Grants:PEG/WM IT/Wikimedia Conference 2013/Report

Report accepted

This report for a Project and Event grant approved in FY 2012-13 has been reviewed and accepted by the Wikimedia Foundation.

• To read the approved grant submission describing the plan for this project, please visit Grants:PEG/WM IT/Wikimedia Conference 2013.

• You may still comment on this report on its discussion page, or visit the discussion page to read the discussion about this report.
• You are welcome to Email grants at wikimedia dot org at any time if you have questions or concerns about this report.

WM IT/Wikimedia Conference 2013

Compliance and completion

Did you comply with the requirements specified by WMF in the grant agreement?

Yes.

Is your project completed?

Yes.

Did you use any of the grant funds?

Yes.

Activities and lessons learned

This section describes what the grantee did, and what the grantee learned from implementing the project. This section should be useful to others implementing similar projects and is an opportunity for the grantee to reflect on the project's performance.

Activities

Provide a detailed list of activities performed to complete this project, descriptions of these activities, and the amount of time spent on each activity. This section should also include a list of participants, or a link to pictures, blog posts, or videos from the project or event.

Visa

• Collecting data for invitation letters in the registration form;
• Keeping contact with the embassies for information;
• Booking flights for delegates needing the visa;
• Writing invitation letters and preparation of WMIT documents required;
• Agreement with a private courier for international shipping;
• Sending WMIT documents and invitation letters signed via private courier;

Time spent on the activity: from late February 2013 till a few days before the conference due to some issues with the Italian Embassies in Philippines and Bangladesh.

Accommodation

• Checking availabilities and prices of hotels and hostels in Milan;
• Checking hostels and hotels' standards by visiting them in person;
• Booking hostels and hotels;
• Writing emails to all the delegates asking their accommodation preferences.

Time spent on the activity: from January till April 2013.

Location & catering

• Checking availabilities, prices and standards with congress centers, hotels, open and industrial spaces;
• Visiting several possible venues;
• Selecting and booking the Grand Visconti Palace, chosen venue for the event;
• Communication to the catering service of the location;
• Making a dedicated contract for Wi-Fi coverage;
• Managing communication with the hotel management for the logistical organization before and during the days of the conference.

Time spent on the activity: from December, 2012 till the end of the Conference.

Volunteer management

• Looking for volunteers;
• Getting in touch with them, manage their accommodation and travel tickets;
• Meeting with volunteers to arrange task and assignments for the days of the conference;
• Organization of the volunteers during the conference.

Time spent on the activity: March/April 2013.

Public transport

• In order to provide public transport tickets for the participants we made an agreement with the local public company in Milan (ATM).

Time spent on the activity: a couple of weeks.

Stationery & others

• Badge Conception: graphic design and printing;
• Production of the attendee kits: badge, conference programme, city maps, folders, blocks, public transport tickets;
• Equipment: computers and printers (rented), seek provider for general computer and electronic materials.

Time spent on the activity: March/April 2013

Scholarships

• Writing emails to the participants who were granted scholarships;
• Collecting data and booking flights.

Time spent on the activity: from late February till the end of March 2013.

Social Events

• Checking availabilities, prices and standards in order to arrange a welcome event and a social dinner;
• Agreements with Frida Club (welcome event) and Carslbergol Restaurant (social dinner);
• Collecting events registrations from attendees.

Time spent on the activity: about three weeks.

Registrations

• Collecting registrations from attendees on Eventbrite.

Time spent on the activity: one hour per day every day.

Links

• List of participants
• Wikimedia Conference 2013
• State of the movement presentations
• Wikimedia Conference 2013 photos

Lessons learned

What lessons were learned that may help others succeed in similar projects? Consider the following questions and respond with 1 - 2 paragraphs.

What went well?

• The "warming up" event with facilitators.

The attendees were divided in groups of 4-5 people each and they had to find a way to throw an egg out of a window and don't make it break; building some kind of "device" to protect the egg using only straws and tape (provided by the facilitators).

People really seemed to enjoy this moment, and all the several groups were really engaged by the task. We saw a lot of cooperation and a lot of smiles: people were really excited, and this definetely help the conference to start in a good mood.

• Transportation

Transportation also was facilitated by the choice of place of the organizers: all the venues were situated along a metro line, and this helped a lot all the attendees, in reaching easily the place they were supposed to be.

• Social events

Many people thanked the organizing team for their warmth (yay! :-) )

• Very broad participation

For the first time perspective Wikimedia thematic organizations participated.

