Grants:Programs/Wikimedia Community Fund/Conference Fund/Wiki Student Summit 2025

statusUnder review

Conference and Event Fund

Wiki Student Summit 2025

proposed start date2025-05-15T00:00:00Z

proposed end date2025-10-31T00:00:00Z

budget (local currency)192066698 TZS

amount requested (USD)71064.68 USD

decision fiscal year2024-25

applicant• Magotech

organization (if applicable)• Open Space Tanzania

Friendly Space Policy

Universal Code of Conduct

Application Privacy Statement

This is an automatically generated Meta-Wiki page. The page was copied from Fluxx, the web service of Wikimedia Foundation Funds where the user has submitted their application. Please do not make any changes to this page because all changes will be removed after the next update. Use the discussion page for your feedback. The page was created by CR-FluxxBot.

Applicant details

A. Are you applying as a(n)

Nonprofit organization with Wikimedia mission

B. Full name of organization presenting the proposal.

Open Space Tanzania

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

Yes

F1. Please provide your main Wikimedia Username.

Magotech

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

magotech codtz CaliBen

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.

Wiki Student Summit 2025

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

2025-09-15

2.2. When is the last day of your event?

2025-09-17

3.1. When will you begin preparing for your event?

2025-05-15T00:00:00Z

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

2025-10-31T00:00:00Z

4. In which country will the conference take place?

Tanzania

4.1. In which city will the conference take place?

MOROGORO

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)

250

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.

International

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

Tanzania (Hosting Country) Rwanda Burundi Kenya Uganda Nigeria South Sudan Botswana

All these countries listed have and are currently working with students, hence providing a change for learning from each other.

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

https://www.openspacetanzania.org https://www.instagram.com/openspacetanzania

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

No

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

9. Please describe the target participants for this event.

Target Participants:

The Wiki Student Summit 2025 aims to bring together a diverse group of participants, including university students, Wikimedia volunteers, educators, researchers, and digital content creators. The summit is designed to foster collaboration, knowledge sharing, and capacity building among young and emerging contributors within the Wikimedia movement. The event will serve as a platform for skill development, networking, and enhancing the impact of Wikimedia projects in academia and beyond.

Key Target Groups:

1. University Students:

Undergraduates and postgraduates interested in Wikipedia, Wikidata, Wikimedia Commons, and other Wikimedia projects.

Members of university-based Wikimedia communities and student organizations.

2. Newcomers to Wikimedia Projects:

Students and educators with minimal or no prior experience in Wikimedia but with an interest in open knowledge, digital literacy, and content creation.

3. Experienced Wikimedia Contributors:

Active editors and community leaders who can mentor newcomers, share best practices, and provide insights into Wikimedia policies and tools.

4. Educators and Researchers:

Teachers and lecturers integrating Wikimedia projects into their curricula.

Researchers using Wikimedia platforms for knowledge dissemination.

5. External Partners:

Representatives from educational institutions, NGOs, and government agencies collaborating on knowledge-sharing initiatives.

Organizations promoting digital literacy, media freedom, and open knowledge movements.

Minimum Wikimedia Experience Requirement.

The event is open to all levels of Wikimedia experience. While some sessions will be tailored for experienced contributors, there will be dedicated workshops and training sessions designed specifically for newcomers. The summit will provide:

• Introductory sessions for those new to Wikipedia and its sister projects.

• Advanced workshops for experienced editors focusing on specialized topics like structured data, bots, and policy advocacy.

• Collaborative spaces where participants of varying experience levels can engage in knowledge-sharing and peer learning.

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

https://meta.wikimedia.org/wiki/Wiki_Student_Summit_2025

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?

250

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

September to December 2024 (4 Months)

12. How many people responded to the survey?

491

13. What are the main objectives of the event?

1. Enhancing global collaboration. Strengthening partnerships between university students, Wikimedia communities, and external stakeholders. Encourage interdisciplinary cooperation by integrating Wikimedia projects into academic research and education.

