Grants:PEG/WM BE/Wiki Loves Art 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/Wiki Loves Art 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

The project contained the following activities/phases in short:

Announcing Wiki Loves Art during SOIMA
Contacting cultural institutions
Organising photo contest (July-August 2016) with photography sessions at institutions
Jury selects winning photos
Award ceremony for participants (November 2016)
Closing event (seminar) for cultural institutions (June 2017): Sharing is Caring

List of activities

1. Preparations

1.1 Creative Commons brochure for cultural institutions

English Creative Commons brochure

Dutch Creative Commons brochure

French Creative Commons brochure

Obtain source files - Done
Requesting WMDE to deliver a set of brochures in German - Done
Obtain Royal Library identification - Done
Changing design and text & editing - Done
Search for translators in Dutch - Done
Search for translators in French - Done
Translation to Dutch & editing - Done
Translation to French & editing - Done
Creation English brochure together with designer - Done
Creation Dutch brochure together with designer - Done
Creation French brochure together with designer - Done
Having English version printed for SOIMA 2015 - Done
Having Dutch and French version printed - Done
Presentation and handing out of brochure to our partner Royal Institute for Cultural Heritage (KIK-IRPA) at international conference - Done
Publication of brochure in three languages - Done
Deposit Creative Commons brochures in three languages at the Royal Library of Belgium - Done

1.2 GLAM brochure for cultural institutions

The GLAM brochure contains best practices from the worldwide Wikimedia movement.

English GLAM brochure

Dutch GLAM brochure

French GLAM brochure

Obtain source files - Done
Obtain Royal Library identification - Done
Rewriting to Belgian situation - Done
Search for translators in Dutch - Done
Search for translators in French - Done
Translation to Dutch & editing - Done
Translation to French & editing - Done
Creation English brochure together with designer - Done
Creation Dutch brochure together with designer - Done
Creation French brochure together with designer - Done
Having English version printed for SOIMA 2015 - Done
Having Dutch and French version printed - Done
Presentation and handing out of brochure to our partner Royal Institute for Cultural Heritage (KIK-IRPA) at international conference - Done
Publication of brochure in three languages - Done
Deposit GLAM brochures in three languages at the Royal Library of Belgium - Done

1.3 Cheatsheets for educational institutions and students

Evaluation Dutch old version - Done
Evaluation English old version - Done
Evaluation French old version - Done
Creation new Dutch cheatsheet - Done
Creation new English cheatsheet - Done
Creation new French cheatsheet - Done
Having the cheatsheets printed - Done
Publication of cheatsheets - Deferred to future/unknown

1.4 Website for cultural institutions & others

Arranging domain name www.wikilovesart.be - Done - but still complicated
Arranging domain name www.wiki-loves-art.be - Done - to have full control
Logo design for project - Done
Creation of navigational structure - Done
Setting up definitive models - Done
Translation to Dutch - Done
Translation to French - Done
Writing texts - Done
Translation to Dutch - Done
Translation to French - Done

2. Contracting cultural institutions

2.1 Promotion

Writing a basic onepager to easily promote Wiki Loves Art towards interested institutions - Done
Having the onepager rewritten by our partners so the style and language matches with those of cultural institutions - Done
Translation onepager to Dutch - Done
Translation onepager to French - Done
Having campaign to send out onepager to large audience (institutions) - Done

The onepagers are available as pdf and also online on the wiki of Wikimedia Belgium in English, French and Dutch.

2.2 Guidelines

Creation of guidelines to fix responsibilities and expectations of all parties - Done
Having the guidelines reviewed by our partners - Done
Translation guidelines to Dutch - Done
Translation guidelines to French - Done

2.3 Presentations

Creation presentations about Wiki Loves Art project - Done
Presenting ourselves at international conference SOIMA 2015, including present Belgian cultural institutions - Done
Presenting ourselves at meeting for cultural institutions in Flanders in Brussels - Done
Presentation for cultural institutions of Europeana Vlaanderen network - Done
Presentation for interested cultural institutions at centrally coordinated place - Done
- Announcements available in Dutch at websites of Packed ^(archived) and FARO ^(archived)

