Grants talk:PEG/WM DE/Wikimedia Conference 2015

A decision has been made on this grant. Comments are still welcome on this page.

GAC members who support this request

1. I support this request in general but I don't agree with FTE manager for a half of the year - I still don't understand what will be the tasks that would require such an involvement and why it couldn't be done in a more efficient and cheaper way rubin16 (talk) 19:40, 6 March 2015 (UTC)
2. I support this request. --Hasive • talk • 09:33, 8 March 2015 (UTC)

GAC members who abstain from voting/comment

1. I am in Program Committee of this conference. Polimerek (talk) 10:47, 7 March 2015 (UTC)

GAC comments

budgeting

Hi, guys! The project is quite complex, so, excuse me for not sending all question at one attempt; probably, I'll add some others later. rubin16 (talk) 16:29, 28 February 2015 (UTC)

• conference venue: have you looked for any opportunity of partnership with some organizations that could provide you with free facilities? rubin16 (talk) 16:29, 28 February 2015 (UTC)

Dear rubin16, of course we are always looking for the most cost-saving options. In regard to the dates, room requirements, technical needs and service level, it is unrealistic to find a better offer.

It is important to note that we only started with the location scouting in January (as we only decided to host the conference back then). At this time, the event dates have already been scheduled from May 14 to 17. In view of the fact that May is one of the most important event months in Berlin, it was challenging to find an appropriate location within such a short lead time. In this regard, we are very glad that Tagesspiegel still has the capacity.

Although they have generally raised their prices, we were offered once again the very low price of last year. Thus, Tagesspiegel committed themselves again to a partial location sponsoring.

We as the organizers and the participants were very satisfied with the collaboration with and the service at Tagesspiegel last year (see report on feedback evaluation). Comparing with other venue offers, their offer and prices are unbeatable. Other locations would ask for twice until up to five times the price for the same service.

Please also be informed that the venue is in walking distance to the WMDE office, where we will offer dinner snacks in the evenings. Thus, we are able to offer a convenient all round package for the participants.

Daniela Gentner (WMDE) (talk) 15:35, 3 March 2015 (UTC)

• facilitators: how many people will you need? rubin16 (talk) 16:29, 28 February 2015 (UTC)

Based on our experience from the previous years, we are again hiring two facilitators. They will not only be responsible for facilitating the sessions during the conference, but also support the program team throughout the whole process of creating a decent and outcome focussed agenda.

Daniela Gentner (WMDE) (talk) 15:50, 3 March 2015 (UTC)

• full-time employed project manager: what tasks will that person have? From my point of view, the main work will be performed by coordinator, why do you also need a manager? Are you really sure that manager will be busy at 8 hours a day, 4 weeks a month, 6 months? rubin16 (talk) 16:29, 28 February 2015 (UTC)

Having tracked the time spent of WMDE’s event team on the organization of last year’s Wikimedia Conference, we came to the result of a 6 months FTE.

You can find a detailed list and description of the tasks of the Event Coordinator in the grant proposal (main activities: conference communication, cost management, coordinating and organizing the conference’ venue and catering vendors, participants’ management, coordinating and organizing accommodation, planning and preparing social activities, coordinate and organize fringe events, volunteer management). In general, the Event Coordinator is responsible for all logistical matters and the Program and Engagement Coordinator (see Meta page for more details) for content related matters.

Daniela Gentner (WMDE) (talk) 15:50, 3 March 2015 (UTC)

measures of success

It's nice to see challenging targets in percents, but what is the absolute amount of attendees that you expect? I see 150 in budget but who knows... It would be a good target itself, too. rubin16 (talk) 16:29, 28 February 2015 (UTC)

Having defined the eligibility criteria and received an overview of eligible chapters, thematic organizations and user groups by WMF, we were able to estimate the amount of attendees. In view of the eligibility criteria, we can assume that it will not be more than 150 participants. Moreover, based on the experience from the last years, we think that 150 persons is a realistic number. Since we allow only a certain number per entity to participate, the number of participants cannot be a target itself.

Daniela Gentner (WMDE) (talk) 15:38, 3 March 2015 (UTC)

prior year conference report

Is it available somewhere? My quick search wasn't successful rubin16 (talk) 09:55, 1 March 2015 (UTC)

I also agree, I'd like to see a report about 2014, but all I found was this: link to costs Alleycat80 (talk) 06:41, 3 March 2015 (UTC)

Dear rubin16 and Alleycat80, please find the report here: https://meta.wikimedia.org/wiki/Grants:PEG/WM_DE/Wikimedia_Conference_2014/Report

Daniela Gentner (WMDE) (talk) 15:53, 3 March 2015 (UTC)