2. Promoting Diversity and Inclusion. Encouraging participation from underrepresented groups, including women, people with disabilities, and students from marginalized communities.

3. Building Capacity and Skills. Offering hands-on training on Wikipedia editing, Wikidata contributions, and digital literacy.

4. Advancing Open Knowledge and Advocacy Raising awareness about the role of open knowledge in education and research. Encouraging institutions to integrate Wikimedia projects into their curricula for enhanced learning experiences.

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

1. Encourage knowledge sharing and peer learning across borders. Establish mentorship programs pairing experienced Wikimedians with newcomers from different regions.

2. Encourage community engagement and sustainability beyond borders. Establish follow-up programs to ensure ongoing engagement beyond the summit at a global level.

3. Foster institutional and external partnerships on an international level. Strengthen collaboration with universities, research institutions, and educational bodies across multiple countries.

4. Engage and empower underrepresented groups internationally. Develop initiatives that promote participation among women, people with disabilities, and marginalized communities globally.

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, Age (regency) , Geography

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 Wiki Student Summit 2025 aims to bridge content gaps in Wikimedia projects by promoting gender diversity, engaging younger contributors, and amplifying voices from underrepresented regions. It encourages female participation in editing and leadership roles, introduces Wikimedia projects to university students and early-career professionals, and fosters contributions from the Africa by supporting local languages and indigenous knowledge documentation.

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, Public Policy

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

Geographic , Age, Digital Access

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, the Wiki Student Summit 2025 intends to engage non-Wikimedian individuals and organizations, primarily for public advocacy, awareness creation, and institutional collaboration. The summit will involve government agencies, educational institutions, and NGOs to promote the integration of Wikimedia projects into academic curricula, support digital literacy initiatives, and advocate for open knowledge policies.

By engaging these stakeholders, the event aims to strengthen Wikimedia’s impact in education, encourage policy support for free knowledge, and create sustainable partnerships that enhance Wikimedia’s reach and credibility globally.

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

To ensure continued engagement after the Wiki Student Summit 2025, we will adapt the 2024 summit's strategies, which have played a great role in shaping communities in Tanzania effectively: 1. Post-Summit Mentorship & Networking. 2. Follow-up training & workshops. 3. Online Community & Collaboration Spaces. 4. Project-Based Engagement. 5. University & Institutional Partnerships. 6. Recognition & Incentives. 7. Annual Check-Ins & Reporting

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.

Increase the Sustainability of Our Movement, Invest in Skills and Leadership Development, Manage Internal Knowledge

Logistical Aspects

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

The proposed venue for the Wiki Student Summit 2025 is Morena Hotel in Morogoro, Tanzania. Morena Hotel offers a conducive environment for an international conference, featuring spacious conference rooms, reliable internet access, and accommodation facilities suitable for both local and international participants.

Logistical Details: Accessibility: The hotel is approximately 5 km from Morogoro town center, ensuring easy access to essential services.

Transportation: Morogoro is well connected by road from Dar es Salaam (about a 4-hour drive or 190 km away) and by Train (SGR) which is 2 hours. Participants arriving by air can land at Julius Nyerere International Airport (JNIA) in Dar es Salaam and travel to Morogoro via private shuttles, Train (SGR), buses, or rental cars.

Accommodation: Morena Hotel provides onsite lodging, reducing the need for additional transport arrangements for attendees staying at the venue.

Conference Facilities: The venue has large conference halls, projectors, sound systems, and high-speed Wi-Fi, ensuring smooth event operations.

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

Yes

23. How many scholarships would you like to offer?

Full funded: 127 (27 international, 100 Local) Partial funded: 50 (local and international)

24. What expenses will the scholarship cover?

Full scholarship: Transport, Accommodation, Meals

Partial scholarship: Accommodation, meals

25. How will scholarship recipients be selected?

Scholarship recipients for the Wiki Student Summit 2025 will be selected based on their active engagement in the Wikimedia movement, commitment to open knowledge, and potential impact in their communities. The selection process will ensure diversity, inclusivity, and fair representation across different regions and Wikimedia projects.