• Venue and food

Feedback from attendees were especially positive on the venue and the catering. People like to lunch outside in the garden, which helped social contacts. Presence of wine has also been praised.

What did not go well?

• Program/schedule

Last minute changes to the program caused much trouble both for organizers and attendees

• Facilitation

The facilitators received a low evaluation in general, the reason for this was found in the lack of knowledge of our movement

• Some problems with accomodation in the hostel

A room in the hostel got flooded during the night, causing obvious issues for the attendees sleeping in the room. The hostel staff has been a bit slow in helping people out.

• Wi-Fi

The wireless connection at the venue had some issues the first and the second day of the conference. The organizing committee had the technician come in place and fix the issue for the whole time of the conference.

• Cultural walk

Due to an unforeseen storm, the cultural walk has been canceled and thus an important socializing event had been missing.

What would you do differently if you planned a similar project?

• Program and facilitators

Spend more time on drafting the program and receiving more feedback from the community on it beforehands, this would also benefit the facilitators.

• Logistics

Try to set a strong deadline for registrations and a deadline for until you are able to take care about flights

Publish the more detailed "How to get there" guides on meta

• Social events

It's very important to have moments for people to chat and speak in a more informal way. Socializing events as the "Cultural walk" (canceled for the storm) should have a back up plan (i.e. a tour inside a museum).

• Scholarship

There's the need to clarify more what is included in the scholarships to avoid unpleasant misunderstandings (e.g. having a scholarship and requesting a single room in a four stars hotel or similar) and lot of extra-work for the staff allocated on this task.

Project goal and measures of success

This section should reference the project goals and measures of success described in the approved grant submission. See Grants:WM IT/Wikimedia Conference 2013 to review the goals and metrics listed in the approved submission.

Project goal

Provide the project goal here.

The goal of the project was to "have a great [Wikimedia] conference and a unique opportunity to exchange knowledge and know-how between different organization".

The conference was structured on three days, from Friday 19th April to Sunday 21st April, plus, on Thursday 18th, thematic meetings on Wikipedia Education Program and Wiki Loves Monuments and Wikimedia Chapters Association. The complete program can be found here. For the first time, the conference also comprised the participation of prospective Wikimedia thematic organisations.

In parallel, the Wikimedia Foundation's Board of Trustees held a two-days meeting, there were also meetings of the Affiliation Committee.

Did you achieve your project goal? How do you know your goal was achieved? Please answer in 1 - 2 paragraphs.

In our perspective, the goal has been achieved, although it's not easy to measure the effectiveness of communication and knowledge sharing between people, at least not in the few weeks after the event. We strongly believe that these meetings help the Wikimedia movement to grow organically, as sharing knowledge and competences is paramount for chapters, user groups and the Wikimedia Foundation itself to get feedback and learn from others successes and failures. We are still collecting the evaluation survey results (which we started later than expected).

Measures of success

List the measures of success exactly as provided in the approved grant submission, and evaluate your project according to each measure listed there.

"A key aspect in evaluating the success of the conference will be the number of represented countries and, in our opinion more importantly, the number of new attendees and newly attending chapters (which receive a crash-course instigation and inspiration to further Wikimedia's mission throughout the year)." (read the complete grant request)

Provide an overall assessment of how your project went according to these measures.

Wikimedia conference reached is goal of reaching a wide audience, we have seen a greater presence of Wikimedia Foundation staff members, the novelty of thematic organizations. We are also very happy in the with the involvement in Wikimedia Italia itself as we were able to have 14 people working full time on the conference for four days, including WM-IT staff members (a special thanks goes to Patrick from WM-CH for having volunteered and help us with this big project). Here we present the breakdown of the attendees by affiliation and role:

Breakdown of the 150 registered participants in WMCOnf 2013, this are 37 people more with respect to WMCOnf 2012 (+32%)

From the WMConf 2012 attendees list we were able to infer that 15 people represented 6 associations (new and perspective chapters, perspective thematic organizations) that never participated to a Wikimedia Conference before. We are waiting the results of the evaluation survey to have a more throughout analysis of the results of this conference.

If you were to plan a similar project, would you measure it differently? If yes, please explain how.

We are late with the evaluations survey (we have already sent it, but we are waiting to collect all the results). This should definitively be anticipated in a future edition of the event.

Impact

This section ties this project to Wikimedia's broader goals, and shows what the project accomplished.

