Grants:Programs/Wikimedia Community Fund/Conference Fund/ESEAP Conference 2026 in Kaohsiung

statusAwaiting grantee reply

Conference and Event Fund

ESEAP Conference 2026 in Kaohsiung

proposed start date2025-06-02T00:00:00Z

proposed end date2026-06-05T00:00:00Z

budget (local currency)6668426 TWD

amount requested (USD)207788.15 USD

decision fiscal year2024-25

applicant• joycewikiwiki

organization (if applicable)• Wikimedia Taiwan Association

Friendly Space Policy

Universal Code of Conduct

Application Privacy Statement

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Applicant details

A. Are you applying as a(n)

Wikimedia Affiliate (chapter, thematic org., or user group)

B. Full name of organization presenting the proposal.

Wikimedia Taiwan Association

F. Do you have an account on a Wikimedia project?

Yes

F1. Please provide your main Wikimedia Username.

joycewikiwiki

F2. Please provide the Usernames of people related to this proposal.

Reke joycewikiwiki betty2407

G. Are you legally registered?

Yes

If you are applying as an individual or your group is not a legally registered nonprofit in your country, we require that you have a fiscal sponsor.

I. Fiscal organization name.

N/A

Objectives and Strategy

1. Please state the title of your proposal.

ESEAP Conference 2026 in Kaohsiung

2.1. When will the event begin? Please enter the event start date.

2026-05-15

2.2. When is the last day of your event?

2026-05-17

3.1. When will you begin preparing for your event?

2025-06-02T00:00:00Z

3.2. When will you expect to complete your last event payment?

2026-06-05T00:00:00Z

4. In which country will the conference take place?

Taiwan

4.1. In which city will the conference take place?

Kaohsiung City

5. Is it a remote or in-person event?

Hybrid event

5.1. What will be the total number of participants at the event? (including scholarship recipients + organizing team + other guests + self funded guests) (required)

150

6. Please indicate whether your work will be focused on one country (local), more than one or several countries in your region (regional) or has a cross-regional (global) scope.

Regional

6.1. If you have answered regional, please write the country names and any other information that is useful for understanding your proposal.

China, Taiwan, Hong Kong, Macau, South Korea, Japan, Thailand, Vietnam, Indonesia, Malaysia, Myanmar, Philippines, Australia, Laos, Cambodia, Timor Leste, Brunei, Singapore, Mongolia and New Zealand.

7. If you would like, please share any websites or social media accounts that your group or organization has.

ESEAP Hub: https://meta.wikimedia.org/wiki/ESEAP_Hub Wikimedia Taiwan: https://meta.wikimedia.org/wiki/Wikimedia_Taiwan Wikimedia Taiwan Facebook Page: https://www.facebook.com/wikimedia.tw

8. Do you work with any thematic or regional platforms such as WISCom, CEE, Iberocoop, etc.

Yes

8.1. Please describe what platforms and your work with them.

The group we (WMTW) associated with is the ESEAP Hub. The COT team will include volunteers not only in Taiwan but from different countries in the ESEAP.

Expression of Interest for Regional Conference: https://meta.wikimedia.org/wiki/Grants:Conference/Expressions_of_Interests_for_Regional_Conferences/ESEAP_Conference_2026/Wikimedia_Taiwan

9. Please describe the target participants for this event.

The ESEAP Conference will target Wikimedia Movement participants from affiliates (chapters and user groups), active individuals and partners who are from countries/areas within the ESEAP region, such as China, Taiwan, Hong Kong, Macau, South Korea, Japan, Thailand, Vietnam, Indonesia, Malaysia, Myanmar, Philippines, Australia, Laos, Cambodia, Timor Leste, Brunei, Singapore, Mongolia and New Zealand.

We are also planning to invite Wikimedia Foundation staff/board members that are highly relevant to ESEAP affairs, and also representatives from other ongoing Hub organizations.