Selection Criteria:

• Active Wikimedia Contribution.
• Community Engagement.
• Leadership & Impact Potential.
• Diversity & Inclusion.
• Interest & Commitment.
• Newcomers: A few slots will be allocated to new participants who demonstrate strong motivation and commitment to learning and contributing to Wikimedia.

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

The Wikimedia Foundation (WMF) staff can play a crucial role in ensuring the success of the Wiki Student Summit 2025 by providing expertise, strategic support, and guidance in key areas. Below are the different capacities in which we would like WMF staff to be involved:

1. Session Facilitation & Expert Training. 2. Legal & Safety Guidance. 3. Partnership & institutional engagement.

The support received during the 2024 edition from Euphemia was really helpful in shapping our team and understanding the best practices to be put during such events.

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.

we are open up to 5 slot for the WMF staff, depending on the available resources

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

To ensure the smooth execution of the Wiki Student Summit 2025, the organizing team will have clearly defined roles and responsibilities:

Lead Organizer: Oversees the entire planning and execution process, ensuring alignment with Wikimedia’s mission and event goals.

Logistics Coordinator: Manages venue arrangements, transportation, accommodation, and technical setup.

Program Coordinator: Develops the event schedule, invites speakers, and oversees session planning.

Communications & Outreach Lead: Handles publicity, media relations, and participant engagement through social media and mailing lists.

Scholarship & Registration Manager – Manages scholarship selection, participant registration, and onboarding.

Volunteer & Community Engagement Lead: Recruits and coordinates volunteers, ensuring smooth event operations.

Finance & Sponsorship Coordinator: Manages budgeting, grant funds, and external sponsorships.

Safety Officer: The Safety Officer will ensure the safety and well-being of all participants. They will develop and implement safety protocols, manage any emergencies, and ensure compliance with all relevant regulations.

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.

1. Wikimedia Arusha will focus on outreach and participant mobilization within their region, tapping into local partnerships and providing trainers for workshops and mentorships.

2. Wikimedia Kilimanjaro will handle much of the event documentation (photography, video coverage, and live updates) while also arranging any pre-event training sessions and assisting with post-event reports.

3. Swahili Wikipedia Administrators will lead on Swahili-language content creation, guiding participants on local content development and quality checks. They’ll also host Swahili editing workshops and provide technical support.

4. Wikimedia Tanzania UG will coordinate local transport logistics for international participants and manage the venue and registration processes. They’ll also ensure alignment with Wikimedia Foundation policies.

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

Logistical Challenges Possible Issue: Delays in venue setup, unforeseen scheduling conflicts, or transportation hiccups. Mitigation: Secure backup vendors, maintain clear communication with the venue, and prepare contingency timelines to accommodate minor delays.

Resource & Volunteer Turnover Possible Issue: Volunteers or key team members might become unavailable at short notice. Mitigation: Train a sufficiently large volunteer pool, ensure role redundancy, and maintain up-to-date documentation so tasks can be easily re-assigned if needed.

Internet Connectivity & Technical Hiccups Possible Issue: Temporary internet outages or equipment malfunctions could impact live workshops or remote participation. Mitigation: Arrange backup internet solutions (e.g., multiple data providers, mobile hotspots) and test all devices pre-event to quickly troubleshoot any technical issues.

Local Contextual or External Factors Possible Issue: Mild disruptions such as heavy rainfall or local scheduling conflicts. Mitigation: Stay informed about community events and local weather patterns, plan alternative session times or spaces, and communicate timely updates to participants.

Leadership & Governance Changes Possible Issue: Shifts in leadership roles within partner organizations might slow down decision-making. Mitigation: Clearly define roles and responsibilities, hold regular check-ins, and document agreements to ensure continuity despite any leadership transitions.

Political Instability Possible Issue: Unexpected unrest or demonstrations could pose safety concerns during the event. Mitigation: Coordinate with local authorities to monitor the situation and, if necessary, arrange for security officers (police) onsite to ensure participant safety.

