Grants:PEG/WM NL/GLAM WIKI 2015

statusFunded

Project & Event Grants

WM NL/GLAM WIKI 2015

GLAM WIKI is an international conference where Wikimedians, volunteers and professionals from the GLAM sector meet to share and discuss the latest openGLAM developments, lessons learned and ambitions.

targetGLAM Wikimedians/Wikipedians, professionals and volunteers

strategic priorityImprove quality

start dateDecember 1

start year2014

end dateMay 15

end year2015

budget (local currency)amount requested €60,450 (€ 37,575 logistics + €31,875 scholarships - €9,000 revenue)

budget (USD)$76,936

grant typeOrganization

non-profit statusYes

creator• Ter-burg

contact(s)• fauconnier@wikimedia.nl• rientjes@wikimedia.nl

organization• Wikimedia Nederland

website• http://www.wikimedia.nl

created on13:59, 7 November 2014 (UTC)

friendly space expectations

view all PEG requests

Goal

• To let professionals and volunteers from the cultural sector share lessons learned and best-practices on GLAM projects that are contribute to Wikimedia projects and/or contribute to open knowledge in another way.
• To inspire and motivate participants to join existing or start up their own projects that support the mission of the Wikimedia movement.
• To increase awareness among GLAM professionals of the importance of accessible cultural heritage and to put currently available content in the spotlight.

Impact of past events

An earlier edition of the GLAM WIKI conference had the following results:

• best practices shared between volunteers, Wikimedia staff and GLAM professionals. People reported to have learned about Wikimedia collaborations (41%), specific Wikimedia projects (28%) and GLAM issues and solutions (13%) (Source: GLAM WIKI 2013)
• new GLAM projects in the participating chapters and user groups (For example: 6 Wikipedians in Residence started in 2014 in The Netherlands; valuable lessons were learned in London in 2013; the GLAMwiki Toolset has been used in several countries)
• international networking and continued knowledge sharing: one year after the conference, participants reported that they made on average 12 new contacts, of whom they had maintained contact with 6, and worked with 4. (Source: GLAM WIKI 2013)

Need for a new event

The GLAM sector and the Wikimedia movement are constantly evolving. New insights, technology and people have a big impact on the possibilities and need for regular events to share and discuss GLAM related topics. In the last two years there have been GLAM related developments around Wikidata, the GLAMwiki Toolset, content donations through other platforms (Flickr, Europeana), 3D printing, augmented & virtual reality and copyright issues. The difference with Wikimania is that this event has a smaller scope. This smaller scope makes it possible to share and discuss GLAM topics in much more detail in ways that are not possible at Wikimania or other broader events. This also leads to a higher attractiveness of the event for GLAM professionals and a significant increase of GLAM projects.

Plan

Activities

Main activity

A three day international GLAM conference on April 10, 11 and 12 for GLAM professionals and volunteers at the National Library and National Archive in The Hague, The Netherlands.

Preparation

Program

The program will be determined by a Program Committee (see below). The proces of designing the program will be as open as possible. Examples of this are:

• A public timeline of the design process.
• A public call for proposals.
• Public call for support or specific requests for the proposals.
• Public feedback on the proposals by the Program Committee.
• Publication of draft schedules for the conference for public feedback.

Program Committee

A program committee will decide on the program of the conference in an efficient and transparant proces. The committee will consist of:

• Mylee Joseph, Australia
• Sarah Stierch, USA
• Stephan Bartholmei, Germany
• Isla Haddow-Flood, South Africa
• Venus Liu, Hong Kong
• Sandra Fauconnier, The Netherlands

The committee was formed through a call for members for the Program Committee. This call was shared over several mailing lists and many Wikimedia related Facebook Groups throughout the world. 12 people from the USA, Australia, UK, Germany, Italy, Switzerland, Hong Kong and The Netherlands volunteered to serve on the Program Committee. We reached out to people from the Global South to encourage more of them to apply. People affiliated with Wikimedia Amical, Mexico, Argentina, Ivory Coast and India reacted positively to the call for Program Committee members. People could apply until December 5, 24:00 CET. The Board of WMNL decided on the Program Committee members. Criteria included, but were not limited to:

• the profile of applicants,
• diversity (geographic, gender, etc.) of the entire committee,
• availability

The board was supported by Sebastiaan ter Burg (GLAM coordinator of Wikimedia Nederland).