2.4 Meetings

Creation list of talking points that have to be discussed with institutions - Done
Meeting with institutions throughout Belgium - Done

3. Photo contest itself

3.1 Preparations

Creation of infrastructure for uploading - Done
Creation of overview page - Done - here: c:Commons:Wiki Loves Art Belgium in 2016
Creation of info pages about institutions for participants - Not done - we used different approach
Contacting schools for art and photography to participate in Wiki Loves Art - Done
Creation of website + translations - Done
Creation of sign up forms, one for each museum - Done
Creation page on wikimedia.be website - Done (link)
Announcing events on Wikipedias - Done
Announcing events on mailing lists - Done
Creation social media channels - Done
- Facebook
- Trello
- Twitter
Creation of CentralNotice banner during - Done
Buying photography materials - Done
Planning events with each of the participating museums and heritage libraries - Done
Writing press release with partners (Dutch)
Translation press release to English (English)
Translation press release to French (French)
Sending reminder email day before each event to subscribed participants - Done
Promotion events on social media - Done
Writing texts for our newsletter + translations - Done
Creation of flyers with simple instructions how to participate + printing + distribution - Done

On the day of the event 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.

3.2 At the events

Meeting with museum organisers just before events - Done
Welcoming participants at events and giving them instructions - Done
Registering participants at events - Done
Helping participants with questions - Done
Guiding participants through the program of events - Done
Taking photos of events + uploading them - Done - see: here

3.3 After the events

Sending instructions how to upload and reminders to upload before end of contest - Done
Helping participants with the categorisation of the images - Done
Identifying subject on images in relationship to Wikidata - Partly done - part needs still to be done
Fixing errors with uploaded images - Done

4. Judging

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

Award ceremony Wiki Loves Art

Award ceremony, with jury member explaining the winning photos

Concluded by the closing drink an snack

5. Award ceremony

5.1 Preparing award ceremony

Arranging location - Done
Creating invitation - Done
Getting invitation translated to English and French - Done - See: here
Inviting all participating institutions - Done
Inviting all participants Wiki Loves Art - Done
Inviting all partners and relations - Done
Inviting volunteers in our communities - Done
Arranging prizes with participating institutions - 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

5.2 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

5.3 After ceremony

Cleaning up venue - Done
Getting all leftover stuff to WMBE office - Done
Creation overview page with all winners - Done - See: here
Updating website - Done
Announcing winners on various places - Done
Purchase external hard drive to back up and preserve working documents project team - Done

Totebag at seminar

Totebags both sides

Sharing is Caring, open GLAM, why it is important

Here you see two photos made by Romaine

6. Closing event for interested and participating institutions (seminar Sharing is Caring)

Organisation closing event for institutions - Done
Connecting seminar with ones abroad (Sharing is Caring) - Done
Arranging venue - Done
Arranging speakers - Done
Arranging program and having it printed - Done
Setting up website for seminar - Done
Setting up registration form - Done
Sending out invitations - Done
Updating WMBE folders - Done
Arranging caterging - Done
Ordering materials for in totebag - Done
Getting 100 books for free - Done
Getting all goods at seminar venue - Done
Arranging totebag for participants - Done
Getting folders from venue - Done
Creating name badges - Done
Creating presentations for hosts - Done
Creating videos of key sessions - Done
Social media; tweeting about the sessions - Done
Getting all remaining goods to storage - Done
Getting all the receipts and payments done - Done
Collecting interesting quotes at project page - Done
Collecting presentations of speakers - Done
Setting up informational e-mail for the participants - working on this
Adding images to articles in Wikipedia and items in Wikidata - large part still needs to be done

For an overview of all activities done by Wikimedia Belgium on location and officially are available at Activities. See also the project pages of Wiki Loves Art and Sharing is Caring seminar.

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.

On the field of education less success was arranged. Only one educational institution is collaborating with us in organising Wikipedia courses for students.

