Re: [Wikimedia-l] Re: Why Was Nepal Denied While Overlapping Grants Were Approved in India?

Hi Pankaj,

Replying here in addition to the conversation you started directly with us.

We understand a rejection of any proposal is a disappointing outcome and we
work with a certain set of criterias, processes and resources. As was shared
on wiki,
<https://meta.wikimedia.org/wiki/Grants_talk:Programs/Wikimedia_Community_Fund/Conference_Fund/Wikimedia_SAARC_Conference_2026#c-CKibelka_(WMF)-20250319155900-Decision_on_the_Wikimedia_SAARC_Conference_2026_proposal>
the conference committee - made up of Wikimedians - did not approve the
conference for a range of reasons.

We work closely with the Conference Committee
<https://meta.wikimedia.org/wiki/Grants:Conference_Grants/Committee> who,
together with inputs gathered from multiple discussions with the grantee,
arrive at the funding conclusions. On the same pages you will find the
timelines, stages, process and be able to review past proposals and
reports.

It was suggested to build capacity and expertise of the team before scaling
up to large regional events. This approach would better align with the
Maithili Wikimedians’ track record in event organization and grant
management.

I know others have also enquired about this process - more information can
be found here on meta-wiki
<https://meta.wikimedia.org/wiki/Grants:Conference/en#Eligibility_requirements>
.

There are some basic eligibility criteria
<https://meta.wikimedia.org/wiki/Grants:Conference/en#Eligibility_requirements>
to apply for a Conference Fund, we use these parameters to ensure funds are
disbursed to those who have past experience with managing a large fund
and/or conference, the past record, no pending reports and/or work with a
Fiscal Sponsor who fulfills some of these requirements.

Furthermore, there are multiple factors that are considered (along with the
above) which differ in each round (external situation, available resources,
assessment of all submissions) and emerging community needs and strategy.

A rejection is always supported by suggestions on steps which could be
taken to address any identified improvements, if applicable. You can find
the responses to all recent proposals
<https://meta.wikimedia.org/wiki/Grants:Conference/Browse_applications#> on
their talk page.

Best,
Belinda


*Belinda Mbambo*
Senior Manager: Global Movement Communications
Wikimedia Foundation <https://wikimediafoundation.org/>


On Tue, Apr 21, 2026 at 7:31 AM Masum al Hasan via Wikimedia-l <
[email protected]> wrote:

