Grants:Programs/Wikimedia Community Fund/Conference Fund/WikiConference North America 2025
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Applicant details
edit- A. Are you applying as a(n)
Wikimedia Affiliate (chapter, thematic org., or user group)
- B. Full name of organization presenting the proposal.
Wikimedia New York City
- F. Do you have an account on a Wikimedia project?
Yes
- F1. Please provide your main Wikimedia Username.
Pacita (WikiNYC)
- F2. Please provide the Usernames of people related to this proposal.
Richard Knipel - pharos
- 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
edit- 1. Please state the title of your proposal.
WikiConference North America 2025
- 2.1. When will the event begin? Please enter the event start date.
2025-11-06
- 2.2. When is the last day of your event?
2025-11-09
- 3.1. When will you begin preparing for your event?
2024-10-30T00:00:00Z
- 3.2. When will you expect to complete your last event payment?
2025-12-15T00:00:00Z
- 4. In which country will the conference take place?
United States of America
- 4.1. In which city will the conference take place?
New York
- 5. Is it a remote or in-person event?
In-person 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)
300
- 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.
By North America we mean: Canada, Mexico, United States, and the Caribbean countries. Some interest and participation from Central America, Europe, and other regions is normal. Wikimedia New York City is managing local arrangements.
We want to announce this conference as soon as possible and begin the process of scholarship applications to allow ample time for attendees coming from Mexico and the Caribbean to apply for and receive their visas.
- 7. If you would like, please share any websites or social media accounts that your group or organization has.
For several years WikiConference North America has shared some videos on youtube and on Commons. For a list see https://www.youtube.com/results?search_query=wikiconference+north+america. 2022's conference was called WikiConference North America + Mapping USA 2022 Photos are in Commons categories separated by year.
Wikimedia New York City's website and social media accounts are:
Website: www.wikimedianyc.org X/Twitter: @WikimediaNYC Facebook: @wmnyc Instagram: @wikimedianyc
- 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.
We are proposing and gently developing a North America hub -- a coalition of the user groups and chapters already active there. In practice, we have representation from GLAM-wiki organizations at these conferences which are places for organizing in person.
- 9. Please describe the target participants for this event.
There is no minimum level of Wikimedia experience required; all are welcome subject to the usual safety/UCoC criteria. The audience will generally be Wikimedians in North America, other GLAM and university community people, and people near New York City.
Wikimedia New York City has strong connections to universities, museums, public libraries, and other aligned nonprofits and companies in the region and we expect a large turnout of those folks to this conference. We also want to use this conference as an opportunity to engage newcomers to the movement and new local partners, especially as this conference will fall within the 400th anniversary of the City of New York and there will be a lot of activities aligned with that celebration with more opportunities for external collaboration.
- 10. Please provide the link to the event's page if you already have one.
This event is annual. The front page will be shown at wikiconference.org when ready. Right now it shows the 2024 WikiConference North America which hasn't happened yet. Once that conference is over, we will transition to the event page for 2025 WikiConference North America.
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?
100
- 11.1. When did you conduct the survey, and for how long?
08-22-24 to 09-02-24
- 12. How many people responded to the survey?
12
- 13. What are the main objectives of the event?
To connect Wikimedians and newcomers across North America to each other for community building and shared learning. We want to use this year's conference to expand on the success of the prior years conferences in building a stronger Wikimedia movement in North America.
Host presentations by or for WIkimedians.
Help Wikimedians meet and bond in a friendly way.
- 14. Based on survey responses, what are the most important things your community should do at the conference to achieve these objectives?
Based on the survey responses, the community wants space to talk about the movement charter, the potential North American Hub, how we work together across the country, online safety/systemic bias, how to support long time editors and beginning editors, funding, improving communication, addressing AI and disinformation, Wikipedia's role in local history, learning about inspiring activities to bring to their region, diversity, GLAM efforts, and advocacy.
- 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.
Content Gender gap, Cultural background, ethnicity, religion, racial, Language
- 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).
The focus of this conference isn't primarily on bridging content gaps but we are planning to be intentional about outreach to ensure that attendees represent the areas where we have the most content gaps and have the skills needed to contribute post-conference. We also plan to make sure that conference sessions reflect some of the content knowledge gaps with opportunities to address solving those gaps together. Especially for gaps in language, as we have a unique level of linguistic diversity in New York City and aim to create opportunities for experienced Wikimedians coming into the city to hold editathons/translatathons for different local communities.