Organisation

#	Activity	Deadline	Notes
1	Apply for funding
2	Contact hotels for options	December 31, 2014	Ask for group arrangements and discounts. Options on hotels that fit the budget will be taken.
3	Contact partners and venues for options	December 31, 2014	Venues that offer their facilities for free are preferred. Options on venues that fit the budget will be taken.
4	Publish announcement of the conference	January 10, 2015	A press release will be sent out to announce the conference
5	Contact potential sponsors	January 10, 2015
6	Research visa requirements	January 10, 2015	An overview of the countries that need a visa, the timeframe and requirements for requests will be produced
7	Produce visa invitation letter	January 15, 2015	A standard letter for requesting visa will be produced
8	Develop registration form	January 15, 2015
9	Testing registration proces	January 20, 2015
10	GO / NO GO	January 31, 2015	Depending on the options for venues and hotels the decision will be made if further preparations are made.
11	News letter and other updates	January 31, 2015	News about the GO /NO GO decision and other updates will be send out.

Pending grant request:

#	Activity	Deadline	Notes
12	Visit possible hotels and venues	January 15, 2015
13	Choose hotel	January 15, 2015	A hotel will be chosen on the basis of the distance to the venue, price and service quality
14	Choose venue	January 15, 2015
15	Inventory of support needed for booking flights
16	Publish registration form	January 23, 2015	This also includes the forms to request a scholarship.
17	Invitation letters to people requiring visa	January 15, 2015	Invitation letters will be send even before the final GO/ NO GO decision has been made
18	Publish scholarships	February 13, 2015	The list of people that are granted a scholarship will be published. The Program Committee advises the board about the scholarship applications.
19	Close registration	April 9, 2015

Impact

Target readership

The targets for this project are Wikipedia, Wikimedia Commons, Wikidata and Outreach with a relation to GLAM projects, but not limited to any language.

Fit with strategy

Increasing quality:

• Perpetuate and improve cooperation with existing international GLAM partners and initiatie cooperation with interested new GLAM partners
• Increasing accessibility to reliable GLAM sources for editors by motivating GLAMs and volunteers
• Training professionals and volunteers in using different tools, such as the GLAMwiki Toolset, Wikidata tools, Wikimetrics, etc.

Measures of success

#	Type	Indicator	Goals	Measurement method	Tool	Comment
1	Participation	Amount and diversity of participants	There is at least one participant of every continent (7 continent model, excluding Antartica) >= 30% of the participants are GLAM professionals 50% of the participants are female >= 60% has experience with GLAM - Wikimedia/Wikipedia projects	Registration before and during the event	tbd	The participants will be mapped in the target groups (professionals, volunteers, staff), country, gender and experience
2	Participation	Track popularity	Every part of the program attracted >= 50% of the target audience size	Registration during event (Target audience (type and number of participants) will be asked for proposals. Participants of the conference will be asked to (anonimously) register what parts of the program they attended.)	tbd	Track popularity is measured to get insight in the most and least popular topics of the event
3	Multiplication	Number of new GLAM partnerships initiated thanks to the event	> 1 new or renewed GLAM partnership initiated in 2015 for every country that participated >= 3 new or renewed GLAM partnerships initiated in 2015 for every country that had 5+ participants Participating GLAM professionals were involved in setting up partnerships or explained what withheld them in 2015	Survey among participants in October 2015	tbd	The long term impact of the conference will be measured 6 months after the conference.
4	Multiplication	Number of participants becoming organisers of future events	>= 30% of participants without prior involvement in organising Wikimedia related events have organised or been involved in organising an event in 2015 >= 50% of participants with prior experience in organising Wikimedia related events have organised >= 1 events in 2015 >= 30% of participating GLAM professionals have been involved and/or hosted >= 1 Wikimedia related event in 2015	Survey among participants in October 2015	tbd	The participants of courses and trainings will be surveyed additionally about the way the effect of the course/training in the long run
5	Public relations	Number of media reports	>= 1 mention of the conference in a Dutch national newspaper >= 15 news and/or blogposts of Wikimedia chapters or user groups >= 5 news and/or blogposts of participating GLAMs	Media review
6	Visitors	Number of visitors of online publications	>= 1500 unique visitors of the conference website / project page >= 200 views of every video published >= 500 views of at least 50 photos of the conference >= 50 views of published presentations	Web analytics		The views of the project page, presentations and photos on Commons, videos on Youtube, etc will be measured. If possible the countries of visitors are indexed too.

