do you think this project should be selected for a Project and Event Grant? Please add your name and rationale for endorsing this project in the list below. Other feedback, questions or concerns from community members are also highly valued, but please post them on the talk page of this proposal.

The idea of having a second Wiki Indaba was started on the African Wikimedia Mailing list after the first edition of the WikiIndaba was held in South Africa. The Community wanted to know what was next after the first edition. At the two African meetups at WMCON in 2015 and 2016 WikiInada was one of the main issues discussed.

Find endorsements from the community on the conference meta page here - WikiIndaba conference 2016/Participants