What impact did this project have on WMF's mission and the strategic goals? Please answer in 1 -2 paragraphs and include specific measures of impact such as the number of readers or editors reached by a particular project, or the number of articles edited or improved.

As stated before, we strongly believe that these real life meetings of Wikimedians help the Wikimedia movement to grow organically, as sharing knowledge and competences is paramount for chapters, user groups and the Wikimedia Foundation itself to get feedback and learn from others successes and failures.

Stabilize infrastructure

Increase participation

Improve quality

Increase reach

Encourage innovation

Wikimedia Conference 2013 Strategic Goals

• Stabilize infrastructure

The more chapters and thematic organizations are effective and efficient, the more the overall Wikimedia mission will be accomplished. Wikimedia Foundation needs local partners to collaborate with, and reliable partners to whom important task can be delegated. As per the spirit of collaboration which is at the foundation our movement we should try to be inclusive, furthermore centralizing in one single organization all the efforts the Wikimedia mission demands is more can have collateral effects (e.g. disengagement of local communities which could perceive our goals as distant and not pertaining to them).

Strong chapters and groups can run national and local campaigns, targeting local cultures and languages. They can promote better the Wikimedia mission, and raise awareness on Wikimedia projects and ideals.

During the Wikimedia Conference people have been able to share their experiences, to discuss of to join efforts and how to replicate in their local communities the good ideas and the best practices they could hear from other Wikimedians. An incomplete list of the topic discussed comprises partnerships and collaborations with Education institutions (e.g. schools, universities) and Cultural institutions (e.g. GLAM,) and Wiki Loves monuments.

• Encourage innovation

The more Wikimedia people share their experiences, the more the best ideas and projects will follow. It's very important to understand what Wikimedians do in their country, region or even city, as this gives momentum to the best projects and enrich the diversity of Wikimedian activities. Diverse and rich environments are the best place for innovation to happen, furthermore this kind of personal contact, i.e. talking to other people in person about what you achieved with your Wikimedia activity is a huge boost of motivation. We could experience that during the "State of the movement" session with many chapters and organisation being very proud of what they achieved, but also with other seeking for help and discussing problems (the most dangerous seems to be "volunteer burnout").

Reporting and documentation of expenditures

This section describes the grant's use of funds

Documentation

Documentation of expenditures has been received by WMF.

Did you send documentation of all expenses paid with grant funds to grants at wikimedia dot org, according to the guidelines here? Answer "Yes" or "No".

Yes

Expenses

Please list all project expenses in a table here, with descriptions and dates. Review the instructions here.

These expenses should be listed in the same format as the budget table in your approved submission so that anyone reading this report may be able to easily compare budgeted vs. actual expenses.

Note that variances in the project budget over 10% per expense category must be approved in advance by WMF Grants Program staff. For all other variances, please provide an explanation in the table below.

