Grants:PEG/WM BE/WLM BeLux 2016/Report

Report accepted

This report for a Project and Event grant approved in FY Pending has been reviewed and accepted by the Wikimedia Foundation.

To read the approved grant submission describing the plan for this project, please visit Grants:PEG/WM BE/WLM BeLux 2016.

You may still comment on this report on its discussion page, or visit the discussion page to read the discussion about this report.
You are welcome to Email grants at wikimedia dot org at any time if you have questions or concerns about this report.

Project status

Did you comply with the requirements specified by WMF in the grant agreement?: YES

Is your project completed?: YES

Activities and lessons learned

Activities

Edit-a-thon

We organised a photo contest in September, when people could upload images of heritage monuments. In April we organised an edit-a-thon at the university KU Leuven. For more details see the project page of the project at wmbe:Wiki Loves Monuments/2016.

List of activities

1. Preparations

Backup website - Done
Updaten software website - Done
Updaten website - Done
Writing texts for our newsletter + translations - Done
Announcing events on Wikipedias - Done
Announcing events on mailing lists - Done
Writing invitation for photo walks - Done - See: here
Getting translation in Dutch - Done
Getting translation in French - Done
Sending out invitation to photo walks - Done
Creating routes for photo walks - Done
Having infrastructure for uploading - Done
Having CentralNotice banner - Done
Promotion in Wikimedia Foundation blog - Done - See: here
Promotion events on social media - Done
Organising 4 photo walk events - Done

2. Photo contest itself

Welcoming participants at events and giving them instructions - Done
Guiding participants through the program of events - Done
Having a closing drink after the photo walks - Done
Sending instructions how to upload and reminders to upload before end of contest - Done

3. Judging

Finding judges - Done
Preparing images for judges - Done
Organising judging session - Done
Supporting judges in judging - Done

4. Award ceremony

4.1 Preparing award ceremony

Arranging location - Done
Creating invitation - Done
Getting invitation translated to English and French - Done - See: here
Inviting all partners and relations - Done
Inviting all participants Wiki Loves Monuments - Done
Inviting volunteers in our communities - Done
Meeting with sponsors - Done
Arranging prizes with sponsors - Done
Purchase some prizes - Done
Purchase some gifts for jury members - Done
Collecting prizes from the various institutions - Done
Collecting gifts for jury members - Done
Buying backs for prizes - Done
Packing prizes - Done
Arranging posters of winning pictures - Done
Hanging up posters of winning pictures at venue - Done
Preparing presentation + basic text - Done
Arranging small prizes for all present - Done
Arranging and instructing speakers for ceremony - Done
Getting standing banners at venue - Done

On the day it was by law not allowed to publish this photo

The day after Freedom of Panorama came into force in Belgium thanks also to our efforts (with event & party) and we could publish the photo.

4.2 Award ceremony

Welcoming all people who come to the ceremony - Done
Giving presentation - Done
- With special attention to change in Freedom of Panorama during event
Distributing prizes - Done
Taking photos of ceremony - Done - See: here
Distributing gifts to jury members - Done
Having drinks and snacks prepared - Done

4.3 After ceremony

Cleaning up venue - Done
Getting all leftover stuff to WMBE office - Done
Creation overview page with all winners - Done - See: here
Creation page with jury report - Done - See: here
Updating website - Done
Announcing winners on various places - Done

5. Monuments Edit-a-thon

Preparational meetings - Done
Organisation edit-a-thon - Done
Announcing edit-a-thon - Done
Presentation - Done
Process management during edit-a-thon - Done

For an overview of all activities done by Wikimedia Belgium on location and officially are available at Activities.

Other activities

The brochure created as part of Wiki Loves Art has, besides in communication with cultural institutions, also been used towards members of the parliament of Belgium. After campaigning for about a year now, on 16 June 2016 the parliament of Belgium voted in favour of the adoption of Freedom of Panorama in Belgium.

