Grants:PEG/WM PH/Philippine WikiCon 2013

Funded

This submission to the Wikimedia Foundation Grants Program was funded in the fiscal year 2012-13. This is a grant to an organization.

IMPORTANT: Please do not make changes to this page now. They will be reverted.

This project has been funded, completed, and a project report has been reviewed and accepted by WMF Staff.
To review a list of other funded submissions by fiscal year, please visit the Requests subpage, and to review the WMF Grants Program criteria for funding please visit the Grants:Index.

Basic information

Grant details

Project details

Official project name: Philippine WikiConference 2013
Project start date (include month, day, and year): May 27, 2013
Project completion date (include month, day, and year): July 31, 2013
Please describe the project in 1–2 sentences: The Chapter would be holding the 3rd Philippine WikiConference and the 4th Annual Meeting of the members of Wikimedia Philippines back-to-back.

Financial details

Currency requested: Philippine pesos (PHP/₱)
Amount requested in currency requested: ₱ 410,000
Equivalent amount in US$ on the date of this submission: $ 10,250
: ₱40≈$1 (based on National Statistical Coordination Board)

Grantee details

See the eligibility requirements for more information.

Are you an organization, an individual, or an individual submitting on behalf of a group?

Organization

Are you a for-profit entity?

No

Are you able to provide local proof of nonprofit status within your country?

Yes

Does your organization currently employ any fulltime or part-time staff or contractors?

No

If you answered YES, please indicate how many. You may use fractions or percentages for part-time staff if appropriate.

N/A

If yes, please provide a list of their job functions, or a link to your organization's staff page, if it lists all employees and contractors employed or engaged by your organization.

N/A

Contact information

Primary contact name: Eugene Villar
Primary contact username or email: eugene at wikimedia dot org dot ph
Primary contact title (position within the organization): President

If this project will be executed by someone other than the primary contact for your organization, please list that person's details here:

Project lead name: Emmanuel Ramirez
Project lead username or email: emman dot ramirez at wikimedia dot org dot ph
Project lead title (position), if any: Board Member

Goals and measures of success

Project goal

Please briefly describe what will be accomplished if the project is successful.

Project goal

The WikiConference aims to discuss topics and issues in Wikipedia especially the growth of Philippine language Wikipedias and other Wikimedia projects, with a focus this year on MediaWiki and Wikimedia Commons.
The Annual Meeting aims to gather members of Wikimedia Philippines, where they can be briefed about the Chapter's activities for the past year and briefed about new initiatives and upcoming projects where they can take part and volunteer, also decide on matters brought before them as required by law.

Measures of success

Measures of success

This project will be considered a success if:

if it is attended by 70 participants, with 30 provincial participants
if it is able to conduct the first MediaWiki training in the Philippines participated by at least 10 developers.
if the first gathering of "Philippine Wikimedia Communities" (which Wikimedia communities recognized by the Chapter to promote Wikimedia projects in their respective language) formulates at least three projects to be implemented by their respective communities.
if the feedback of the participants would be generally positive.

Project scope and activities

List of activities

A registration of participants will be rolled out, the month leading to the date of the WikiConference. At the same time, scholarship applications would also be cascaded. They should at least meet one of the following criteria:
- A member of the Chapter for at least one year and is regular (paying) member
- English Wikipedia: at least 500 edits
- Tagalog, Cebuano, Waray-Waray, Kapampangan, Ilokano, Pangasinan, Chavacano, Bikolano Wikipedia: at least 100 edits
- Officer/Board Member of the Chapter
- Coordinator of a Philippine Wikimedia Community
- Any participant who is involved in relevant non-Wikimedia activities will be encouraged to apply also for a participation grant. Their applications will be evaluated based on the potential contributions that their off-Wikimedia activities can benefit WMPH and the Wikimedia movement. Details and references for such activities may be needed.

In addition, a condition that participants should be seen attending the activities of the WikiConference and the Annual General Meeting will be set.

Final program would be made available on May 25.
Notice of Annual Meeting to be sent by June 3.
Release of list of successful scholarship applicants by June 3.
Preparations and program planning are actually underway and will continue until a day before the event which is on June 15.
Documentation, feedback and evaluation period from June 17 to July 15.