10. Please provide the link to the event's page if you already have one.

https://meta.wikimedia.org/wiki/ESEAP_Conference_2026

The following questions (11-14) will refer to the Community Engagement Survey which is required in order to submit a proposal. Here is the survey form that you can copy and use (if the link does not work): https://docs.google.com/forms/d/1ieEI8EFf2vxjD9wN_h8-srYeRCp4fhSp7_1_wiR2jh8/edit. This survey is required to access a Conference grant.

11. How many people did you send the community engagement survey to?

120

11.1. When did you conduct the survey, and for how long?

January 7th to Feburary 2nd, 2025. Total of 27 days.

12. How many people responded to the survey?

55

13. What are the main objectives of the event?

The ESEAP Conference is a three-day regional event that aims to bring together key leaders and active Wikimedians across the East, South-East Asian and Oceania region. As one of the most under-represented regions within the international Wikimedia community, the 2026 ESEAP conference marks a significant milestone as the first public meeting following the Hub's funding application and operational launch.

This biennial regional in-person meeting will create an environment that online communication cannot replicate - one where community members can unite, share project achievements, exchange opinions, and build meaningful connections. Beyond fostering collaboration and growing capacity across the movement, we will review the Hub's accomplishments and present our vision for the future. We anticipate that participants will return to their local communities energized and equipped to further strengthen their involvement in the Wikimedia movement.

14. Based on survey responses, what are the most important things your community should do at the conference to achieve these objectives?

From survey results, members expressed interest in improving collaboration between ESEAP Hub members, and increasing Hub's representation in future movements. Another important topic is community growth, about how to attract new participants and maintaining current engagement

In response, there will be 3 program tracks,1 main hall, 2 mid-sized, and 3-4 multipurpose rooms. Conference spaces will accommodate diverse needs, with more popular topics in the main hall, other topics in 2 mid-sized halls. Smaller rooms will provide space for T&S services, and socializing areas. We plan to provide workshops, editathons, and city tours

For various languages involved, we wish to secure sufficient funding aiming to provide five main ESEAP languages interpretations throughout the main program, to ensure participants from different backgrounds can present contents in their own languages with less barriers. The overall space and atmosphere will prioritize safety, relaxation, and natural interactions

15. Please state if your proposal aims to work to bridge any of the identified CONTENT knowledge gaps (Knowledge Inequity)? Select up to THREE that most apply to your work.

Geography, Language, Cultural background, ethnicity, religion, racial

15.1. In a few sentences, explain how your work is specifically addressing this content gap (or Knowledge inequity) to ensure a greater representation of knowledge. (optional recommended).

We will suggest program committee members to prioritize these topics when planning an editathon or hands on workshops. Also, the survey result will be sent to COT for consideration.

16. Please state if your proposal includes any of these areas or THEMATIC focus. Select up to THREE that most apply to your work and explain the rationale for identifying these themes.

Human Rights, Culture, heritage or GLAM , Diversity

17. Will your work focus on involving participants from any underrepresented communities?

Ethnic/racial/religious or cultural background, Linguistic / Language, Age

18. Do you intend to invite or engage with non-Wikimedian individuals or organizations? If so – can you explain your intention for this outreach?

Yes. We will invite Taiwan's open communities, GLAM partners in Taiwan, and educational project partners to participate. These communities typically attend most Wiki conferences as partners. Among them, the candidate list for GLAM partners includes the National Palace Museum, National Archives, and National Museum of History; educational units include the Indigenous Research Center at National Chengchi University, Center for Haishan Research at National Taipei University, and Department of History at National Cheng Kung University. These units are our current or past close collaboration partners.

Regarding open communities, we would like to specifically introduce g0v and Access Now to participate. These two organizations collaborated with the Taiwan chapter on a digital democracy research project during 2024-2025, studying the influence of open communities from Taiwan, Japan, and Korea on digital democracy policies, which is precisely a topic relevant to the ESEAP region. Their participation and sharing will help the Wiki community develop a broader vision of the role that the Wikimedia movement can play in society.

19. What will you do to make sure participants continue to engage in your activities after the event?

1.Introduce the meta page of ESEAP Hub and invite to join ESEAP’s channels. ESEAP has several platforms to exchange information, like mailing list, Whatsapp, FB groups, … for updates on the community. Active Wikimedians also share updates about their community activities in these channels.

