Grants talk:Project/Rapid/Wikipedia at Europride Stockholm

Costs

Expenses seem low, but only after I mentally converted them to USD. It may be an idea to add USD estimates in brackets for casual international readers. --Fæ (talk) 16:37, 25 April 2018 (UTC)

Hello Fæ, the expenses are about the same we had in Madrid that is why I calculated them in this way. It was said to state them in the currency of the country, that is why I converted them into SKE.--Sparrow (麻雀) 🐧 11:16, 19 May 2018 (UTC)

Questions from WMF

Hello Sparrow!

I'm helping out with Rapid Grants for a few days, and here are a few remarks/questions from me.

Looking at the Madrid Worldpride grant and its report, I see that this event has yielded good results. I find it great that you ahvhavee been in contact with WMDE and especially WMSE, as they can provide local advice and support. I would be looking forward to both involving people who had been working with you last year but also really looking at involving new participants so we widen the network on these questions and themes. Thank you for your work in proposing this grant request. Here are three questions from me:

Currency

I understand that you've been asked to state the budget in currency of the country where the event happens, but which currency are you looking to get reimbursed in the end? Delphine (WMF) (talk) 07:05, 24 May 2018 (UTC)

Hello Delphine (WMF), last year I did receive the grant beforehand and didn't have to spent my private money and have the expenses reimbursed afterwards. I hope this process will have the same order this year?

Budget

• From the budget, it is not clear to me what the 9000 SEK flight costs are for. How many people will be flying and from where to where? Delphine (WMF) (talk) 07:05, 24 May 2018 (UTC)
• As a way to better understand the total scope of the event, could you provide a complete budget (including things that might be covered by other funding sources) so we can understand the exact amount of resources leading to those results? For example your budget does not list accommodation and it is not clear how this will be taken care of. Thanks! Delphine (WMF) (talk) 07:05, 24 May 2018 (UTC)

Hello Delphine (WMF), the total budget for Madrid were about 2.500 Euros. 950 Euros were spent on accommodation (simple with breakfast), the rest spent for lunch and dinner and small expenses. The overall costs for the project won't be higher this year. Madrid and Stockholm are comparable in their expenses. The flight reimbursement cost last year was mainly for people from outside the EU and people who's chapters didn't want to reimburse flights costs. Those were one participant from Kyrgyzstan, one from Russia and one from Ukraine as well as one from Poland. This year however we wanted to mainly encourage participants from Europe to come to keep flight costs low. This would be the case for two or three participants from Poland, one participants from St. Petersburg (Russia) - close to Stockholm but still outside EU with visa costs. Last year I had the amount transferred to my account in Euros and transferred the money to the participants account in their currency. This means that there will also be fees for currency conversion unfortunately. Each flight of participants from outside EU was about 300 Euros, and flights from Poland were 150 Euros. I didn't ask people to book flights before having a grant approval so I can't tell you with 100 % certainty how the flight costs will be distributed among participants. But overall I think about 900 Euros for flight costs would be a realistic amount. That I converted to about 9.000 SEK. Everything will really be very similar to the event in Madrid. So the expectations of how the budget will be spent can be drawn from how the money was spent in Madrid. If you have any further questions please don't hesitate to ask. Thank you for your work. --Sparrow (麻雀) 🐧 15:34, 24 May 2018 (UTC) The other two coordinators already edited the event page: https://meta.wikimedia.org/wiki/Wikipedia_for_Peace_Stockholm_Europride. One of them is the co-coordinator of the Wikipedia for peace project. He studied at Upsala university and is fluent in English and very experienced in event coordination as he was the president of the Austrian chapter of a youth exchange organisation. The other co-coordinator is a participant from the event in Madrid from Spain. He is an expert in the lgbt field and helped a lot with the writing process in Madrid. Therefore I asked him to help with this program as I think he will be very helpful in Stockholm as well. We also have a board on fabricator for the project: https://phabricator.wikimedia.org/project/view/3384/ Best, --Sparrow (麻雀) 🐧 15:34, 24 May 2018 (UTC) About the accommodation we discussed that it would be provided by European Wikimedia Chapters and doesn't have to be covered by the rapid grant. I was in a hurry today and didn't reply to that part of the question.--Sparrow (麻雀) 🐧 19:01, 24 May 2018 (UTC)

Approval

Hello Sparrow, thank you for providing such a detailed response to Delphine's questions. I am approving your grant request. Best regards, WJifar (WMF) (talk) 01:25, 25 May 2018 (UTC)

Final expenses

Hello everyone,

we had a great time in Stockholm. Output wise we probably reached more than in Madrid. We have 80 new articles. And a lot of high quality pictures. Both can be found on our results page.

The final budget is as far as I calculated it now a little different from what we had initially planned: 3 x 115,4 Euros for accommodation = 346,2 Euro in total. (For the Tunesians participant, whose User group couldn't pay for him. For the Spanish participant because WMES doesn't have extra funds that they can allocate this year, for the participant from Poland as the chapter didn't want to pay for her). For food I've gathered receipts for 647,42 Euros after I subtracted the lumbsum WMDE gave me and my friend for food. For the flights of the Spanish and Polish particpants 513,45 Euros in total.

This means that by now there would be money left. I still have to wait to get the calculation of all the banking fees I had to pay because I used my card in a different currency and outside of Germany. Other than that we would probably pay the Visa costs for the participant from Tunesia and Kyrgysztan with the amount that is left and then we'll have used the whole budget.

Please tell me if there are any questions.

Do I need to send in the bank statement for each time I paid with the credit card?+

Thank you very much for funding this event.

Best--Sparrow (麻雀) 🐧 07:24, 7 August 2018 (UTC)

I'd like to add 22,5 Euros in bank fees for the currency conversion etc. of the grant. Also 27,95 Euros for an accommodation for Houssem Abida from the 6th to th 7th. As other flights were too expensive a flight for the 3rd was booked for him. That flight was delayed so he arrived on the 4th. His return flight was for the 7th. As he came such a long way from Tunesia, I would just like to pay for that night for him as well. Houssems Visa was about 100 Euros. We'd like to cover that as well. Please tell us, if that would be OK with you. @Delphine (WMF): @WJifar (WMF):--Sparrow (麻雀) 🐧 17:58, 8 August 2018 (UTC)