Plans for a Wikimedia LGBT+ conference and workshops in 2020 are
moving forward. We would very much like to learn and borrow successful
experiences from other conferences. This conference is expected to be
relatively modest in size, around 50 attendees, and is to be hosted in
Linz, Austria.

We are planning on opening up applications for scholarships very soon,
to allow several months for early booking of travel tickets and visa
applications where needed. Naturally this means we have to create a
process for assessing applications to a hopefully short and
non-subjective checklist (we are all volunteers after all!).

Can anyone recommend documented good practices for assessing
applications for travel grants and expenses for similar sized events?
Some issues we have discussed that need to be addressed before
finalizing our policies are:
* Creating a fair assessment process that balances the diversity of
attendees against other metrics like on-project experience, for
example ensuring that we have a healthy gender balance and a wide
geographic representation
* Whether it may be better to prefer the simplicity of assessing for
full scholarships, or whether partial payments are a good way of
ensuring wider access
* How to draw up rules for travel and partial scholarships for folks
planning on making this part of a holiday, as often happens for those
travelling long distances
* When to recommend that specific Wikimedia Affiliates should provide
grants and expenses, which may have additional requirements for
applications and reporting
* How to build in incentives for greener travel options, even where
this may not be the cheapest option

You can read the conference proposal at
and everyone is welcome to provide suggestions and feedback on the
discussion page there, if on-wiki editing works better for you than
email. :-)

Wikimedia LGBT+

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