Expenses

Number	Category	Item description	Unit	Number of units	Actual cost per unit	Actual total	Budgeted total	Currency	Notes
1	Welcome Event	Welcome cocktail/dinner at Frida's Club				1.200	5.000	Euro	Approx 80 attendants
2	Party	Social Dinner at Carlberg's Pizzeria				2.266	12.100	Euro	Approx 90 attendants
3	Venue + catering + WiFi	First deposit Grand Visconti Palace Hotel				18.240		Euro
4	Venue + catering + WiFi	Second deposit Grand Visconti Palace Hotel				25.040		Euro
5	Venue + catering + WiFi	Closing Balance Grand Visconti Palace Hotel				11.304,60		Euro
	Venue + catering + WiFi	Total expenditure Grand Visconti Palace Hotel				54.584,60	67.744,20	Euro
6	Stationery, Computer rental, Electronics & other	Badges' laminator rolls	1 roll	2	14,46	28,92		Euro
7	Stationery, Computer rental, Electronics & other	Lanyards badge holders	100 pieces box	2	47,85	95,70		Euro
8	Stationery, Computer rental, Electronics & other	Badges' printing				18,55		Euro
9	Stationery, Computer rental, Electronics & other	Badges and city maps' printing + Fax to Russia with Visa documents	1 page	729		72,10		Euro	One receipt from the same stationery shop.
10	Stationery, Computer rental, Electronics & other	General Computer&Electronic material				377,12		Euro
11	Stationery, Computer rental, Electronics & other	Blocks and Folders	100 pieces box	3		260.54		Euro
12	Stationery, Computer rental, Electronics & other	Badges and schedule tables' printing	1 page	1022		84.06		Euro
13	Stationery, Computer rental, Electronics & other	City maps' printing	1 page	100		23		Euro	50 copies: €0,40 per unit - 50 copies: €0,06 per unit
14	Stationery, Computer rental, Electronics & other	Computer & Electronic material				30,98		Euro
15	Stationery, Computer rental, Electronics & other	Highway toll		1		1,60		Euro	From WMI office (Monza) to the venue (Milan) to transport stationery material for the conference
16	Stationery, Computer rental, Electronics & other	Team building activity material (with facilitators)				11,85		Euro	"Save the egg" social game
17	Stationery, Computer rental, Electronics & other	Team building activity material (with facilitators)				60.58		Euro	"Save the egg" social game
18	Stationery, Computer rental, Electronics & other	State of the chapter's posters				18,55		Euro
19	Stationery, Computer rental, Electronics & other	Pegs for state of the chapter's posters				1,99		Euro
20	Stationery, Computer rental, Electronics & other	Copies	1 page	10	0.40	4		Euro
21	Stationery, Computer rental, Electronics & other	Digital photo printing for state of the chapter posters				25		Euro
22	Stationery, Computer rental, Electronics & other	State of the Chapter posters	1 poster	4	1,20	4,80		Euro
23	Stationery, Computer rental, Electronics & other	Digital photo printing for state of the chapter posters				10		Euro
24	Stationery, Computer rental, Electronics & other	Digital photo printing for state of the chapter posters				5		Euro
25	Stationery, Computer rental, Electronics & other	Parking Ticket on party night	1 ticket	1		9,50		Euro	Entry 8.20 PM - Exit 11.31 PM
26	Stationery, Computer rental, Electronics & other	Taxi to Linate Airport (round trip)	1 receipt	2		41,80		Euro	Due to a strike two delegates had their flight cancelled and the project manager had to go to Linate to book a new flight.
27	Stationery, Computer rental, Electronics & other	Pony Express to send documents for Visas	1 package	2		91,47		Euro	One package to Philippines - One package to Bangladesh
28	Stationery, Computer rental, Electronics & other	Pony Express to send documents for Visas + WMF Grant Agreement signed	1 package	20		371,81		Euro
29	Stationery, Computer rental, Electronics & other	3 notebooks and 2 printers rental				399,30		Euro	Taxes included
	Stationery, Computer rental, Electronics & other	Total Expenditure stationery and others				2.048,22	600	Euro
30	Local transport expenses	Carnet ATM 10 tube/bus travels each	1 carnet	136	13,80	1,876.80	3.450	Euro	Bought 160
31	Facilitators	Restaneo facilitator's fee				750		Euro	taxes included
32	Facilitators	Ramazzotti facilitator's fee				750		Euro	taxes included
