ESEAP
Feel free to join the East and South East Asia plus Pacific meetup, let's discuss how we can further collaborate with each other.
Details
Who?
If you are interested in promoting the related topic or region within East and South East Asia plus Pacific, such as topics of CJKV (Chinese, Japanese, Korean and Vietnamese) or Austronesian languages...
When?
22 July, Sunday, 12:30-13:30 at Room 3204
Sign Up Below
Meeting minutes
Participants
- Robert (WMAU)
- Liang (WMTW) - Co-facilitator
- Alex Lin (WMTW)
- Amy (WMID)
- Cahyo (WMID)
- Kancheol Lee (Korean Wikimedian)
- Revi (Korean Wikimedian)
- Venus Lui(Hong Kong Wikimedian)
- Techyan (Wikimedian from China)
- Anirudh (Cambodian Wikimedian) - Scribe
- Josh Lim (Philippino Wikimedian) - Co-facilitator
- Athikhun (Thai Wikimedian)
Agenda & Conclusions
- ESEAP 2019 preparation:
- Communication: To establish to things --
- A page contains all the communication channel for ESEAP regional purpose.
- "Communication Channel Caretakers": for each channel of ESEAP group on Telegram (Liang), Facebook messenger(Josh & Robert) ESEAP Hub on meta (Revi), WhatApp (Cahyo & Kangcheol), and Mailing List (Anirudh)
- Steering committee: In default, permanents committee members if they had been in the organizing team of ESEAP (logistics, communication, scholarship, or program team). Athikun is preparing the first monthly regular meetup by 22 August.
- Communication: To establish to things --
Meeting minutes
Robert/WMAU:
Consider opening up the conference to those who are willing to pay to attend. We want to get a better idea on numbers. We don’t want to get a venue that is too big, or too small.
Josh Lim/WMPH - Former
Was 50 a good number? Big? Small? That way we can determine from there, the number we want to see at the conference.
Cahyo/WMID
Number was decided by the group/WMID. There were people from the WMF who wanted to attend, so the number went up to 58-60. Considering the feedback from the participants. Most participants gave the feedback the number of participants should be small [smaller than 100 - Liang]
Josh Lim/WMPH
There should be a cap, so that even paid participants cannot exceed that number. Say, you’re paying your way in, we can support you if you’re paying your way in, but provided that it is within our capacity to give you an optimal conference experience.
Out of a 100, if we can do 60 are from ESEAP. If people want to pay in, that’s perfectly fine. If we don’t hit a 100, what we can do is increase the number of people from the region that we would pay for us to join.
Robert/WMAU
We don’t know what the WMF is going to do, so they will have some more determination in the process.
Josh Lim/WMPH
We need to have a buffer.
SKLiang/WMTW
How about committee? How can we help with the grant proposal?
Robert/WMAU
They are wanting people to help with the grant process, but also with logistics, communications, programming, and scholarship. Having pretty much similar to how Indonesia had theirs. There is a September deadline for the early 2019 conference, technically we can hold off until later in 2019, for an application. It would have to be at least people putting up there hands and saying we are willing to do it, but they wouldn’t necessarily start until next year.
The main thing at the morning is we have to try and decide on the appropriate venue. Also, accommodation, we will have to try to work within when accommodation is going to be available, the venue is going to be available.
Assistance for the grant process will have to start early, depending on when the deadline is.
[There is no application process.] How did Indonesia do their community process?
Cahyo/WMID
I emailed several people to ask who wants to be committee members. All of them accept, so I put them on the community, on the landing page of ESEAP conference. One could also have applied to be a member of a committee.
Robert/WMAU
Getting an idea as to where people’s strengths are might be helpful. When it comes to communications, visa, to try and attract people who have the [necessary skills].
Cahyo/WMID
For communications, you can invite people from different countries, [with skills in different languages].
SKL/WMTW
The recruiting process still needs to be established. Is there someone in this room that you want to help you establish together in the next few months.
Robert/WMAU
At the moment it would be good to have four people to liaison with. One person could actually start with: we want form a committee to do this.
Josh Lim/WMPH
How about we do what Wikimania does every year [to prevent re-inventing the wheel]? For example, Wikimania has a permanent steering committee. Steering committee is the coordinating committee for Wikimania as a whole. This committee works with Ellie [Young], the people who organize Wikimania at the Foundation. They decide on the venue, constituting the scholarship committee. So if we can do something similar with ESEAP, we won’t have to recreate the same processes every year.
SKLiang/WMTW
No objection.
Athikhun/WMTH
Anyone who was on the committee last year, they should have the prerogative to join.
SKLiang/WMTW
Permanent steering committee will be a conclusion in this meetup. And, we need someone to confirm that the steering committee is all the previous committee members within these. Then, start regular meetups with regular preparation meetup [online meetups].
Josh Lim/WMPH
Coordination for the entire event rests on that committee. For checking if the venue is suitable, if the accommodation is suitable. The committee has started setting up schedule for the conference. Funding is available. Travel plans are set.
SKLiang/WMTW
Athikhun, can I delegate you to start the Steering Committee, and start bringing people in. Robert, when do you think is the proper date to have the first meeting of the Steering Committee?
Robert/WMAU
August 2018?
Josh Lim/WMPH
No later than August 22, 2018.
SKLiang/WMTW
We set up an online meetup on a monthly basis.
