Grants:Conference/QW22/QW2022

statusdraft

Conference & Event Grant

WMLGBT+/Queering Wikipedia 2022

Deliver a global conference supporting LGBTQ+ groups, allies and individuals to share and document experiences using Wikimedia projects and build a more integrated Wikimedia LGBT+ social community.

targetAll projects in all languages.

strategic priorityImproving Quality

event dates3 days in October 2022

amount89,450

typeorganization

nonprofitYes

creator• QW22

contact• qw2022wmlgbt.org• claudia.garadwikimedia.at

organization• WMLGBT+ user group

website• https://wmlgbt.org

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Friendly space expectations

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Purpose and vision

The Queering Wikipedia conference is focused on movement growth and innovation and provides 3 conference days to bring together our global LGBTQ+ community in a variety of events to discuss ideas and share opportunities to improve open knowledge about and for LGBTQ+ content within the Wikimedia movement. This is both a thematic event promoting reliable open knowledge about and for all LGBTQ+ communities and a growth event focusing on capabilities, capacity, diversity and the representative authority of the Wikimedia LGBT+ User Group for all Wikimedia language projects.

The conference supports our volunteers and allies to work together to identify and build new capacities in our network, better to support each other and educate everyone in our Wikimedia family on best practices when sharing LGBTQ+ culture, history, and to ensure a welcoming environment for volunteers and readers on all our projects.

For more detail refer to Purpose and vision.

Please give a brief description of the event you are planning. What do you hope to accomplish during the event? Why is this event important for your community?

The strategic goals and deliverables are:

1. To deliver a conference for LGBTQ+ groups, allies and individuals to share and document experiences using Wikimedia projects
2. To recognize and document LGBTQ+ gaps, case studies and needs across Wikimedia projects
3. To expand and consolidate the Wikimedia LGBTQ+ network of stakeholders
4. To prioritise improvements for LGBTQ+ inclusion and safe access on Wikimedia projects especially for emerging communities
5. To develop the capacity of the Wikimedia LGBT+ user group and networks
6. To build a more integrated Wikimedia LGBT+ social community through discussion and fun
7. To experience using a global, multilingual and mixed virtual/physical safe environment

Do you consider this to be a Regional; Thematic or Growth event? You can read more about each category here.

QW2022 is a thematic and growth event. For the majority of attendees the themes of Wikimedia project LGBTQ content and LGBTQ related policies will be the focus, however the theme of ongoing Wikimedia LGBTQ capacity and community building will be a key deliverable.

See Audiences and scale for more information on how the different tracks for the conference are envisioned.

Is it a Remote, or in-person event?

The conference is available as a virtual event due to the necessary restrictions and risks during the Covid-19 pandemic. There is no international travel planned to deliver the event, however the plan includes local travel to enable local "node" meetings to enable active participation in the global conference by communities that will benefit from sharing high quality video connections and in-person support.

For more details on the balance between local events and the global virtual conference, refer to Pandemic risks and travel and Nodes.

Important details

Use the results from the community engagement survey to fill in the table below. Since you cannot cover all topics or meet all needs at one event, prioritisation is important. Please rank the priority of each topic, skill, project or problem as high, medium or low. Finally, please answer the questions in the table below, if any of the questions are not relevant leave it blank.

Survey analysis:

1. How many people did you send the survey to? How many people responded to the survey?
   • The survey was promoted on the English Wikipedia LGBT studies noticeboard, the Wikimedia Commons village pump, WMLGBT+ user group telegram discussions (130 members), the LGBT Wikimedia mailing list and the WMLGBT+ twitter account (37,000 followers).
   • There were 18 responses to the survey.
2. Did you see consensus around shared goals that this community wants to focus on in the next 12 months? What were the top 2 goals?
3. Based on survey responses, what are the most important things your community should do at the conference to achieve those goals?

It is helpful to get an understanding of why this event is important to your community, and what experiences you have had in the past. Please answer the applicable questions below.

1. What inspired your community to begin planning this event?

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2. How does this event relate to other activities that your community is working on?

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3. Do you have any Thematic or Regional committee or group? (Such as WISCom, CEE, Iberocoop, etc).

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1. Do you have any proposed venue for the event? If so, please share details (such as: how far is it from the airport or transportation hub; how close is it to the hotel, do you anticipate any challenges with using the space for the event you are planning?)

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2. Is the event venue and hotel accessible for people with physical disabilities?

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3. Are you planning to outsource some of the services? For example - a travel agency, an event production service?

Please link to the friendly space policy that your community will be using for this event.

• QW2022/Friendly Space

It is crucial that most participants have a minimum level of Wikimedia experience so that they can engage actively in workshops and discussions. Please answer all applicable questions below.

1. Please describe the target audience for this conference or event.

The event is structured to have three main different types of audience, each with different needs and planned outcomes:

A: Estimated 300: different viewing or participating members of the public likely to be members of the wider LGBTQ+ community and allies

B: Estimated 120: Wikimedia volunteers and open knowledge partners contributing to events and learning from them

C: Estimated 50: Wikimedia LGBTQ+ current participants with interests in helping LGBTQ+ related initiatives or open knowledge

For more information on the breakdown of the target audience, refer to Audiences and scale.

2. If your conference has an outreach component to also target non-wikimedian individuals or mission aligned institutions, can you explain your intention for this outreach (for example: how will you ensure engagement with these participants after the conference, and what impact do you see them having on the projects)?

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3. Are you thinking about collaborating with potential partners? Such as national; educational or thematic groups and organizations? If so, will this partnership be a financial one (such as sponsorship), or a visionary one (to collaborate in regards to the content of the event)? Please share some details if you have any.

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4. In which ways can Wikimedia Foundation staff support your event onsite? If you would like support, please list the different capacities in which we can support, or describe how you would like Wikimedia Foundation staff to be involved in the event. (Some examples of Wikimedia Foundation support or involvement might be: for outreach and communication efforts; to lead specific sessions; for legal or safety reasons, etc).

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1. How many scholarships would you like to offer and what expenses will the scholarship cover?

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2. How will scholarship recipients be selected?

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3. Do you plan to target or prioritize specific communities or participants?

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4. How will you insure diversity and inclusion in your scholarship process?

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Describe the resource potential for successfully executing this project and the key risks/threats.

Organizing team

Examples of risks, along with how you would minimize or overcome them, are:

• Skill gaps in project leadership team (e.g. no financial management experience)
• Components of the measurement process that are hard to quantify

Examples of how to minimize these risks include:

• Recruiting volunteers with desired skills to project leadership team.
• Working with the Wikimedia Foundation Learning & Evaluation Team to develop an appropriate measurement and evaluation plan.

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

All past proposals can be found here, you can use these for inspiration and reference but you are required to do your own local research and come up with your own budget numbers. Keep in mind that each event is different, has local context and needs, and there is not a one-size-fits all for our communities events. While making decisions on what to fund we will consider the local context and community needs for each event.

Event budget table

An explanation and justification of each budget line in the summary below can be found at Budget.

Total cost of event

89,450 USD

Total amount requested from the Conference and Event Grants program

89,450 USD

Additional sources of revenue that may fund part of this event, and amounts funded

None, however partnering affiliates such as WMAT, will support with additional employee time outside of the direct conference budget.

Please confirm that you are aware that changes to the approved budget beyond 10% in any category must be approved in advance.

Yes.

Do you think this project should be selected for a Conference Grant? Please add your name and rationale for endorsing this project in the list below. Other feedback, questions or concerns from community members are also highly valued, but please post them on the talk page of this proposal.