Metrics

70+ organisations contacted and communicated with about Wiki Loves Art

13 participating institutions
16 photography sessions
11 articles written
3 articles extended
3012 photos uploaded as result of Wiki Loves Art (before 1 September) (source)
71 uploaders/participants with photos uploaded
103 registered participants during closed sessions (not included: participants at other days)

34 times media attention

Award ceremony
- 76 people at ceremony
- 12 winning photos from 10 photographers in Wiki Loves Art
- 8 of the 10 winning photographers were present

Seminar
- 62 people at ceremony (was extreme hot day)
- 12 speakers

Lessons learned

What worked well?: Contacts with our partners and preparations are going well
What didn't work?

The grant making process took far too long after submitting the grant request
In the planning, budgeting and grantmaking phase of this project there are too many unknown variables which depend on whether or not the project grant will be agreed. Some expenses might occur during the planning process and some opportunities might present itself which do require to invest money in order to launch the project.
Getting the educational part of the project alive.
We have trouble getting off-wiki volunteers to register with the project long in advance, during the start-up phase. Off wiki-Volunteer recruitment in general for WMBE is difficult (in any of the language areas).

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

Having a staff member to cope with the many communication with all the participating institutions, as well as communication towards the public and participants.

Outcomes and impact

Outcomes

Provide the original project goal here.: The goal of this project is to organise for the first time "Wiki Loves Art" in Belgium.; Wiki Loves Belgian Art 2016 is a photo project in which photographers and volunteers from Wikipedia visit museums, archives, galleries and libraries to take photos of pieces of art designated by the institutions.; For the newly established chapter Wikimedia Belgium, Wiki Loves Belgian Art 2016 will help to recruit expand the number of active volunteers, establish good confidence based relationships with a limited number of GLAM partners and provide valuable experience in organising events and cooperating with those partners.
Did you achieve your project goal? How do you know your goal was achieved? Please answer in 1 - 2 short paragraphs.: YES - because the contest has been organised, a nice award ceremony took place and we held a seminar for cultural institutions in Belgium.

Progress towards targets and goals

Project metrics

Project metrics	Target outcome	Achieved outcome	Explanation
up to 2 dozen cultural institutions participate by opening the doors for photographers.	13 participating institutions	It is difficult in Belgium to get institutions with the result that it often takes much more time to get through all the layers of the bureaucracy. But the project gained a much wider interest and more and more institutions start to reach out to us.
50-100 participating photographers who visit the institutions and upload their photos to Commons.	71 people uploaded photos	less participants than expected, but with average more uploads each
50-100 article editors, which we will follow-up on in order to make them regular contributor	still under progress, but difficult	hard to get photographers active as writers
1000-2500 photos send in about works of art and other educational materials.	3012 photos uploaded	a happy result

Provide an overall assessment of how your project is going according to these measures.: Seeing the results we have in purely the photo contest itself, we have by average reached what we were aiming at. We had less participating institutions, but following them up takes much time, and multiple institutions organised two events. Also some institutions just opened their doors for the photographers on every day the institution was open.

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.: The primary goal of the project was not the photo contest, the photo contest was a mean to reach the goal of getting to/in museums and collaborating with them. The project served also as introduction of Wikipedia/Wikimedia to the cultural institutions, and that worked great. The challenge is now to stay in touch and continue the collaboration in coming months and years.; A secondary goal of the project is also to get more people from Belgium involved in the activities and projects of Wikimedia and Wikipedia. We got great enthusiasm with the many participants we liked to participate but also like to stay in touch with us, 95%+ rate.

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	Lacking an easy workable tool
2. # of new editors	unknown	Lacking an easy workable tool
3. # of individuals involved	300+	Including participants in the contest, staff of museums and heritage libraries, organisers/volunteers from Wikimedia
4a. # of new images/media added to Wikimedia articles/pages	unknown	Lacking an easy workable tool
4b. # of new images/media uploaded to Wikimedia Commons (Optional)	3012+	Uploaded during photo contest.
5. # of articles added or improved on Wikimedia projects	unknown	Lacking an easy workable tool
6. Absolute value of bytes added to or deleted from Wikimedia projects	unknown	Lacking an easy workable tool

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

Yes, we know because our events were successful and participants showed interest in participating again in next year's photo contest.