2. Invite participants to attend ESEAP’s monthly meeting. From joining the channel, participants will acknowledge meetings within ESEAP. We will also remind the current meeting host to approach participants on how to submit an agenda to the meeting.

3.Inform participants about the ESEAP Hub pilot program, and invite them to join such as interviews, training workshops... This program is still in the submission stage (submit under Hub grant by Feb, 3rd, 2025).

4. Collect contact information of participants, and pass on to the next conference organizing team.

20. In what ways do you think your proposal most contributes to the Movement Strategy 2030 recommendations. Select a maximum of THREE options that most apply.

Coordinate Across Stakeholders, Invest in Skills and Leadership Development, Identify Topics for Impact

Logistical Aspects

21. Do you have any proposed venue for the event?

Based on the scale and requirements of this conference, we hope the venue can meet the following criteria:

1.Can provide accommodation 2.Ability to host concurrent sessions with multiple functional spaces, including: One large room (160-200 people, with stage), Two medium rooms (50-60 people), 3-4 small spaces (under 10 people), comfortable dining and social spaces, and accessibility facilities required. 3.Hardware equipment: Large and medium spaces need projectors, sound systems, and WiFi; large space needs seating for 150 people and work tables/chairs for broadcasting; medium and small spaces need appropriate moveable furniture for flexible arrangement. 4.Service requirements: Conference refreshments (can be charged separately), technical support for equipment control, assistance with main visual setup.

The Kaohsiung City government has recommended venues meeting these conditions, including: 1.Kaohsiung Marriott Hotel https://www.khhmarriott.com/ 2.Grand Hi-Lai Hotel https://www.grand-hilai.com/

Both hotels can provide accommodation. If accommodation and conference venues are separated, another option is to rent art and cultural spaces in renovated warehouses at Pier-2 Art Center from the city government.

Both hotels have excellent reputations in Taiwan, with comprehensive facilities and services, and the local area is very safe. The only potential challenge might be the flexibility in space arrangement. Choosing the city government venue would be cheaper and offer a unique experience of meeting in historic buildings, but the spaces lack proper partitioning and might require renting several nearby buildings, plus participants would need to walk outdoors when changing venues.

22. Is the event venue and hotel accessible for people with physical disabilities?

Yes

23. How many scholarships would you like to offer?

100 scholarships (including local and regional organizing team members) for ESEAP representatives and community members Scholarships are budgeted to cover airfares, travel insurance, visa and accommodation.

24. What expenses will the scholarship cover?

Round trip flight ticket, Domestic Travel in Kaohsiung City, Accommodation up to 4 nights(include breakfast), minimum travel insurance and visa fee, 1 social dinner, launch and tea breaks during conference.

25. How will scholarship recipients be selected?

There are 3 types of scholarships: 1. Reserved seat for 2-3 participants from each affiliate. The affiliate qualification will be access based on the afiiliate portal reporting status. 2.Individual applicants in the ESEAP, select by process that was planned by the scholarship committee. 3. Inviting participants outside the ESEAP, for example the CEE Hub.

Suitability of all applicants will be assessed based on: 1. Basic Trust & Safety evaluation. 2. Recommendations and endorsements from affiliates 3. Equitable representation of participant numbers across groups and countries within ESEAP. With focus on gender diversity, underrepresented communities, include countries without an affiliate, or is forming a new affiliate. 4. Involvement in Wikimedia movement, activities and global initiatives, as committee member, event organizer, or doing outreach. 5. Key person in developing new language projects currently in the incubator Willingness to present or contribute in the conference.

26. In which ways can Wikimedia Foundation staff support your event onsite?

We have contacted Ivonne, the current Foundation's ESEAP Regional Community Communications Specialist, and invited her to assist with conference planning, participate in COT meetings, and help with communication with the Foundation and writing promotional materials. We also hope to reach an early consensus on the division of labor and responsibilities regarding flight arrangements and accommodation for participants to ensure everyone has a smooth travel experience. We may also invite Foundation Hub specialists who are currently interacting with us to host certain sessions, with actual invitations depending on COT's decisions.