- 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.
Education, Advocacy, Culture, heritage or GLAM
- 17. Will your work focus on involving participants from any underrepresented communities?
Gender Identity, Ethnic/racial/religious or cultural background, Linguistic / Language
- 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 intend to engage non-Wikimedian individuals as attendees through both a digital/social media campaign and outreach to local organizations who have networks that may be interested in this conference. We also intend to engage non-Wikimedia partners who we have collaborated with in the past to be a part of the conference and potentially share their work and how it relates to the larger Wikimedia ecosystem. We will engage institutions like New York Public Libraries, CUNY, Columbia University, NYU, New York Botanical Garden, The Met, MOMA, Civic Hall, Open House New York, The Mayor's Office for Cultural Affairs, and others.
- 19. What will you do to make sure participants continue to engage in your activities after the event?
We invite participants to join a big longstanding WCNA-related chat group during the conference and some conversations continue there (and elsewhere) afterward.
We always email to invite participants to fill out the Community Engagement Survey after the conference.
We will encourage participants to become members of their local chapters and user groups so they can stay connected to a community of like-minded individuals and programs/events in their local communities.
- 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.
Ensure Equity in Decision-making, Coordinate Across Stakeholders, Invest in Skills and Leadership Development
Logistical Aspects
edit- 21. Do you have any proposed venue for the event?
Yes, our proposed venue is the Fashion Institute of Technology. We will use the Great Hall, Amphitheater, and meeting rooms described here: https://www.fitnyc.edu/life-at-fit/campus/facilities-rental/event-spaces/index.php
The venue is centrally located in Manhattan and within walking distance of multiple subway stations and bus stops as well as the likely conference hotel (Ace Hotel) and cultural attractions.
- 22. Is the event venue and hotel accessible for people with physical disabilities?
Yes
- 23. How many scholarships would you like to offer?
We would like to offer 80 scholarships, like this year. Travel costs will likely also be higher given New York's status as a major global city and we will adjust scholarship amounts to reflect that.
- 24. What expenses will the scholarship cover?
1) Transportation by plane, train, bus, driving, or analogous means. We won't be budgeting for parking since NYC is very public transportation friendly and parking can be difficult in Manhattan and expensive 2) Hotel rooms will be covered, as long as the recipients are willing to share a room at the conference hotel, or perhaps something else at the same expense level. Hotel stays include breakfast. 3) Conference registration fees 4) Visas when needed.
- 25. How will scholarship recipients be selected?
A committee with experience in this will choose from among applicants, based on their participation on Wikimedia mainly. It will use approximately the same procedure as last year. We will try to start earlier in the year than past WCNA organizers could, because (a) tickets are cheaper when bought long in advance, (b) some potential recipients are anxious when they do not know the result, and (c) visas can take a long time to arrange. Some guidelines from 2024: https://wikiconference.org/wiki/2024/Attendance/Scholarships
- 26. In which ways can Wikimedia Foundation staff support your event onsite?
We would love to work with WMF staff based in New York City to help with the conference. We would also love to have presentations as in the past on WMF specialties -- a discussion with a board member, tech experts, policy advocates, and legal experts. It will be helpful for WMF staff to do some outreach and invitations to the event. It has been very helpful for WCNA 2024 that WMF specialists are arranging much of the travel; probably we would want to replicate that.
- 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, we would be happy to have 30-50 WMF staff members; no particular limit comes to mind. We would be happy to have more WMF attendees than in the past, both technical and program staff. We hope to have more meetings between staff and volunteers than in past conferences.
- 27. Please outline the roles and responsibilities of the organizing team for the conference.
Wikimedia NYC: Select venues and conference hotel, and arrange locations for welcome reception and cultural events. Handle interactions locally to keep things smooth. Notably, make arrangements with the venue and contractors for space, meals, and other logistics. Make payments, including international ones, and monitor the budget. This is the largest and most important activity.
Program committee: Invite presentations. We anticipate as in the past 100 submissions, and 60-70 on the program. The program committee will select among the submissions. Submissions are public on our wiki. In the past the usual practice has been for program organizers to rate these on a private spreadsheet and discuss them in meetings, as we clarify and shape the feasible agenda. We expect to welcome submissions in Spanish and French, and to include or recruit the necessary expertise to evaluate submissions of many kinds.