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 attracting photographers to our Belgian Wikimedia community.

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

There are more images available about art for use in Wikipedia. Also as result GLAM partnerships started that result(ed) in new material on Wikimedia platforms.

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

If more material is available, better articles are created, more people find the information they are looking for.

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

Expenses

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

Category	Item description	Actual total	Budgeted total (incl. tax)	Currency	Notes
Part 1: Website	Website	214.32	605.00	Euro
Part 1: 2 brochures (design)	Design costs of brochures, etc	2710.40	2710.40	Euro
Part 1: 2 brochures (printing)	Printing costs of brochures, etc	2146.54	2146.54	Euro	Underestimated by the "digital" WMF, highly valuable to keep a good lasting impression with our partners and institutions.
Part 1: Cheatsheets (printing)	Printing costs of cheatsheets, etc	701.80	701.80	Euro
Part 2: handouts (printing)	Printing costs of flyers, etc	541.39	701.80	Euro
Part 2: Investment beamer and portable PA		0	1996.50	Euro	We decided not to spend money on this as it appeared we have not much need for it.
Part 3: Management expenses	Food & drinks at events and meetings, photographic materials, post, promotional bags, hard drive to preserve WLA drive	2175.38	3630.00	Euro
Part 3: Travel expenses	Travel and stay for meetings, talks, presentations, etc	2628.17	2420.00	Euro
Part 4: Gifts for jury	Gift coupons & Belgian chocolate	324.31	302.50	Euro
Part 4: Travel expenses jury/speakers	Travel and stay with closing event	326.74	302.50	Euro
Part 4: Prizes	Books, notebooks, stickers	627.91	726.00	Euro
Part 4: Venue	~~Location costs of closing event(s)~~ Catering costs and designer costs	1486.00	1512.50	Euro	We got offered the venue for free, while the catering costs were higher and some updates/work had to be done by a designer. We got approval to re-allocate these costs.
Part 4: Catering ceremony	Catering of the closing event	605.00	605.00	Euro
Part 5: 10% unforeseen expenses	Costs we did expect to happen	1482.17	1837.46	Euro

Total project budget (from your approved grant submission): EUR 37 566

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 20 198

Total amount spent on this project including in kind: EUR 54 388.21

Total amount of Project and Event grant funds spent on this project: EUR 15 970.13

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

WMNL sponsored website for multiple years
Designer sponsored twice
Partners sponsored employee time
Venue for introduction & information sessions sponsored
Prizes (including 70 books) award ceremony sponsored by multiple institutions
Venue of award ceremony was sponsored by KIK-IRPA
Catering of award ceremony was sponsored by KIK-IRPA
100 books Sharing is Caring sponsored from abroad
Discount on stickers and some other materials
Travel costs speakers sponsored by own institutions
Venue of seminar was sponsored by KIK-IRPA
Catering of seminar was partly sponsored by KIK-IRPA + gave discount afterwards

Reallocation

Update: 13 July 2017
Since the submission of this final report a reallocation request came up. We would like to reallocate 315 EUR to invest in a Mobile router and Wi-Fi access point that we can use to give edit-a-thons and related trainings on locations where there is no fixed internet connection. We have a concrete case of the Mariemont museum where there is no fixed internet connection. We already had to reschedule the edit-a-thon which is embarrassing for all parties and partners.

A Raspberry Pi + peripherals: 131 EUR
Mobile data dongle: 79 EUR
Monthly mobile data subscription of 7 x 15 = 105 EUR
Total amount to reallocate: 315 EUR

Remaining funds

Remaining funds have been used or will be used for other approved mission-aligned activities. This use has been requested in writing and approved by WMF.

Remaining funds from this grant have been returned to WMF in the amount of 3,912.87 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 4 227.87

This amount is excluding the costs as described under the header Reallocation. The remaining amount including these costs will be EUR 3 912.87

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.

Reallocation requested for EUR 315, see above.

Remaining unused funds (EUR 3 912.87) return to WMF.