26.2. Do you intend to invite any WMF staff members to your event? (please note that all WMF staff travel and accommodation costs will be covered by the foundation). Please indicate what is the limit number of WMF staff members you would like to welcome at your event.

Yes. maximum of 10 WMF staffs

27. Please outline the roles and responsibilities of the organizing team for the conference.

This conference will be composed of two core teams 1. Core Logistic Team, CLT 2. Core Organizing Team, COT, based on functional needs, program committee, scholarship committee, and Volunteer Coordinator team will be under COT

Reke and Joyce will serve as WMF Liaisons. They ensure communication and collaboration between the conference organizers and WMF, provide guidance and support in accessing Wikimedia resources and expertise, and address issues or concerns that may arise.

Joyce and WMA staff Betty are Liaisons between CLT and CoT, ensuring smooth collaboration on both sides. They are also Community Liaisons, executing communication strategy, managing communications, and handling enquiries and feedback.

Core Logistic:Plan and coordinate all logistical aspects of the conference, including venue selection, booking, setup. Secure equipment, technical support, and A/V for presentations. Manage conference budget, including expenditures related to logistics and programming. Create and disseminate promotional materials. Offer guidance and support to all attendees about local context before and during the conference, ensure the conference runs smoothly and stays on schedule

Core Organizing:Oversee Program and Scholarship planning process, make sure the criteria are aligned with the conference goal and mission

Program: Develop a comprehensive program from keynote speakers, panel discussions to workshops... This includes establishing submission guidelines, publishing and reviewing submissions, arranging the program schedule, and session moderators

Scholarship:Establish eligibility criteria and transparent process. Evaluate applications, selection, and allocate support. Offer guidance and support to recipients about their responsibilities

Volunteer Coordinator:Assign specific roles to volunteers based on their skills and interests. Ensure volunteers are well-prepared and have the necessary resources to perform their duties effectively. Oversee volunteer scheduling and coordination

28. Do you have plans to co-organize the event with other Wikimedia communities, groups or affiliates?

Yes

28.1. If yes, can you please explain how you are going to co-organize the event and what responsibilities each partner will have.

We will co-organize with the Wikipedia Asian Month User Group. The relationship between this user group, ESEAP, and ESEAPCon dates back to when the Asian Month contest was born as a pilot project during discussions about regional cooperation at the 2015 Berlin Wikimedia Conference, making it essentially a twin to the ESEAP Hub. Since then, contest hosts and user group members have largely been drawn from the ESEAP region. Last year, with support from Wikimedia Taiwan, the Wikipedia Asian Month User Group registered and established an office at this conference's location, and the ESEAP Hub Preparatory Council jointly decided to have WAM serve as the fiscal sponsor for the first ESEAP Hub Pilot Project grant. Based on these factors, we have invited current WAM staff member Betty to join the core organizing team and assist with regional community communications. The connections and experience she builds during this process will greatly benefit both the future development of Asian Month and the ESEAP Hub.

29. What kind of risks do you anticipate and how would you mitigate these?

Natural Disasters: Taiwan's main natural disasters are typhoons and earthquakes. Typhoons primarily occur from June to September and are unlikely to form during the activity period. As for earthquakes, due to extensive experience with response measures and comprehensive regulations, buildings in metropolitan areas where the conference will be held have high safety standards; in fact, they have withstood multiple major earthquakes. To prevent panic, we will enhance communication with participants about safety measures during earthquakes, evacuation routes, and assembly points.

Taiwan also faces geopolitical conflict risks. However, as the Taiwan Strait situation has long been a focus of international attention, besides Taiwan's own defense system, other countries also maintain monitoring and early warning systems, generally allowing for advance prevention. The local team will maintain sensitivity to political situations and observe closely. If conflict risk is judged to be extremely high, neighboring countries and waters would also be in an alert state or even evacuating their citizens, so the worst case would be conference cancellation rather than putting participants in physical danger.