33	Facilitators	Facilitators' accommodation Bio City Hotel	1 double room x night	3	158	474		Euro	taxes included
34	Facilitators	Restaneo facilitator's travel expenses				25,5		Euro	Bus tickets
35	Facilitators	Ramazzotti facilitator's travel expenses	Train tickets	2 tickets	128,5	257		Euro	Rome - Milan & back
	Facilitators	Total facilitators expenditure				2.256,5	10.000	Euro
36	Lodging Expenses Volunteers and Delegates (scholarship)	Monastery Hostel tourist tax	1 room	49 rooms		74		Euro
37	Lodging Expenses Volunteers and Delegates (scholarship)	Monastery Hostel deposit				880		Euro
38	Lodging Expenses Volunteers and Delegates (scholarship)	Monastery Hostel Full Payment				2.202		Euro
39	Lodging Expenses Volunteers and Delegates (scholarship)	Hotel Monopole				4.399		Euro
40	Lodging Expenses Volunteers and Delegates (scholarship)	Hotel Romana Residence				4.952		Euro
41	Lodging Expenses Volunteers and Delegates (scholarship)	Hotel Romana Residence Tourist Tax				200		Euro
42	Lodging Expenses Volunteers and Delegates (scholarship)	Ostello Bello				2.242		Euro
	Lodging Expenses Volunteers and Delegates (scholarship)	Total expenditure for lodging volunteers and scholarships				14.949	12.000	Euro
43	Volunteer travel expenses	Volunteer n.1 travel refund	1 train ticket	2		37		Euro	Trip Bologna-Milan and back
44	Volunteer travel expenses	Volunteer n.2 travel refund				77,20		Euro	Trip Padova-Milan and back + taxi to Padova train station
45	Volunteer travel expenses	Volunteer n.3 vehicle refund				129,60		Euro	Trip Concorezzo-Milan (venue) and back for 5 days [1] - Italian government-approved rate for reimbursing mileage http://servizi.aci.it/CKInternet/SelezioneModello
46	Volunteer travel expenses	Volunteer n.4 travel refund				63,20		Euro	Trip Trento-Milan and back + tube tickets
47	Volunteer travel expenses	Volunteer n.5 travel refund				51		Euro	Trip Bologna-Milan and back + tube tickets
48	Volunteer travel expenses	Volunteer n.6 travel refund				8,40		Euro	Train and tube
49	Volunteer travel expenses	Volunteer n.7 travel refund				36,75		Euro	Train Pass Arluno-Milan (April 17-23) + Trip Milan-Pisa
50	Volunteer travel expenses	Volunteer n.8 travel refund				55,50		Euro	Trip Reggio Emilia-Milan + Trip Milan-Bologna
96	Volunteer travel expenses	Volunteer n.9 travel refund				145,26		Euro	Trip Arcore-Milan (venue) and back for 5 days [2] - Italian government-approved rate for reimbursing mileage http://servizi.aci.it/CKInternet/SelezioneModello + highway toll
	Volunteer travel expenses	Total Expenditure volunteers' travels				603.91	2.000	Euro
51	Travel scolarships	Plane ticket WM-BD 1°	1 return ticket	1	1.175,89	1.175,89		Euro	Dhaka - Milan & back
52	Travel scolarships	Plane ticket WM-SK 1°	1 return ticket	1	165,16	165,16		Euro	Wien - Milan & back
53	Travel scolarships	Plane ticket WM-PT 1°	1 return ticket	1	156,15	156,15		Euro	Porto - Milan & back
54	Travel scolarships	Plane ticket WM-PH 1°& 2°	1 return ticket	2	940,32	1.880,64		Euro	Manila - Milan & back
55	Travel scolarships	Plane ticket WM-VE 1°	1 return ticket	1	446,55	446,55		Euro	Tel Aviv - Milan & back
56	Travel scolarships	Plane ticket WM-MK 1°	1 return ticket	1	409,18	409,18		Euro	Skopje - Milan & back
57	Travel scolarships	Plane ticket WM-CA 1°	1 return ticket	1	771	771		Euro	Montreal - Milan & back
58	Travel scolarships	Plane ticket WM-IN 1° I	1 ticket	1	614,90	614,90		Euro	Milan - Mumbai
59	Travel scolarships	Plane ticket WM-IN 1° II	1 ticket	1	128,06	128,06		Euro	London - Milan
60	Travel scolarships	Plane ticket WM-IN 1° III	1 ticket	1	708,05	708,05		Euro	Mumbai - London
61	Travel scolarships	Plane ticket WM-NEPAL	1 return ticket	1	749,39	749,39		Euro	Katmandu - Milan & back
62	Travel scolarships	Plane ticket WM-ZA 1°	1 return ticket	1	815,50	815,50		Euro	Johannesburg - Milan & back
63	Travel scolarships	Plane ticket WM-DE	1 return ticket	1	157,73	157,73		Euro	Berlin - Milan & back
64	Travel scolarships	Plane ticket WM-IN 2°	1 return ticket	1	779,73	779,73		Euro	Mumbai - Milan & back
65	Travel scolarships	Plane ticket WM-ZA 2°	1 return ticket	1	807,48	807,48		Euro	Johannesburg - Milan & back
66	Travel scolarships	Plane ticket WM-FI 1°	1 return ticket	1	199,78	199,78		Euro	Helsinki - Milan & back