Scholarship committee: Will invite and evaluate submissions for scholarships, and send information to the travel agency and/or fiscal sponsor.
Registration desk and friendly space team: Volunteers will manage the front desk. As in the past there will be tangibly colored or labeled volunteers monitoring that we have a safe/friendly space.
- 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.
WikiConference North America is the umbrella user group running the conference. Wikimedia NYC will handle local arrangements and serve as the fiscal sponsor. We are sure to have active participation from Wikimedia DC, Wikimedia Canada, attendees from WikiEdu, and so forth. Most of the organizing activities discussed in question 27 (roles and responsibilities) will be managed by volunteers across partner organizations and independent volunteers.
- 29. What kind of risks do you anticipate and how would you mitigate these?
One risk is that more attendees will want to attend than the past year because of the location. New York City is a major cultural hub and attraction, as well as a relatively safe city for people of color and LGBTQI+ individuals, so we expect there to be an increased interest in attending this year. There are also a large number of Wikimedia Foundation staff based in NYC so we expect more attendance from staff as well. To mitigate this, we’re increasing the capacity for attendees to 300.
Another challenge is that NYC is one of the most expensive cities in the world. We already know that the cost of accommodations, venues, services, and food is going to be higher than in other cities so we’re requesting a slight increase in budget to cover that. We are also planning to book things early to save money and see if there are ways for Wikimedia NYC to use our nonprofit status to get discounts.
There is a risk that some people we want to include cannot get visas to the United States in time. We hope to conduct early outreach and get the ball rolling on scholarship applications as soon as we can to try to mitigate this.
A normal situation is that some attendees are not fluent in English. We will plan to have more translation/interpretation services than in the past to make sure our spaces are inclusive.
- 30. Friendly space policy - Please add the link to the friendly space policy that your community will be using for this event.
We anticipate operating under approximately the same policy as last year: https://wikiconference.org/wiki/2023/Safe_Space_Policy We are committed to the UCoC.
Learning, Sharing, and Evaluation
edit- 31. What do you hope to learn from your work organising this conference?
We hope to create a warm, welcoming environment for both Wikimedians in the North American region and newcomers to the movement to interact, learn new things, and collaborate.
Since this conference will fall within the 400th anniversary year of New York City, we hope to engage in activities in the city related to that and develop external partnerships that will contribute to the movement for the long term.
We want to give a boost to Wikimedia activities in and near New York City.
We hope that conference attendees will have a better understanding of Wikimedia projects, contribute more to the platforms, and learn from the different presentations at the conference.
We want to be able to foster authentic relationships at this conference that lead to long term connections and collaborations.
- 32. Main open metrics
| Main Open Metrics | Description | Target |
|---|---|---|
| Attendees | We would like to reach the 300 number for attendees and be intentional about the diversity of attendees. We would like to see a good mix of established Wikimedians, newcomers, people of color, gender diversity, age diversity, and attendees from Latin America and the Caribbean. | 300 |
| Safe Event | There could be friendly/safe space problems. If so, we would like to handle them well and report them properly, as we have done in the past.
The number of cases handled poorly, or complaints to the WMF, would be a metric of whether we have met our goal. |
0 |
| Program Coverage | The program will cover significant diversity, with more than two tracks of content, covering a wide range of topics, and sometimes more than two sessions, lightning talks, or birds-of-a-feather meetings at once. Last year we had over 60 conference presentations, and we can aim for that this year. | 60 |
| Local Community Partners | We would like to engage at least 10 local partners in both the conference itself and as a part of the culture crawl. This includes partners that Wikimedia NYC has worked with before and new partnerships. | 10 |
| N/A |
Financial Proposal
edit- 33. What is the amount you are requesting from Wikimedia Foundation? Please provide this amount in your local currency.
207686
- 34. Select your local currency.
USD
- 35. Please upload your budget for this proposal or indicate the link to it.
https://docs.google.com/spreadsheets/d/1DgHyXIF1p2FSwCkykTFunrE8dqm2fYRzLzj7X-1_Llk/edit?gid=0#gid=0
- 36. Do you expect to receive funding for this conference from other organizations to support your work?
No
- 36.1. If yes, what kind of resources are you expecting to get?
- 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):
Endorsements and Feedback
editPlease add endorsements and feedback to the grant discussion page only. Endorsements added here will be removed automatically.
Community members are invited to share meaningful feedback on the proposal and include reasons why they endorse the proposal. Consider the following:
- 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).