Grants talk:Programs/Wikimedia Community Fund/Conference Fund/Language Diversity Conference Ghana 2026

Feedback on your proposal

Dear Language Diversity Conference team,

Thank you for submitting the proposal for the Language Diversity Conference to be held in Accra. It is encouraging to see a global gathering dedicated to linguistic diversity and inclusion within the Wikimedia movement. After reviewing the proposal and budget, and considering feedback from several colleagues, I would like to share detailed observations and suggestions for your consideration.

Objectives, focus, and audience

The proposal presents a clear and timely goal: advancing linguistic diversity and inclusion within the Wikimedia ecosystem, with particular attention to indigenous and underrepresented languages. This focus directly supports Wikimedia’s commitment to knowledge equity and responds to the persistent underrepresentation of minority languages on our projects.

At the same time, several colleagues observed that the target audience is very broad, ranging from experienced Wikimedians to complete newcomers. Designing a program that simultaneously meets the needs of seasoned language contributors and those with no Wikimedia experience will be challenging. There will need to be a balance between introductory sessions (for example, how Wikimedia projects work) and advanced content (for example, AI tools, lexeme work, language technology). It would be helpful to clarify how the program will be structured to provide meaningful takeaways for both groups. Ideally, the emphasis would be on existing contributors rather than onboarding newcomers.

Another important consideration is follow-up and sustainability. Without a clear plan for post-conference engagement, the event risks being a one-off gathering. Clarifying how smaller language communities will be supported and kept engaged after the conference, through partnerships, mentoring, or continued programming, would strengthen the long-term impact.

Program design and evaluation

The proposal highlights many promising program elements. To make the most of them, I encourage the team to:

• Provide concrete workshop examples that will serve both newcomers and experienced contributors, showing how different levels of expertise will be accommodated.
• Develop a clear evaluation framework to measure outcomes beyond attendance, for example collaborations formed, new projects initiated, technical skills gained.
• Clarify how key contributors from small and underrepresented language communities will be identified and prioritized, to ensure the event remains focused on the communities most in need of support.

Given that this is the first global Language Diversity Conference, careful planning is needed to manage the wide variety of contexts and projects represented, from lexicographic work to oral culture initiatives. A well-structured program and dedicated facilitation will be critical to keep discussions focused and productive.

You are planning a fully hybrid program, which is laudable and ambitious given the limited experience hosting such events. A hybrid format adds considerable complexity in terms of technology, time zones, and online infrastructure, and doing it well demands solid technical capacity and contingency plans. As we discussed previously, I encourage you to add a budget line for a hybrid-events consultant.

Budget and logistics

The budget appears thoughtful and generally realistic, but several points merit clarification:

• Timing. The event is currently scheduled for July 16–18, 2026. I strongly advise against these dates, as Wikimania 2026 will take place July 21–25. It will be difficult for volunteers to travel to both events, and the WMF Travel Team will not be available to support travel and accommodation for two large events in the same week.
• Cost management and currency risks. Accra is an expensive city and the Ghanaian cedi can fluctuate against the US dollar. Early booking of venues, hotels, and flights, ideally through a travel agency, will help contain costs and protect against inflation. Given the high costs and the rainy season, I strongly recommend scheduling at the end of the rainy period, in September or October 2026.
• Venue suitability. The hotel or venue you identified may not be adequate for the expected size. The website indicates the largest meeting room accommodates around 65 people in theater setting, while your event plans for more than 100 participants. The WMF Travel Team can support you in sourcing and contracting a more suitable venue.
• Location and collaboration. The event will take place in Accra, while the main local affiliate (Dagbani Wikimedians User Group) is based in Tamale, about 570 km away. Please clarify how you will collaborate with Accra-based Wikimedia groups to reduce costs and ensure smooth on-site logistics. Multiple colleagues emphasized involving all key Ghanaian affiliates to ensure broad local representation and avoid potential conflicts.
• Participant travel and visas. Although Ghana offers visa-on-arrival for many countries, please outline plans for working with the Ghana Immigration Service to streamline visa processes and avoid last-minute complications.
• Staffing budget lines. Please explain the four staff budget items. As the proposal highlights community-led planning and management, it is unclear why “Programming: talk or presentation approval, conference schedule and program design (60–100 hours)” would be staff-led rather than volunteer-led.
• A/V, internet, and hybrid costs. These items are currently unclear and appear under-budgeted given the complexity of a fully hybrid event. Please specify who is being contracted for what, and provide quotes where possible.
• Interpretation services. Please clarify the language pairs and confirm whether the budget is based on quotes. I understand the intent is English–French and English–Spanish. Will there be a third language or interpreter?
• Quote transparency. More generally, please indicate which budget lines are based on actual quotes and which are estimates.
• Hotel nights. Please add 10 additional hotel nights to accommodate early arrivals and late departures.
• Airfares. Current amounts are not realistic. Please adjust scholar airfares to approximately USD 1,400 average, with regional guides as follows:
  • Africa: USD 1,000 (from 700)
  • North America: USD 1,500 (from 1,100)
  • Asia: USD 1,500 (from 1,250)
  • South America: USD 2,500 (from 1,650)
  • Oceania: USD 2,500 (from 1,550)
• Scholarship stipends. As dinners are now included in the budget, please remove the scholarship stipend.
• Welcome dinner. Please plan to host the welcome dinner at the hotel.
• Overheads. Please explain “Accounting and funds distribution” and “Administrative overhead.” If you wish to budget administrative costs, they are allowed up to 10 percent of the overall grant budget.

Overall assessment

This proposal addresses a critical gap in the Wikimedia movement by focusing on language diversity and support for underrepresented communities, especially in Africa. The organizing partners, the Language Diversity Hub, the Dagbani Wikimedians User Group, and international collaborators, bring experience, commitment, and community trust. Colleagues highlighted the participatory approach, balanced global and local collaboration, and thoughtful attention to diversity and inclusion as key strengths.

At the same time, the scale and ambition of this first-time global event require careful planning. Key areas for refinement include:

• ensuring a program that serves both newcomers and experienced participants
• defining measurable outcomes and post-event engagement strategies
• clarifying the hybrid approach and associated technical plans
• reworking the budget with additional detail and realistic cost assumptions

With these changes, the Language Diversity Conference has the potential to become a meaningful event for advancing linguistic diversity within Wikimedia and the wider open-knowledge movement.

The deadline for submission is September 29, after which it will be reviewed by the volunteer Conference Fund Committee, with a final decision expected by mid to late October. I would be happy to discuss any questions or ideas for refining the scope; just email me to arrange a call.

Thank you again for your dedication to supporting language diversity and for bringing forward such an important initiative.

Best regards, --Cornelius Kibelka (WMF) (talk to me) 13:48, 22 September 2025 (UTC)