67	Travel scolarships	Plane ticket WM-UA 1°	1 return ticket	1	214,01	214,01		Euro	Kiev - Milan & back
68	Travel scolarships	Plane ticket WM-UA 2°	1 return ticket	1	214,01	214,01		Euro	Kiev - Milan & back
69	Travel scolarships	Plane ticket WM-BD 2°	1 return ticket	1	1.234,89	1.234,89		Euro	Dhaka - Milan & back
70	Travel scolarships	Insurance WM-ZA				35		Euro	Personal travel insurance
71	Travel scolarships	Travel expenses WM-IN	1 receipt	1	90	90		Euro	Cab to Malpensa airport. Due to a strike two delegates had their flight cancelled and WM-IT booked a new flight leaving early in the morning when there's no public transportation
72	Travel scolarships	Travel expenses WM-NEPAL				80		Euro	Visa Fee and bus to/from the airport in Milan
73	Travel scolarships	Travel expenses WIKI PROJECT MED 1°				238,19		Euro	Train Jena-Berlin/train Juelich-Milan/plane Milan-Berlin/public transportation
74	Travel scolarships	Travel expenses WM-ES	1 plane ticket	1 ticket		119,98		Euro	Plane Madrid-Milan and way back
75	Travel scolarships	Travel expenses WM-PT	1 plane ticket	1 ticket		140		Euro	Plane Copenaghen-Milan and way back. (Payment currency Danish kroner: 1.037,56).
76	Travel scolarships	Travel expenses WM-SK				93		Euro	Bus Brno-Milan / Plane Bergamo-Bratislava
77	Travel scolarships	Travel expenses WM-HK 1°				760		Euro	Flight to Europe (Hong Kong-Amsterdam/Amsterdam-London/Amsterdam-Hong Kong)
78	Travel scolarships	Travel expenses WM-HK 2°				760		Euro	Flight to Europe (Hong Kong-Amsterdam/Amsterdam-London/Amsterdam-Hong Kong)
79	Travel scolarships	Travel expenses WM-CZ	1 plane ticket	1 ticket		87		Euro	Plane Prague-Milan and way back (Payment currency Rep Ceca Krone: CZK 2286)
80	Travel scolarships	Travel expenses WM-AM 1°				467		Euro	Plane Yerevan-Milan and way back / Visa Fee
81	Travel scolarships	Travel expenses WM-AM 2°				524,31		Euro	Plane Yerevan-Rome-Yerevan / train Rome-Milan / Visa Fee
82	Travel scolarships	Travel expenses WM-ID				266,61		Euro	Plane ticket Amsterdam-Milan (way around) / Train ticket The Hague-Schphol (way around)
83	Travel scolarships	Travel expenses WM-NL				217,67		Euro	Plane ticket Amsterdam-Milan (way around) / Train ticket Den Haag-Schphol (way around)
84	Travel scolarships	Travel expenses WM-US-NYC				898,59		Euro	Plane ticket New york-Milan (way around) / Accomodation in hostel (private room - 6 nights - €27.5 per night). (Payment currency US-dollars).
85	Travel scolarships	Travel expenses WIKI PROJECT MED 2°	1 Flight ticket	1		926,47		Euro	Plane ticket Atlanta-Milan round trip. (Payment currency US-dollars).
86	Travel scolarships	Travel expenses WM-CAT	1 Flight ticket	2		73,10		Euro	Plane ticket Barcelona-Milan / Milan-Barcelona
87	Travel scolarships	Travel expenses WM-US-DC	1 Flight ticket	1		945,31		Euro	Plane ticket Washington DC-Milan (round trip). (Payment currency US-dollars: $1.236).
88	Travel scolarships	Travel expenses WM-TW	1 Flight ticket	1		1.485,65		Euro	Plane ticket Taipei-Milan (round trip). (Payment currency NTD: 44.285).
89	Travel scolarships	Travel expenses WM-CL 1°	1 Flight ticket	2		1.410,29		Euro	Plane ticket Santiago-London (round trip) / Plane London-Rome(Payment currency US-dollars: 1.845,68).
90	Travel scolarships	Travel expenses WM-CL 2°	1 Flight ticket	1		1.549,83		Euro	Plane ticket Santiago-Milan(round trip). (Payment currency US-dollars: 2.028,29).
91	Travel scolarships	Travel expenses WM-FI	1 Flight ticket	1		274,80		Euro	Plane ticket Helsinki-Milan(round trip).
92	Travel scolarships	Travel expenses WM-PH	1 Flight ticket	1		1.245,84		Euro	Plane ticket Manila-Milan(round trip).
93	Travel scolarships	Travel expenses WM-DK				429,24		Euro	Train Copenhaghen-Basel / Train Basel-Milan / Plane Milan-Copenhaghen. (Payment currency Danish kroner: 3.002,35).
94	Travel scolarships	Travel expenses WM-HU				68		Euro	Plane Budapest-Milan (round trip). (Payment currency HUF: 29.480)
	Travel scolarships	Total expenditure Travel scholarships	1 travel scholarship	41		24,813.90	20.000,00	Euro	The budgeted amount was calculated on 25 travel scholarships.
95	Staff and Project Manager	Total expenditure Project Manager				16,693.61	13.000,00	Euro