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

https://docs.google.com/document/d/1aoKmOm5vwv7i5i-9yy7dpbw6axllX4yvgLTfiLk18Bk/edit?usp=sharing

Learning, Sharing, and Evaluation

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

1. Enhancing Global Collaboration

Question: Did the summit successfully foster cross-regional partnerships and collaborative projects among participants from different countries?

What We Hope to Learn: Whether participants continued working together post-event, launching joint initiatives or cross-community campaigns that enhance Wikimedia content and outreach.

2. Promoting Diversity & Inclusion

Question: Did our efforts (e.g., targeted workshops, outreach to underrepresented groups) lead to increased diversity in participant demographics and content contributions?

What We Hope to Learn: If there was a noticeable increase in women, newcomers, and contributors from marginalized communities participating in the summit and continuing to edit or organize after the event.

3. Building Capacity & Skills

Question: Did the training and mentorship programs equip participants with the necessary skills to contribute effectively to Wikimedia projects and serve as future ambassadors?

What We Hope to Learn: The extent to which attendees gained confidence and proficiency in editing, project coordination, and leadership to sustain their involvement beyond the summit.

4. Advancing Open Knowledge & Advocacy

Question: Were we able to encourage institutions and policy-makers to embrace Wikimedia platforms, and did participants engage in advocacy or policy discussions related to open knowledge?

What We Hope to Learn: How effectively the summit influenced institutional adoption (e.g., integrating Wikipedia editing into curricula), and whether attendees carried forward open knowledge advocacy in their respective communities.

32. Main open metrics

Main Open Metrics Data

Main Open Metrics	Description	Target
Number of Participants (Disaggregated by Demographics)	Track total number of event attendees, including non-Wikimedians, newcomers, and representatives from underrepresented groups (e.g., women, youth, people with disabilities, etc.). Why This Data?: Helps assess the summit’s reach and diversity efforts (aligned with “Promoting Diversity & Inclusion”).	250
Participant Feedback & Learning Outcomes (Qualitative)	Gather insights via interviews, focus group discussions, and post-event surveys on whether participants feel more confident editing, collaborating, and championing Wikimedia post-summit. Why This Data? Addresses the question, "Did our training and workshops effectively motivate participants to continue contributing and learn key skills?” (aligned with “Building Capacity & Skills”).	250
Post-Event Community Engagement & Retention	Track how many participants remain active in Wikimedia projects, join local user groups, or continue to collaborate on campaigns/initiatives within 3–6 months post-event. Why This Data?: Reflects long-term engagement and measures if the summit built sustainable capacity and commitment (aligned with “Encourage Community Engagement and Sustainability Beyond Borders”).	170
Institutional Adoption & Partnerships	Document new or strengthened institutional relationships with universities, NGOs, or government agencies resulting from the summit (e.g., integrating Wikipedia in coursework, ongoing collaborations). Why This Data?: Captures the summit’s success in Advancing Open Knowledge & Advocacy beyond individual participation.	5
Organization's Learning	We would need to track metrics related to event organization, such as the number of volunteers, the budget spent versus the budget planned, and the number of issues or challenges encountered and resolved.	N/A

Financial Proposal

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

192066698

34. Select your local currency.

TZS

Requested amount in USD

71064.68 USD

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

https://docs.google.com/spreadsheets/d/1Si7m0udE7U2cONk2lJ0_87orpamPkQOhNPwfHOln9e4/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 are expecting to receive sponsorship interms of funds and materials to support the conference

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): Wiki Student Summit 2024 meta Report: https://meta.wikimedia.org/wiki/Grants:Programs/Wikimedia_Community_Fund/Conference_Fund/Wiki_Student_Summit_2024/Final_Report

Wiki Student Summit 2024 Internal report: https://commons.wikimedia.org/wiki/File:WSS24_Final_Report.pdf

Endorsements and Feedback

Please 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).

Endorse