Replicable outcomes

The following outcomes will be replicable:

• Presentations: keynote speeches (and probably more presentations) will be documented and shared
• Workshops: the workshops are not only meant to train people in the topics, but will also lead to detailed documentation to scale up the workshops
• Documentation: slides of all speakers will be shared, reports of the event

Resources and risks

Team members

Wikimedia Nederland

#	Name	Affiliation	Expertise	Experience
1	Sebastiaan ter Burg	Wikimedia Nederland	GLAM, workshops, presentations	Professional speaker support Multimedia production (event coverage) Gives workshops on a regular basis (Wikipedia, Wikidata, Commons) Organised a national open data conference in 2011 and a large number of smaller events
2	Denise Jansen	Wikimedia Nederland	Organising large events, communication, community support	Co-organiser of the yearly WMNL conference Organiser of the 2013 Amsterdam Hackathon Organiser of a large number of smaller WMNL events
3	Jolanda Adelaar	Wikimedia Nederland	Finance	Co-organiser of the yearly WMNL conference Logistics coordinator for Dutch participants at Wikimania 2014

Program committee

Program committee members will be announced within one of two weeks.

#	Name	Affiliation	Expertise	Experience
1	tbd	tbd	tbd	tbd
2	tbd	tbd	tbd	tbd
3	tbd	tbd	tbd	tbd
4	tbd	tbd	tbd	tbd
5	tbd	tbd	tbd	tbd

Risks

Risk	Activities to minimise or overcome risk
Too few participants	1. Involve other Wikimedia chapters/user groups from the start 2. Contact umbrella organisations in an early stage
Insufficient focus of the conference program	1. International program committee 2. Transparant program design process
Budget overruns	1.Regular meetings and a transparant process 2. Special effort to get largest costs (i.e. location, accommodation, food) sponsored
Too little organising capacity	1. Preparations started in August 2014 2. Involving volunteers in an early stage and posting vacancies for volunteering 3. Small budget for hiring temporary assistance 4. Hiring interns

Budget

Project budget table

The budget underneath is based on the experiences of two earlier events:

• The Amsterdam Hackathon 2013
• GLAM WIKI 2013

The budget is based on the last information on the 28th of January 2015. Changes to earlier versions are that

• The venue is sponsored, but extra audiovisual material is needed. The location uses a preferred supplier which limits us in finding the cheapest option.
• Hotel proces have increased (the shorter the time before a reservation, the more expensive it is)

Number	Category	Item description	Unit	Number of units	Cost per unit	Total cost	Currency	Notes
1	Conference location	Hire of extra audiovisual equipment, local wifi facilities and furniture at the conference location.	1 day	3	2500	7500	EUR
2	Food	Coffee, thee and lunch on Friday, April 10 2015	1 participant	150	25	3750	EUR	Simple lunch buffet, other beverages will be available for purchase
3	Food	Coffee, thee, lunch and buffet on Saturday, April 11 2015	1 participant	150	40	6000	EUR	See above + buffet in the evening
4	Food	Coffee, thee and lunch on Sunday, April 12 2015	1 participant	150	25	3750	EUR	See above
5	Travel	Travel costs for speakers	1 speaker	5	1000	5000	EUR	Speakers will be travelling from all over the world. Travel costs are covered from the airport of the country of the speaker to the venue of the conference. These costs are for speakers without an affiliation with Wikimedia and who do not have a budget of their own to attend.
6	Accommodation	Hotel rooms for speakers	1 speaker	5	175	875	EUR	A group rate will be negotiated. The preference is to have speakers and participants stay at the same hotel during the conference.
7	Communication	Printed programs, handouts and other communication material	1 participant	150	10	1500	EUR	Handouts also include surveys, touristic information and maps
8	Presents	Presents for speakers	1 speaker	20	10	200	EUR	Stroopwafels will be included.
9	Personell	Freelancer	1 month	2	2500	5000	EUR	Hiring a freelancer part time to support the organisation of the conference. This conference is an extra activity for Wikimedia Nederland for which there is a limited amount of time reserved in the year plan for 2015. In the last weeks to the conference we need extra support for hands-on work (badges, publications, last details with the venue, last minute changes of participants, etc.) which would take up too much time of existing employees of WMNL. WMNL has done (had the need to do) this in te past for other events.
10	Unforeseen	n.a.	n.a.	n.a.	10%	4000	EUR	Reserve of 10% for unforeseen costs
	SUBTOTAL					37575	EUR