Refunds from self paying organizations & others

Number	Category	Item description	Unit	Number of units	Actual cost per unit	Actual total	Budgeted total	Currency	Notes
97	Lodging refund from delegates	Accomodation VIKIDIA (WM-FR) - 1 delegate (3 nights – hostel dorm)	1 night	3 nights	30	90		Euro	Ostello Bello
98	Lodging refund from delegates	Accomodation WIKIMEDIA ARMENIA - 1 delegate (6 nights – single room)	1 night	6 nights	60	360		Euro	Hotel Monopole
99	Lodging refund from delegates	Accomodation WIKIMEDIA ÖSTERREICH - 2 delegates (6 nights total – single rooms)	1 night	6 nights	93	558		Euro	Hotel Romana Residence
100	Lodging refund from delegates	Accomodation WIKIMEDIA CANADA - 1 delegate (3 nights – hostel dorm)	1 night	3 nights	30 / 28	86		Euro	Ostello Bello
101	Lodging refund from delegates	Accomodation WIKIMEDIA POLSKA - 3 delegates (6 nights each – triple room)	1 night	6 nights	99	594		Euro	Hotel Monopole
102	Lodging refund from delegates	Accomodation WIKIMEDIA SERBIA - 3 delegates (5 nights each – hostel dorm)	1 night	5 nights	30	450		Euro	Ostello Bello
103	Lodging refund from delegates	Accomodation WIKIMEDIA RUSSIA 1° - 1 delegate (2 nights - hostel dorm)	1 night	2 nights	21	42		Euro	Monastery Hostel
104	Lodging refund from delegates	Accomodation WIKIMEDIA RUSSIA 2° - 1 delegate (2 nights – hostel dorm)	1 night	2 nights	25	50		Euro	Monastery Hostel
105	Lodging refund from delegates	Accomodation WIKIMEDIA UK - 2 delegates (4 nights – double room)	1 night	4 nights	71	284		Euro	Hotel Monopole
106	Lodging refund from delegates	Accomodation WIKIMEDIA SVERIGE 1° - 1 delegate (5 nights – single room)	1 night	5 nights	93	465		Euro	Hotel Romana Residence
107	Lodging refund from delegates	Accomodation WIKIMEDIA SVERIGE 2° - 1 delegate (3 nights – single room)	1 night	3 nights	63	189		Euro	Hotel Monopole
108	Lodging refund from delegates	Accomodation WIKIMEDIA SVERIGE 3° - 1 delegate (4 nights – single room)	1 night	4 nights	63	252		Euro	Hotel Monopole
109	Lodging refund from delegates	Accomodation WIKIMEDIA UK 1°- 1 delegate (3 nights – single room)	1 night	3 nights	93	279		Euro	Hotel Romana Residence
110	Lodging refund from delegates	Accomodation WIKIMEDIA UK 2°- 1 delegate (4 nights – single room)	1 night	4 nights	93	372		Euro	Hotel Romana Residence
111	Lodging refund from delegates	Accomodation WIKIMEDIA UK 3°- 1 delegate (4 nights – single room)	1 night	4 nights	93	372		Euro	Hotel Romana Residence
112	Lodging refund from delegates	Accomodation WIKIMEDIA ARGENTINA - 2 delegate (4 nights double room + 1 night 1 delegate single room)	1 night	5 nights	71 double room / 63 single room	347		Euro	Hotel Monopole
113	Lodging refund from delegates	Accomodation WIKIMEDIA ÖSTERREICH - 1 delegate (4 nights - single room)	1 night	4 nights	93	372		Euro	Hotel Romana Residence
114	Lodging refund from delegates	Accomodation WIKIMEDIA EESTI- 2 delegate (5 nights each - single rooms)	1 night	5 nights	63	630		Euro	Hotel Monopole
115	Lodging refund from delegates	Accomodation WIKIMEDIA NEDERLAND- 3 delegate (4 nights each - single rooms)	1 night	4 nights	93	1.116		Euro	Hotel Romana Residence
116	Lodging refund from delegates	Accomodation WIKIMEDIA HUNGARY- 1 delegate (3 nights - single rooms)	1 night	3 nights	63	189		Euro	Hotel Monopole
117	Lodging refund from delegates	Accomodation WIKIMEDIA FRANCE- 2 delegate (4 and 5 nights - single room)	1 night	4 nights / 5 nights	129	1.161		Euro	Hotel Romana Residence
118	Travel refund from delegates	WIKIMEDIA UK - refund half flight - 1 delegate WIKIMEDIA IN	1 flight	1 flight	708,05	708,05		Euro	One way ticket Mumbai - London
	Travel refund from Air Companies	Plane ticket refund from Bravo Fly	Partial refund of unused ticket bought for WM Bangladesh's delegate	1 flight	1 flight	1139,49		Euro
	Total refunds					10.105,54		Euro

