Grants talk:Project/Rapid/Clementine Nyirahabihirwe/Rwanda Movement Strategy Discussions

Follow-up questions

Dear Clementine, thank you so much for applying for a movement strategy rapid grant to organize an event in Rwanda - the first ever Wikimedia strategy event, as I understand from your application. This is exciting! It is great to see continued engagement following the East Africa Strategy Summit 2019 in the region and we look forward to hearing your further input and engagement in the process.

We have reviewed the grant application and I have some follow-up questions regarding this:

• I would like to understand better what is the plan for the event. How will you distribute the activities between planned offline event and online events? What is the planned agenda? What are the topic areas you plan to cover? What will be the balance between informing participants about the movement strategy recommendations and actual prioritization workshop?
• In relation to this I would like to better understand the facilitation plan to have full clarity regarding this. Who will be facilitating the meeting? How are you coping with different facilitation needs for offline and online events? How have you calculated the working hours and compensation for the facilitation?
• It is great to see a clear documentation plan. I presume that the calculation for the documentation costs is the same as for the facilitation, but I would like you to confirm.
• It is great to see the translation efforts to Kinyarwanda. I would like to understand better the scope of the translations - what documents do you plan to translate?
• Unfortunately we were not able to review the grant in time to fund it for the proposed dates. Would you be able to adjust the dates of the meetings? We have extended the deadline of accepting the local priorities to December.
• I have also questions around the budget:
  • The budget for tools and services feel slightly high. Would you be able to provide a breakdown of platform costs, social media campaign costs and then the cost for promotional materials?
  • I also feel that the planned data costs are slightly high for the regional context. What is the reason of the costs around $15 per participant?
  • For how many hours do you plan to rent the conference space?
  • Where do you expect the participants to travel from in Rwanda? How were the cost of transportation estimated?

I hope you are able to provide answers to these questions for us. As this is a hybrid grant between offline and online events, it would be really helpful to understand your plan better. I apologize for the late reply to this grant application and look forward hearing back from you and supporting the strategy discussions in Rwanda! --KVaidla (WMF) (talk) 10:19, 24 November 2020 (UTC)

Responses to follow-up questions

Dear KVaidla (WMF) (talk),

Thank you for asking those questions and below are the answers for each question.

I would like to understand better what is the plan for the event. How will you distribute the activities between planned offline event and online events? --> We are kicking off with the offline session then the online will follow. For offline session, we shall have a different physical facilitator and it will mainly focus on the recommendations. The online will be a combination of recommendations, initiatives and prioritization.

What is the planned agenda? --> -->In summary on day 1, we shall focusing on the 10 recommendations for the participants and those participants will be helpful on the day 2. More details on the agenda are available on the agenda at the bottom

What are the topic areas you plan to cover? --> The topics are highlighted in the agenda at the bottom

What will be the balance between informing participants about the movement strategy recommendations and actual prioritization workshop? --> The first offline work shop participants will be assigned to lead smaller teams online and lead those groups discussions as they will have had an opportunity to learn about the recommendations before during the offline session, and from there, everyone will be on the same page and ready to prioritize the top 3 recommendations.

In relation to this I would like to better understand the facilitation plan to have full clarity regarding this. Who will be facilitating the meeting? -->We shall have the facilitator Jadnapac for the online sessions and two facilitators for the offline sessions (Boris and Rebeccah)

How are you coping with different facilitation needs for offline and online events? --> The first 10 participants will have detailed explanation about the recommendations and during the online sessions they will be assigned (two per group) to lead group discussion with our guidance, this will create a balance and have a balance between those who were at the offline and the online sessions to later all participate on the prioritization sessions being at the same page

How have you calculated the working hours and compensation for the facilitation? It is great to see a clear documentation plan.

---> Online facilitator (3.5hrs): $100

--->Offline facilitators (6hrs): $200

I presume that the calculation for the documentation costs is the same as for the facilitation, but I would like you to confirm. Yes, that is correct.

It is great to see the translation efforts to Kinyarwanda. I would like to understand better the scope of the translations - what documents do you plan to translate? --> We will translate 2 types of documentation: The 10 recommendation (With every recommendation's explanation alone) and the list of initiatives for the recommendations. For more info, here are the links for each of the mentioned translation documentation:

https://meta.wikimedia.org/wiki/Strategy/Wikimedia_movement/2018-20/Recommendations

https://meta.wikimedia.org/wiki/Strategy/Wikimedia_movement/2018-20/Transition/List_of_Initiatives

Unfortunately we were not able to review the grant in time to fund it for the proposed dates. Would you be able to adjust the dates of the meetings? We have extended the deadline of accepting the local priorities to December. -->Yes, we have changed from 1st Dec to 22nd Dec

I have also questions around the budget: The budget for tools and services feel slightly high. Would you be able to provide a breakdown of platform costs, social media campaign costs and then the cost for promotional materials?

--> Here is the breakdown:

Poster design: $15

Medium banner: $50

Facebook Ads: $30

Airtime (calling to follow up): $25

Local radio adverts: $50

Event Photography (Records): $30

Google Meet (Free version): FREE

I also feel that the planned data costs are slightly high for the regional context. What is the reason of the costs around $15 per participant?---> There are lower 3G internet bundles but with lower quality so that is the price to have a quality 4G internet bundles that we have used which would enable participants not to feel disturbed.

For how many hours do you plan to rent the conference space?-->We shall use it for 7.5 hours but mostly the conference space renting policies here, once u take it, the whole day elapses, the other users can use for evening events.

Where do you expect the participants to travel from in Rwanda? --> They will come from all the corners of Rwanda (Kigali, South, North, East) the estimated time is like 3hrs away from Kigali.

How were the cost of transportation estimated? --->The cost was estimated at $30/person. This includes transport and meals (It has been adjusted in the proposal) we are not providing any meal.

MOVEMENT STRATEGY DISCUSSIONS AGENDA

Event Day	Topics
DAY 1	Participants check in & get to know each other
	1. What is Movement Strategy and why is it important to take part in its implementation?
	2. What are the next steps after prioritization?
	3. Introduce the Movement Strategy principles as building blocks of our movement and our work
	4. Introduction of the 10 amazing Movement Strategy recommendations
Transition
DAY 2	1. Day 1 recap and 10 recommendations explained
	2. Think about the recommendations and the work we are already doing. What are we working on that is aligned with Movement Strategy?
	3. Think about our needs and the work that we would like to be doing. Which recommendations are important for our community’s future?
	4. From the discussed recommendations, which actions (Initiatives) and changes will make a difference and respond to our needs?
	5. To work on implementing these initiatives, what human capacity and/or financial resources do we need?
	6. Prioritize the top 3 recommendation that the user group will focus
Closing and next steps	Feedback sharing & Sign out

Best regards, Cnyirahabihirwe123 (talk) 11:41, 28 November 2020 (UTC)

Approved

Dear Clementine, thank you for answering the clarifying questions and again for your application to fund a movement strategy event through a rapid grant!

We have reviewed your application and I am excited to inform you that we have decided to support the Rwanda Movement Strategy discussions in the full amount of $1,950.00, i.e. 1,904,149.17 RWF.

We hope that you will have successful conversations that will have a strong effect on building the community in Rwanda. I look forward to reading your discussion report. If you have any questions or specifications regarding the grant, don’t hesitate to reach out. Thank you for your contribution to the global movement strategy conversations! --KVaidla (WMF) (talk) 15:33, 4 December 2020 (UTC)