Metrics

Photos uploaded
- 2988 photos of Belgium
- 13 photos of Luxembourg + 6 non-monuments
- 3001 photos of monuments in total, 3007 photos in total
Participants
- 116 participants with photos from Belgium
- 7 participants with photos from Luxembourg
- 121 participants with photos

Award ceremony
- 76 people at ceremony
- 9 winning photos from 4 photographers in Wiki Loves Monuments
- 3 of the 4 winning photographers were present

2011-2016

All Wiki Loves Monuments contests in Belgium and Luxembourg from 2011 to 2016 have led together to the cumulative results:

18570 photos of Belgium
1021 photos of Luxembourg
19591 photos of monuments in total

Lessons learned

What worked well?

Photo contest went well, we had great results.

What didn't work?

Internal communication was a bit hard as result of not enough moments to meet face to face. It is often underestimated, but physical meetings are highle needed to be able to collaborate with each other.

Having the focus with an edit-a-thon on getting images of monuments used in Wikipedia articles, while working with an organisation that hosts the edit-a-thon and did not clearly communicate the goal to the participants.

What would you do differently if you planned a similar project?

Other expectations with organising an edit-a-thon.

Outcomes and impact

Outcomes

Provide the original project goal here.: We want to encourage and facilitate the capturing and uploading of photographs of Belgian and Luxembourg heritage sites or monuments in September 2016 (goal I). On an organisational level, we want to strengthen our organisation (goal IIa); achieve a high media coverage (goal IIb); further develop our relationship with the different collaborating organisations (goal IIc); ensure continuity in our activities towards the user community (goal III).
Did you achieve your project goal? How do you know your goal was achieved? Please answer in 1 - 2 short paragraphs.: Mostly YES.

We did facilitate the capturing and uploading of photographs (I), we worked together in a new combination and strengthen our organisation (IIa), it was limited to one organisation but it was developed (IIc), and we did assure continuity in what our photographing community could participate (III). We did not achieve a high media coverage (IIb), based on earlier experiences as well, we will not set this goal any more with coming projects.

Progress towards targets and goals

Project metrics

Project metrics	Target outcome	Achieved outcome	Explanation
Get 3.000 new uploaded pictures of Belgian and Luxembourg heritage sites in 2016 (2320 in 2014; 3179 in 2013, 4403 in 2012, 6102 in 2011) (goal I)	3001 photos of monuments	Successful!
Get 40 new contributors (goal I)	Maybe it is 73?	Wikimetrics tool is crappy tool.
Achieve a high 'diversity' of the uploaded pictures and contributors (eg. professional photographers vs hobby photographers, Dutch/French/German contributors) (goal I)	Achieved	Successful!
Develop a broader professional volunteering organising team (goal IIa)	We had a broader volunteering organising team	Successful!
Improve the media impact in comparison with the last edition in 2014 (goal IIb)	We have seen no media impact at all.	Not successful.
Get a commitment from the partners for Wiki Loves Monuments 2016 during the Award Session (goal IIc)	We got such.	Successful!
Have a considerable number of participants at the award prize giving session (goal III)	We had 121 participants in the photo contest and we had 76 people at the award ceremony, including people of Wiki Loves Art.	Successful!

Provide an overall assessment of how your project is going according to these measures.: We had more photo walks, but with less time available, we managed to get great results, more than expected.

While doing this project, have you decided to track any other measures of success not listed in your grant submission? If so, please list them here.: Volunteer motivation is more important then any of the other metrics. We had great enthusiasm among the participants and they like to do more!

Global Metrics

We are trying to understand the overall outcomes of the work being funded across our grantees. In addition to the measures of success for your specific program (in above section), please use the table below to let us know how your project contributed to the Global Metrics. We know that not all projects will have results for each type of metric, so feel free to put "0" where necessary.

Next to each required metric, list the actual outcome achieved through this project.
Where necessary, explain the context behind your outcome. For example, if you were funded for an edit-a-thon which resulted in 0 new images, your explanation might be "This project focused solely on participation and articles written/improved, the goal was not to collect images."