Final balance

Number	Category	Item description	Unit	Number of units	Actual cost per unit	Actual total	Budgeted total	Currency	Notes
1	Welcome Event	Welcome cocktail/dinner at Frida's Club				1.200	5.000	Euro	Approx 80 attendants
2	Party	Social Dinner at Carlberg's Pizzeria				2.266	12.100	Euro	Approx 90 attendants
	Venue + catering + WiFi	Total expenditure Grand Visconti Palace Hotel				54.584,60	67.744,20	Euro
	Stationery, Computer rental, Electronics & other	Total Expenditure stationery and others				2.048,22	600	Euro
30	Local transport expenses	Carnet ATM 10 tube/bus travels each	1 carnet	136	13,80	1,876.80	3.450	Euro	Bought 160
	Facilitators	Total facilitators expenditure				2.256,5	10.000	Euro
	Lodging Expenses Volunteers and Delegates (scholarship)	Total expenditure for lodging volunteers and scholarships				14.949	12.000	Euro
	Travel scolarships	Total expenditure Travel scholarships	1 travel scholarship	41		24,813.90	20.000,00	Euro	The budgeted amount was calculated on 25 travel scholarships.
95	Staff and Project Manager	Total expenditure Project Manager				16,693.61	13.000,00	Euro
	Global Project Expenses					121.292.54		Euro
	Final Project Expenses					111.187,00	146.394,20	Euro	Global expenses less Refunds

Total project budget (from your approved grant submission):

€ 146.394,20

Total amount requested from WMF (from your approved grant submission)

€ 131.394,20 requested

€ 90.000 approved

Total amount spent on this project (this total should be the total calculated from the table above)

€ 111.187,00

Total amount of WMF grant funds spent on this project (this total will be the same as the total amount spent if the WMF grant is your only funding source)

€ 90.000

Are there additional sources of revenue that funded any part of this project? List them here.

Wikimedia Italy : € 15.000

Wikimedia Deutschland : € 30.000 to fill the gap between the balance and the approved grant

Wikimedia Polska: allocated € 6.000, spent unknown amount. They bought some flight tickets for scholars by themselves ,so both their contribution and expenses stay out of this report.

Remaining funds

Are there any grant funds remaining?

NO.

• WMIT contribution: € 15.000
• WMF Grant: € 90.000
• WMDE contribution: € 30.000

• Final project expenses : € 111.187,00

• Remaining amount € 23.813,00

Since Wikimedia Deutschland stated that they were funding the project to fill the gap between the budget and the approved grant, Wikimedia Italia's Board thinks that the whole remaining amount of € 23.813,00 should be refunded to Wikimedia Deutschland itself. --WMI Board & Staff (talk) 11:41, 19 June 2013 (UTC)

Evaluation survey results (preliminary)

The evaluation survey has been sent out on June, 17th. To date 35 answers has been received. Given the low number of feedback we are planning a couple of reminder following this calendar:

• Friday, July 19th - first reminder
• Friday, July 26th - second reminder
• Friday, August 2nd - closing and complete data analysis
• Friday, August 20th - final results

Here we present some preliminary results derived from the answer collected.

Participants by number of times they attended

From this graph we see that at least 15 participants where first-time participants. These results are ecounraging towards the goal of the event to involve a broader audience among the people in the Wikimedia movement. More granular analysis of the data show that this first time-participants where mostly chapter volunteers (6), followed by thematic organisation and perspective chapters members (4) and chapter staff (4).

Conference ratings

This graph shows the ratings received by the conference as overall rating, over its contents and the conference program. This preliminary data show that most participants has been satisfied with the conference.

WMConf least liked

The answer collected from this question were manually categorised. These data, although preliminary, shows what was already pointed out in the reported, the biggest concerns regards the last-minute changes to the program leading to some organisational problem for the team and the participants. The other main concern regarded the logistics, mainly the fact that the participants were spread over several hotels/hostels.

WMConf Most liked

The answer collected from this question were manually categorised. In general the most liked opportunities offered from the Wikimedia Conference have been the possibility to meet members from other chapters and know each other followed by the possibility to share ideas and best practices. Many participants have welcomed the good atmosphere and the inclusive environment at the Conference, also the location (the city of Milan) and the Italian food were appreciated.