Regarding conference execution, given that ESEAP has successfully held multiple regional and international conferences, along with the local Taiwan team's experience, we believe that with sufficient budget and proper timeline management, the conference can be completed smoothly.

30. Friendly space policy - Please add the link to the friendly space policy that your community will be using for this event.

https://meta.wikimedia.org/wiki/Friendly_space_policies Wikimedia UCoC: https://foundation.wikimedia.org/wiki/Policy:Universal_Code_of_Conduct Wikimedia Code of Conduct Taiwan: https://meta.wikimedia.org/wiki/Wikimedia_Taiwan/Code_of_Conduct_Taiwan

Learning, Sharing, and Evaluation

31. What do you hope to learn from your work organising this conference?

Taiwan's willingness to host this regional conference aims to learn: 1.How to take responsibility for regional development, specifically what role Taiwan should prioritize in the ESEAP Hub and which tasks to undertake. 2.The challenges and methods of multinational partnership collaboration 3.A deeper understanding of the community's needs for the ESEAP Hub

32. Main open metrics

Main Open Metrics Data

Main Open Metrics	Description	Target
Indepth Interview after the Conference	Relate to "1.How to take responsibility for regional development, specifically what role Taiwan should prioritize in the ESEAP Hub and which tasks to undertake." The indepth interview with done through live online meeting, targeting participants and program committee members from different ESEAP countries.	10
Countries of Indepth Interviewee after the Conference	Relate to "1.How to take responsibility for regional development, specifically what role Taiwan should prioritize in the ESEAP Hub and which tasks to undertake." Following matrics1, the indepth interview with done through live online meeting, targeting participants and program committee members from different ESEAP countries.	5
Regional Collaboration Project Proposal collect during the event	Relate to "2.The challenges and methods of multinational partnership collaboration" There will portentially workshop sessions about ESEAP Hub, and we aim to collect project ideas and proposal from the workshop.	10
Number of Post-Conference Survey received	Relate to 3.A deeper understanding of the community's needs for the ESEAP Hub Post Conference Survey will send to participants at the last day of the event and afterwards.	75
N/A	N/A	N/A

Financial Proposal

33. What is the amount you are requesting from Wikimedia Foundation? Please provide this amount in your local currency.

6668426

34. Select your local currency.

TWD

Requested amount in USD

207788.15 USD

35. Please upload your budget for this proposal or indicate the link to it.

https://docs.google.com/spreadsheets/d/1fVZH8qoZa0N1sfA1WdLw6yHbVDnFm-Gl3gIHFfLMxOs/edit?usp=sharing

36. Do you expect to receive funding for this conference from other organizations to support your work?

Yes

36.1. If yes, what kind of resources are you expecting to get?

We plan to apply for subsidies and negotiate tourism benefits for all participants from the Kaohsiung City Government, benefits might include:

1. Local tourist experiences and discount vouchers 2. Multi-day public transportation pass within the city

Additionally, we will apply for conference subsidies from the Kaohsiung City Government, the amount we might receive is currently unknown.

We/I have read the Application Privacy Statement, WMF Friendly Space Policy and Universal Code of Conduct.

Yes

Please use this optional space to upload any documents that you feel are important for further understanding your proposal.

Other public document(s): https://docs.google.com/document/d/1nQpmxzeA1kwuXQ-hxDpgQFUCnV2HyGpq1STp91aybwE/edit?usp=sharing

Endorsements and Feedback

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• Stating why the proposal is important for the communities involved and why they think the strategies chosen will achieve the results that are expected.
• Highlighting any aspects they think are particularly well developed: for instance, the strategies and activities proposed, the levels of community engagement, outreach to underrepresented groups, addressing knowledge gaps, partnerships, the overall budget and learning and evaluation section of the proposal, etc.
• Highlighting if the proposal focuses on any interesting research, learning or innovation, etc. Also if it builds on learning from past proposals developed by the individual or organization, or other Wikimedia communities.
• Analyzing if the proposal is going to contribute in any way to important developments around specific Wikimedia projects or Movement Strategy.
• Analysing if the proposal is coherent in terms of the objectives, strategies, budget, and expected results (metrics).

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