For more information and a sample, see Global Metrics.

Metric	Achieved outcome	Explanation
1. # of active editors involved	Unknown	Wikimetrics tool is crappy tool.
2. # of new editors	Mayby it is 73 new editors	Wikimetrics tool is crappy tool.
3. # of individuals involved	116+ people	Participants plus organisers
4a. # of new images/media added to Wikimedia articles/pages	Unknown	Wikimetrics tool is crappy tool.
4b. # of new images/media uploaded to Wikimedia Commons (Optional)	3007 photos
5. # of articles added or improved on Wikimedia projects	Unknown	Wikimetrics tool is crappy tool.
6. Absolute value of bytes added to or deleted from Wikimedia projects	Unknown	Wikimetrics tool is crappy tool.

Learning question: Did your work increase the motivation of contributors, and how do you know?

Yes, with the closing event people were very happy about the contest, how it was organised and their participation. And with the edit-a-thon people were happy to have learned about how Wikipedia works a bit and that they can edit themselves.

Impact

What impact did this project have on WMF's mission and the strategic priorities?

Option A: How did you increase participation in one or more Wikimedia projects?

By having organised the Wiki Loves Monuments photo contest we had new contributors that uploaded materials.

Option B: How did you improve quality on one or more Wikimedia projects?

By having more material about monuments online on Wikimedia Commons, users can write better Wikipedia articles.

Option C: How did you increase the reach (readership) of one or more Wikimedia projects?

New contributors learned that they can contribute to Wikipedia/Wikimedia by uploading photos from their local area or where they have been travelling.

Reporting and documentation of expenditures

This section describes the grant's use of funds

Documentation

Did you send documentation of all expenses paid with grant funds to grants at wikimedia dot org, according to the guidelines here? Answer "Yes" or "No".: Yes, as soon as I save this page.

Expenses

Please list all project expenses in a table here, with descriptions and dates. Review the instructions here.

Number	Category	Actual total	Budgeted total	Currency	Notes
1	Travel expenses	€ 51.70	€ 150	EUR	Less travel than expected
2	Travel expenses	€ 118.89	€ 500	EUR	Less travel than expected
3	Travel expenses	€ 14.80	€ 120	EUR	Less travel than expected
3	Gifts for judges	€ 150.00	€ 170	EUR
4	Award prizes	€ 217.74	€ 600	EUR	Thanks to sponsoring less than ecpected
4	Travel expenses	€ 116.01	€ 450	EUR	Less travel than expected
5	Travel expenses	€ 95.19	€ 450	EUR	Less travel than expected
6	Project Management Costs	€ 228.10	€ 400	EUR	Thanks to sponsoring less than expected

Total project budget (from your approved grant submission): EUR 7150

Total amount requested from WMF (from your approved grant submission, this total will be the same as the total project budget if PEG is your only funding source): EUR 2840

Total amount spent on this project: EUR 5412.43

Total amount of Project and Event grant funds spent on this project: EUR 992.43

Are there additional sources that funded any part of this project? List them here.: EUR 4420

Remaining funds

The funds remaining from this grant in the amount of 1700 EUR were deducted from another grant payment for Grants:Project/Rapid/WM BE/Wiki Loves Public Space 2017.

Remaining funds from this grant have been returned to WMF in the amount of 147.57 EUR.

Are there any grant funds remaining?: Answer YES or NO.; YES

Please list the total amount (specify currency) remaining here. (This is the amount you did not use, or the amount you still have after completing your grant.)

EUR 1847.57

If funds are remaining they must be returned to WMF, reallocated to mission-aligned activities, or applied to another approved grant.

Please state here if you intend to return unused funds to WMF, submit a request for reallocation, or submit a new grant request, and then follow the instructions on your approved grant submission.

EUR 1700 will be reallocated to the project Wiki Loves Public Space 2017

EUR 147.57 will be returned to WMF.