About ESEAP preparation, any questions or comments?
Josh Lim/WMPH
We have worked very hard, that Asia is adequately represented in that process. We have to build on that momentum, so that our voices are continued to be heard throughout the process. The process can only stretch out till 2020. We need to make sure that our voices are heard as much as possible.
Liang wrote down several suggestions for what we can do aside from standardizing our communications channels.
SKLiang/WMTW
Two points. One is, we have various social media channels. One is to make every channel visible on a single meta page. I can draft the page. My vision of that page will be, on that page there are regional communications channels that we had built. Like Telegram chat, FB messenger chat, WhatsApp chat, and also the mailing list of this regional connection. Maybe we can have a space for local or national channel, like Chinese Wikipedia Telegram, those could also be visible on that page. But, first of all, is make all regional connection channels visible. I think it’s impossible for people to encourage people, or force people to use single channels, so let’s just make all the channels visible. That’s first point.
The second point is that establish care-takers in each channels that we know from regional discussion. The last ESEAP conference, we have concluded that there will be ESEAP Hub. We would like to have calendars, news (Punchalee has already created the infrastructure for this). However, the news there is now not that active.
Josh Lim/WMPH
In 2015, we set up the ESEA Hub in Berlin. ESEAP Hub was set up later to include Australia[sia].
One of the things we can do is we have someone responsible to get all the information from all the communities, all the groups throughout the region. The ESEAP Hub was supposed to be a monthly newsletter for the entire community. We can certainly do that again.
SKLiang/WMTW
What I propose now use the caretaker model. Right now, Punchalee wants us to put the calendar, right? So, I personally think, if it’s something already happened, we should document those. Like, in Thailand, you have outreached to local government, or universities, and someone posts [on a calendar].
Josh Lim/WMPH
We need to have group of caretakers, with whom the responsibility rotates. [Responsible for reporting, putting up information on the calendar].
SKLiang/WMTW
Determining caretakers based on channels; maintaining the ESEAP Hub [need clarification from SKLiang here]
Josh Lim/WMPH
[Explanation on dividing responsibilities for maintaining ESEAP Hub and comms channels; need clarification] Multiple caretakers per channel.
SKLiang/WMTW
Who wants to be a caretaker?
Revi/WMKR
[Volunteers for maintaining meta hub]
Josh Lim/PH
I am admin on the Facebook group. I will talk to Eugene if he might be able to do the caretaker, but if not I can do it. Butch, myself, Eugene are from the region. [Volunteers for maintaining Facebook group.]
SKLiang/WMTW
I am happy to maintain the Telegram chat [Volunteers for Telegram chat and Whatsapp for ESEAP].
Josh Lim/WMPH
There are two channels on FB messenger. What we can do is that anything pertaining to us and the region should be in the ESEAP chat, anything general should be in the Wikimedia Asia-Oceania chat.
Cahyo/WMID
[Volunteers to be co-caretaker for Whatsapp with SKLiang]
[Josh/Techyan discussion on the advantages/disadvantages of using the WMF Foundation hosted WMAsia mailing list]
SKLiang/WMTW
I personally think we can hardly enforce everyone to use one single channel for communications. But I take your points, I think the mass messaging system is a good tool and we should have someone to take care of that. But maybe that’s not the role of the caretaker.
Josh Lim/WMPH
The responsibility of the caretakers should be to collate relevant information posted over their channels on meta.
SKLiang/WMTW
I would propose we use one single channel and in that channel there is are all the caretakers. A caretakers only chat. I would propose using Telegram.
I personally observe that a lot of Wikimedia movement channels are using Telegram for now, so maybe the caretakers channel, the most ideal [app] would be Telegram. [General agreement on this]
We can invite someone, if someone wants to be on that chat, they would have to sign up on the caretaker meta page, which caretaker channel page they are maintaining. If there are news or updates that one caretaker found is important, we can discuss there. Also, we can discuss mass messaging on that channel, or we can use the mailing list too. Does the infrastructure make sense? [General agreement].
[Cahyo/WMID creates the caretaker Telegram channel]
[Anirudh/WMKH volunteers to maintain the mailing list, pending reciept of password from Josh Lim] [Robert/WMAU volunteers to be a co-caretaker for Facebook group/FB messenger channels] [Athikhun/WMTH volunteers to be co-caretaker for Facebook group/FB messenger channels] [Cheol/WMKR volunteers to be co-caretaker for Whatsapp group]
Josh Lim/WMPH
For those of us who do not attend the Wikimedia Conference, I will likely be seen is at Wikimania. Let’s try to maintain the momentum for the next six months.
Techyan/WMPRC
[On scholarships being limited to 2 per country, or should we consider the scale and size of the countries?]
SKLiang/WMTW
That’s a valid concern, and I take note of it. [This is something we will need to continue to discuss.]
Josh Lim/WMPH
We could do what Wikimedia Conference say. Based on what I have observed, admitted two people per chapter, one person per user group, but they also invited experts to attend the conference even if they were not affiliated with a group. We could do that. That way if you want to bring in more people, we invite them based on the specific needs of that country in question. The limitation on the number is a guideline, it is not necessarily a hard number. The hard number really for us is 100.
Cheol/WMKR
[Visa issues might arise, needs to be taken care of in advance.]
<END OF OFFICIAL MEETING>