> Hi Pankaj,
>
> I understand that the outcome must be disappointing, especially after the
> effort invested in preparing the proposal. Please do not feel discouraged.
>
> Many regions already have established regional conferences, and South Asia
> is still working toward that milestone. In that context, the initiative
> taken by the Maithili Wikimedia community is both significant and
> commendable. Even though the proposal was not funded this time, the effort
> itself carries substantial value.
>
> I would like to sincerely appreciate the Maithili Wikimedians for taking
> this important first step. This should not be viewed as a failure, but
> rather as the beginning of a larger and more ambitious journey. Such
> initiatives often lay the groundwork for future success, and this effort
> will certainly be remembered as a pioneering one.
>
> Best,
> Rocky
>
>
>
> On Fri, Apr 3, 2026 at 4:46 PM Pankaj Sharma via Wikimedia-l <
> [email protected]> wrote:
>
>> Thank you Butch, Arvind, Николай, DR and Lane for the thoughtful
>> responses and for sharing additional perspectives related to this matter. I
>> would like to follow up to clarify a few points and to raise some concerns
>> that remain unresolved from the earlier discussion.
>>
>> Our community proposal to organize the SAARC Conference in Nepal for 2026
>> <https://meta.wikimedia.org/wiki/Grants_talk:Programs/Wikimedia_Community_Fund/Conference_Fund/Wikimedia_SAARC_Conference_2026>
>> was declined, with one of the key reasons stated at talk page as: *"One
>> of the main factors in the committee’s decision is the close connection
>> between WikiConference India and a potential SAARC Conference."*
>> Additionally, we were advised that *"Given the current uncertainties
>> surrounding WikiConference India (due to the recently rejected FCRA license
>> for CIS), the committee believes it would be best to focus on resolving
>> that situation before considering funding for an additional large
>> conference in the region."*
>>
>> Our SAARC proposal was rejected due to uncertainties in India and
>> concerns about overlap, it is surprising to observe that another proposal,
>> Open Knowledge Conference was approved today without proper scrutiny,
>> despite being closely related in scope, audience, and regional context. Our
>> proposal had lot of questions asked for and the recent approved grant got
>> approved surprisingly without any questions asked by the committee. Why
>> for we volunteers there was lots of questioning but when the proposal is
>> from a institutions under a staff role there is no question asked? This
>> raises an important question about consistency in decision-making. We
>> noticed in the committee's feedback that the Open Knowledge Conference is
>> described as "*an iteration of a recurring event."* But we have been
>> unable to identify previous editions of this event under the same name. At
>> the same time there has been discussion on the talk page
>> <https://meta.wikimedia.org/wiki/Grants_talk:Programs/Wikimedia_Community_Fund/Conference_Fund/Open_Knowledge_Conference>
>> about the proposal previously being framed as a "*Wikimedia Technical
>> Summit" *before being renamed. This raises an important question: if
>> this is indeed a recurring event could the committee clarify under what
>> name and format previous iterations were held? Additionally what was the
>> rationale for the change in naming and how does this relate to the
>> continuity being referenced in the evaluation ?
>>
>> If the uncertainty around WikiConference in India and regulatory
>> challenges were significant enough to halt our proposal entirely why were
>> similar concerns not applied when evaluating proposals emerging from the
>> same team at International Institute of Information Technology Hyderabad?
>> Is this difference in treatment influenced by the fact that our proposal
>> led by the community volunteers, while proposals from the International
>> Institute of Information Technology are being submitted in a staff or
>> institutional capacity ?
>>
>> The argument of *close connection* between events also appears to have
>> been applied selectively. In our case it was a decisive reason for
>> rejection. However in other instances where thematic and organizational
>> overlap is evident, this concern does not seem to have been given the same
>> weight.
>>
>> This raises a fundamental question pointing:
>>
>> *Why should our proposal be affected by regulatory or organizational
>> problems in another country? **What about the close connection for
>> proposal for WikiConference India 2026and Open Knowledge Conference?*
>>
>> We want to share that the WikiConference India 2026 and the Open
>> Knowledge Conference are scheduled within a span of approximately two
>> months, while our rejected proposal of Wikimedia SAARC Conference 2026
>> <https://meta.wikimedia.org/wiki/Grants:Programs/Wikimedia_Community_Fund/Conference_Fund/Wikimedia_SAARC_Conference_2026>
>> and WikiConference India 2025
>> <https://meta.wikimedia.org/wiki/Grants:Programs/Wikimedia_Community_Fund/Conference_Fund/WikiConference_India_2025>
>> had a gap of 10 months. Which one is here overlapping, SAARC or Open
>> Knowledge Conference !
>>
>> We note that Nepal was encouraged to scale down and build experience
>> through smaller events. It is very much discouraging to see differing
>> standards applied when other entities are getting multiple large-scale
>> grants with overlapping goals and participants without any discussions or
>> questions.
>>
>> We respectfully ask to WMF and the community:
>>
>>    1. How are overlap and regional connection being defined and applied
>>    across different proposals ?
>>    2. Why were external factors in one country used to delay or reject a
>>    proposal from another.?
>>    3. What measures are in place to ensure equitable and consistent
>>    evaluation for both volunteer-led and staff-led proposals ?
>>
>>
>> Our community strongly believe that all communities regardless of size or
>> geography should be given a fair opportunity to grow and contribute.
>>
>> We request to have an committee to investigate all the previous and
>> on-going grant proposals from this institution and make the process more
>> transparent. We hope this can open a constructive and transparent
>> dialogue toward greater accountability and consistency in decision-making
>> process and allocation of funds to the communities.
>>
>> Regards,
>> Pankaj
>>
>> On Tuesday, March 24th, 2026 at 3:18 AM, Pankaj Sharma <
>> Pankajsharma96-g/[email protected]> wrote:
>>
>> The community proposal to host the regional SAARC Conference in 2026 in
>> Nepal
>> <https://meta.wikimedia.org/wiki/Grants_talk:Programs/Wikimedia_Community_Fund/Conference_Fund/Wikimedia_SAARC_Conference_2026>
>> was declined. The reasons provided was the event would be redundant and an
>> unnecessary expense because a similar conference is planned in India in the
>> year of 2025. However in 2025 conference in India didn't happened and
>> surprisingly our proposal was declined beacuse of that. But why.!!!
>>
>> While Nepal’s proposal was viewed with skepticism regarding our capacity,
>> the 2025 conference in India failed to materialize due to a failure in
>> financial management and a lack of understanding regarding local FCRA
>> regulations in India. This resulted in a substantial huge waste of
>> Wikimedia Foundation resources. It is disheartening that the Conference
>> Grant Program Officer applied Indian legal constraints as a blanket
>> assumption for Nepal, hindering our community's growth based on a
>> misunderstanding of our local context.
>>
>> I have a question: How did the legal situation in India affect the
>> decision on a proposal of Nepal?
>>
>> Looking ahead to 2026 I was doubtful by the current grant applications
>> from the International Institute of Information Technology Hyderabad. I see
>> that a request for 207,000 USD has been submitted for WikiConference India
>> 2026. Simultaneously, the same individual representing the same
>> institution, has applied for an separate 87,554.81 USD for an Open
>> Knowledge Conference within a gap of few months of the first event with
>> same purpose and target participants.
>>
>> As a Wikimedian this raises serious questions about the equitable
>> distribution and potential misuse of community resources. While Nepal is
>> told to scale down and gain experience with smaller events, a single
>> institution is requesting nearly 300,000 USD for overlapping projects with
>> same people in the organization role and same theme.
>>
>> If the Wikimedia Foundation is concerned about redundancy and extra costs
>> when it comes to Nepal, why is it being overlooked when a single
>> institution in India applies for two major grants for nearly identical
>> purposes? We need more accountability and a fairer distribution of
>> resources to ensure that all communities not just one can grow. We urge the
>> foundation and the community to investigate these for the benefit of the
>> entire regional community and stop wasting the resources make the process
>> more transparent and accountable.
>>
>> Regards,
>> Pankaj
>>
>>
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