Budget and resources

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

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

Project budget table

Number	Category	Item description	Unit	Number of units	Cost per unit	Total cost	Currency	Notes
1	Venue	Conference rooms	package	−	−	₱45,000 ($1,125)	PHP	The WikiCon is planned to be held at WSI Corporate Center, located within the financial district of Makati where the office of the chapter is. The chapter would avail (a) multipurpose hall as its main conference area, (b) a training room for the edithon and MediaWiki training (c) two small meeting rooms.
2	Venue	Wifi Internet access	device	40	₱200 ($5)	₱8,000 ($200)	PHP	The venue issues unique logins for internet connection. The rate is good for the duration of the event.
3	Equipment	Laptop computer rental	unit	25	₱1,200 ($30)	₱30,000 ($750)	PHP	Laptop computers would be setup in the training room where the edithon and MediaWiki training would be conducted.
4	Equipment	LCD Projector rental	unit	1	₱5,000 ($125)	₱5,000 ($125)	PHP	Since the chapter owns an LCD Projector, which would be setup in the main conference area, another LCD projector would be needed at the training room as specified in item #2.
5	Equipment	Two-way radios rental	unit	4	₱600 ($15)	₱2,400 ($60)	PHP	The main conference area and training rooms and meeting rooms are located on different floors of the building (4th and 7th floors), a two-way radio would be used to communicate effectively between the facilitators and organizers to ensure smooth coordination during the event.
6	Office supplies	Assorted supplies	−	−	−	₱2,500 ($62.50)	PHP	This would be used for various supplies that would be needed during the conference and annual meeting but may also include photocopying and lamination expenses.
7	Office supplies	Toner	pc	1	₱1,800 ($45)	₱1,800 ($45)	PHP	Similar to the 2012 Wikiconference, it was necessary to print several documents and have them photocopied if identical.
8	Courier	Express mail	mail	25	₱180 ($4.50)	₱4,500 ($112.50)	PHP	Invitations to the Annual Meeting, which is required by law to be done by the organization, would now be sent by e-mail. Provisions for sending the invitation by express mail delivery (with a return envelop for their proxy form if they would be designating a proxy) if ever their e-mail invitations would bounce.
9	Tax	Documentary stamp taxes for proxy forms	pc	20	₱15 ($0.38)	₱300 ($7.50)	PHP	Since the conference would be followed by the annual meeting, it can be expected that some members may not be able to participate and may issue proxy forms. Under the Philippine Internal Revenue Code, proxy forms should be affixed by documentary stamp tax, before they are accepted as legal instruments[1].
10	Food	Lunch, snacks, dinner, beverages	pax	80	₱500 ($12.50)	₱40,000 ($1,000)	PHP	In 2012, 74 participants were present. The chapter is expecting around the same number of participants in this year's conference and annual meeting. Since the event will run a whole day from 9am to 6pm, provisions would be made to serve lunch, snacks would be made, plus and dinner during the socials.
11	Allowance/Honoraria	Facilitators	package	–	–	₱10,000 ($250)	PHP	The chapter has been assisted since May 2012 by a group of theater students from the Polytechnic University of the Philippines, in reviewing the overall plan of Wiki Loves Monuments events and the 2012 WikiConference. Since their field of study delves in production, their assistance and contributions have been indispensable in ensuring a smooth running and implementation of events. The chapter has requested that they also provide manpower to help setup, prepare and pack-up after the event. This amount would be provided for the whole group regardless of the number of students/volunteers they would be providing.
12	Scholarships	Fare (Metro Manila)	pax	10	₱200 ($5)	₱2,000 ($50)	PHP	This scholarship is reserved for Metro Manila participants. Please note, number of scholarships to be granted may be increased as long as the allocations for items #12, 13, 14 would allow.
13	Scholarships	Fare (Regions around Manila)	pax	5	₱1,200 ($30)	₱6,000 ($150)	PHP	The scholarship is reserved from participants from CALABARZON, Central Luzon, Pangasinan where the chapter has members. Please note, number of scholarships to be granted may be increased as long as the allocations for items #12, 13, 14 would allow.
14	Scholarships	Fare (Bicol, Visayas and Mindanao)	pax	15	₱7,000 ($175)	₱105,000 ($2,625)	PHP	The scholarship is reserved from participants from Bicol, Visayas and Mindanao where the chapter has members. Please note, number of scholarships to be granted may be increased as long as the allocations for items #12, 13, 14 would allow.
15	Scholarships	Accommodation	pax	20	₱3,000 ($75)	₱60,000 ($1,500)	PHP	A two-night accommodation may be provided as part of the scholarship for non-Metro Manila residents.
16	Organizing team	Accommodation	pax	15	₱1,500 ($37.50)	₱22,500 ($562.50)	PHP	The organizing team would be provided a two-night accommodation, while the needed manpower that would help setup and prepare the venue, on the day of the conference would be provided an overnight accommodation
17	Organizing team	Preparation and meeting expenses	–	–	–	₱15,000 ($375)	PHP	This amount includes transportation, food and other incidentals that comes with preparing for the event and evaluating after the event.
18	Souvenirs	Umbrellas	pc	100	₱180 ($4.50)	₱18,000 ($450)	PHP	The umbrella would have the Wikipedia logo and would be distributed to members and participants of the event. Compared to the Wikipedia printed cloth bags, round folding fans and ID lanyards distributed last year, umbrellas would likely be used more frequently and thus increasing visibility of Wikipedia in the country, especially June is at the onset of the rainy season in the country which lasts for 6 months.
19	Promotional materials	Shirts	pc	100	₱200 ($5)	₱20,000 ($500)	PHP	Wikipedia shirts
20	Promotional materials	Notepad	100's	50	₱100 ($2.50)	₱5,000 ($125)	PHP	Sheets of notepads would be available during the event, should participants request them. The notepad would have the Wikipedia logo. The chapter still has pens that would also be available for the conference.
21	Promotional materials	Tarpaulin/Board	–	–	–	₱2,000 ($50)	PHP	Event tarpaulin or program board
22	Contingency	Unexpected necessary expenses	–	–	–	₱5,000 ($125)	PHP	Standby fund for any unprogrammed expense that was not anticipated at the time of the submission of the grant.

