Grants talk:Programs/Wikimedia Community Fund/Conference Fund/1st ESEAP Public Policy Network Meetup

Feedback on the 1st ESEAP Public Policy Network Meetup Proposal

Hi Athikhun,

Thank you for submitting the proposal for the 1st ESEAP Public Policy Network Meetup. Public policy is an important and underexplored area within the ESEAP region, and I recognize the value of strengthening community engagement in this space.

However, while the proposal presents a compelling case for convening discussions on public policy, there are key concerns regarding timing, sustainability, and alignment with existing regional structures that should be addressed before moving forward with an independent in-person event.

Below are our observations and recommendations based on a thorough review—this feedback includes thoughts from my colleagues and myself.

Key Areas for Improvement

1. Need for a More Established Foundation Before an In-Person Convening

While public policy is a relevant and timely issue, discussions among ESEAP affiliates are still very limited. The idea of launching a Public Policy Network seems premature given the lack of structured engagement so far.

• The first discussion about creating the network only took place in November 2024, and beyond this, there have been no documented online meetings or sustained engagement. There is no strong justification for why the next step should be an in-person gathering.
• It was pointed out that many previous initiatives struggled with sustainability because volunteers did not consistently attend online meetings. If engagement remains low in a virtual setting, there is little evidence to suggest that an in-person meeting would create lasting impact.
• Before committing to a full-scale meetup, the initiative should first focus on building a foundation through regular and sustained online discussions. This would ensure that an in-person event is based on demonstrated interest and engagement rather than a top-down decision.

2. Sustainability and Risks of a Standalone Event

A key challenge is ensuring the long-term viability of this initiative beyond a single event.

• Volunteer burnout and limited capacity: Organizers and affiliates are already stretched across multiple commitments, both within Wikimedia (ESEAP Strategy Summit COT, ESEAP Preparatory Council, local affiliate obligations) as well as beyond Wikimedia (professional obligations). This creates a high risk of volunteer exhaustion.
• A one-time event with no long-term structure: Without an established foundation, this meetup risks becoming an isolated effort rather than a sustained initiative.
• Overlap with existing structures: The proposal risks duplicating efforts already underway within the ESEAP Hub, which has broader regional coordination goals. Instead of creating a separate structure, it would be more effective to integrate this initiative into the ESEAP Hub pilot to ensure dedicated support and continuity.
• Financial constraints: Given the limited funding available this cycle, prioritizing a separate, in-person event over initiatives with demonstrated sustainability does not seem justifiable.

3. Alternative Approach: Integration into the ESEAP Strategy Summit & ESEAP Hub

Rather than organizing a standalone meetup, a more strategic approach would be:

• Embedding public policy discussions within the ESEAP Strategy Summit, where there is already an existing framework and resources to support meaningful engagement. This mitigates financial and logistical risks while ensuring that discussions are grounded in a broader regional movement-building process. I could imagine reserving a half day (as a separate track e.g.) within the Summit's program.
• Leveraging the ESEAP Hub structure to provide long-term support for the initiative. If the ESEAP Hub grant is funded, it will have a dedicated staff member who can facilitate and sustain public policy efforts. This would reduce reliance on overburdened volunteers and create a more sustainable model.
• Focusing on substantive policy work rather than governance discussions. The proposal mentions that the survey identified a need to define the “organizational structure” of the Public Policy Network. However, I am afraid there is a risk that this could lead to an emphasis on governance and administration rather than actual policy work. We have seen similar challenges with the ESEAP Hub, where governance discussions took precedence over programmatic activities. Ensuring that efforts are directed toward concrete policy initiatives would be more beneficial.

Conclusion & Recommendation

Given these concerns, we strongly recommend revisiting the approach by:

1. Establishing a stronger foundation through regular online discussions and engagement.
2. Integrating public policy discussions into the ESEAP Strategy Summit instead of hosting a separate event.
3. Leveraging the ESEAP Hub for long-term sustainability and support.

If you decide to proceed with the proposal as it stands, please note that is has a negative funding outlook and is therefore unlikely to be approved due to these outstanding concerns. In case you would like to work on the proposal, please resubmit your proposal by March 3 (the proposal is open to be edited on Fluxx).

Best regards, --Cornelius Kibelka (WMF) (talk to me) 00:32, 25 February 2025 (UTC) (with valuable input from my colleagues)