Total cost of project: ₱ 410,000 ($10,250)

Total amount requested from the WMF Grants Program: ₱ 410,000 ($10,250)

Additional sources of revenue that may fund part of this project, and amounts funded: N/A

Non-financial requirements

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

Requests for non-financial assistance: Video message from WMF.

Resources

Resources: The Chapter has conducted the first back-to-back WikiConference and Annual Meeting in 2012, please see the project report here. The organizing team back then only had a month to prepare, this year the organizing team has already worked on several details of the conference and annual meeting and scouted the venue. It also took note of several lessons learned in the previous year's edition. The entire Board would be involved as three planning meetings have been held and tasks have been delegated. A venue has been targeted which will cater to the two tracks of the WikiConference.
Team Members: Roel Balingit, assistant project lead, lead documentor; Paolo Barazon, Scholarships and registration coordinator; Eugene Villar, Annual meeting facilitator; Butch Bustria and Tristan San Andres, MediaWiki facilitators; Josh Lim, conference topics coordinator

Impact

In the sections below, please describe how the project is related to the Wikimedia mission and Wikimedia's strategic priorities.

Fit to strategy

How will this project support the key organizational objectives of

WMPH membership as of May 3, 2013

This statement should address at least one of the strategic priorities listed here specifically. See WMF Grants Program criteria for decisionmaking.

Participation and Reach. Since the 2012 WikiConference the Chapter, through its Vice President Butch Bustria has been promoting the potentials of the Wikimedia projects in areas outside Metro Manila, which is a Tagalog-speaking region. Back then only a Bikolano language-based community has been organized. The 2012 conference had participants from Pampanga province (90 kms N of Manila), which is the center of the Kapampangan language, they had then expressed their desire in organizing after seeing the potential of enriching their language through the Wikimedia projects. To this date, two other communities had been organized in Eastern Visayas, which is home to the Waray-Waray language and Pangasinan, home to the language of the same name. The recognition of a Kapampangan community is already under deliberation in the Board of the Chapter which is certain to approve it, furthering the reach of the chapter and decentralizing its activity initiatives. The WikiConference in 2012 was an opportunity to interact with members of the "Bikol Wikimedia Community" which implemented two projects in 2012. With the gathering of the communities and other members we could definitely provide an opportunity to encourage members to initiate their own activities.
Since the 2012 WikiConference, the Chapter has welcomed 32 new members. Please see the chapter's membership growth.
Organizational maturity. Three years since the chapter was founded in 2010, the terms of the original incorporating members of the Chapter will expire, and will pave the way for elections that may see them reelected or replaced by new members. A smooth transition prove that the Chapter has greatly matured from its rough beginnings when it was practically scrambling how to organize themselves.

Benefits

If the project will benefit a specific online community, please tell us.: The WikiConference would have a workshop for MediaWiki and well as discussions about the Tagalog Wikipedia.

Please provide a brief statement about how the project is related to other work in the Wikimedia movement. For example, does the project fit into a work area such as GLAM, education, organizational development, editor retention, or outreach?: This WikiConference would be focused on editor retention and outreach as it attempts to open discussions about several inconsistent language and translation policies hounding the Tagalog Wikipedia. These policies have caused certain editors to abandon contributing to the language project out of frustration.

The MediaWiki workshop would be the first in the country which is planned to be followed by other workshops through out the year. The chapter has had the opportunity to send a participant to the Berlin Hackathon 2012 and by the end May another member would participate in the Amsterdam Hackathon.

The Annual Meeting of the chapter is part of organizational development as there would be measures that have to be concurred by the membership in order to update its structure. Such changes are required by law to be decided by the membership. The terms of the original Board members (7 members) of Wikimedia Philippines would be expiring and elections would be held to fill seven of the nine seats of the Board as provided in the Chapter's by-laws.

If successful, will the project have the potential to be replicated successfully by other individuals, groups, or organizations? Please explain how in 1–2 sentences.: The back-to-back set-up of the WikiConference and the Chapter's annual meeting that began in 2012 has since been replicated by other chapters.

Please list other benefits to the movement here.: This would be an opportunity to keep in touch with members and solicit their help in carrying out projects laid out for the year, and report to them the success of the previous year's projects.