Number	Category	Item description	Unit	Number of units	Cost per unit	Total cost	Currency	Notes
11	Travel	35 scholarships for International participants	1 participant	35	600	21000	EUR	Scholarships are specifically meant to give people around the world a chance to participate. Travel costs are covered from the airport of the country of the speaker to the venue of the conference. These costs also include costs for requesting visa. These costs are based on our experience with the Amsterdam Hackathon 2013. Criteria for determining scholarships are: Contribution: In what way does someone contribute to the conference by giving a presentation, training or in other ways? Chance of improvement: In what way does attending the conference help him/her improve the amount and/or quality of GLAM projects in their country/region? Activity (past and future): How much experience does he/she have with Wikimedia projects in general and with GLAM projects? What does someone plan to do with the knowledge and the network he/she gained the conference in 2015? Coverage of country/region: How many and what type of participants (volunteers / professionals / staff) of their country/region have already indicated that they will attend the conference? Costs: How much does it cost to let someone attend (5 people from Europe is the same cost as one person from Australia)? Diversity: A good balance between people with large experience in the Wikimedia / MediaWiki community and people that are newbies in our context but have a good track in other interesting projects.
12	Accommodation	35 scholarships for International participants	1 participant	35	175	6125	EUR	This reservation is a group rate for 3 night per person excluding tourist tax at a hotel very close to the venue. The preference is to have speakers and participants stay at the same hotel during the conference.
13	Food	35 scholarships for International participants	1 participant	35	50	1750	EUR	Scholarships also include a €25,- daily subsidy to cover diner costs.
14	Unforeseen	n.a.	n.a.	n.a.	10%	3000	EUR	Reserve of 10% for unforeseen costs
	SUBTOTAL					31875	EUR

Total cost of project

The total cost of the conference is estimated on 65.550 EUR excluding organising costs of Wikimedia Nederland.

Total amount requested

The total amount requested is costs - revenue = €69,450 - €9,000 = €60,450. (~ $68,620,-)

Costs

Logistical costs: € 37,575
Scholarships+travel € 31,875

Total € 69,450

Expected revenue

Sponsoring 3,500 -
Ticket sales 5,500 -
Total € 9,000

Additional sources of revenue

Partners

Talks have been initiated and started with different sorts of partners. Partners can support the conference financially, with their network and/or by increasing media reach.

Financial partners

Financial partners contribute by sponsoring the conference financially. This also includes delevering services at reduced or no costs. The goals for financial partnerships are:

• to find a venue which can be used at no cost and to have printing costs sponsored: €15.000,-
• to have several speakers and/or participants sponsored: €10000,-

#	Partner	Total amount sponsored	Currency	Notes
1	Netherlands Institute for Sound and Vision	3500	EUR	The Netherlands Institute for Sound and Vision is also looking into sponsoring by having an employee support the organisation of the event.

Network partners

Network partners help us reach potential participants outside our direct network. They promote the event and spread relevant news in their own networks. The goal is to attract at least 3 relevant network partners and reach at least 50 GLAMs worldwide that haven't had contact with Wikimedia chapters and/or user groups before.

Media partners

Media partners help with covering the event (written, photography, video) and with getting media attention for the event. They contribute to the quality and quantity of coverage and the amount of people reached before, during and after the event. The goal is to find at least one partner that sponsors the multimedia coverage (photography and video) of the event.

Ticket sales

Ticket prices are kept low to ensure the accesibility of the event.

#	Category	Description	Unit	Number of units	Ticket price	Total income	Currency	Notes
1	Wikimedians / wikipedians	Wikipedians with at least 50 edits over a period of 3 months prior to the event. Members and staff of Wikimedia chapters and user groups.	1 person	60	25	1500	EUR	Wikipedians have to send in their user name to show proof of the amount of edits. Local chapters and user groups will be asked to confirm whether someone is a member or staff.
2	GLAM professionals (early bird)	People working for a GLAM, cultural umbrella organisations, government, etc.	1 person	40	75	3000	EUR	Early bird tickets are available until two weeks before the conference.
3	GLAM professionals (regular ticket)	People working for a GLAM, cultural umbrella organisations, government, etc.	1 person	10	100	1000	EUR	...
4	Scholarships	Speakers and visitors that recieve a scholarship to participate.	1 person	40	0	0	EUR	Tickets for speakers and attendees with a scholarship are not counted as income
.	TOTALS		1 person	150		5500	EUR

Non-financial requirements

See a description of non financial assistance available. Please inform the Wikimedia Foundation (WMF) of any requirements for non-financial assistance now.

Discussion

Community notification

The request for Program Committee members has been shared on the following mailing lists and facebook groups:

• Wikimedia discussion list, wikimedia-llists.wikimedia.org
• Wikimedia Chapters cultural partners coordination, cultural-partnerswikimedia.ch
• Wikimedia libraries list, librarieslists.wikimedia.org
• Wikimedia GLAM US list, glam-uslists.wikimedia.org
• OpenGlam mailing list, open-glamlists.okfn.org
• Wikimedia Asia Forum
• Wikimedia Tasmania
• Wikimedia Côte d'Ivoire
• GLAMwiki Global
• GLAM-Wiki Global
• GLAM-Wiki US
• US Open-GLAM
• Wikimedia Mumbai Community
• Wikimedia Colombia
• Wikimedia Portugal
• Wikimedia España
• Wikimedia Bolivia
• More to follow, pending membership acceptance

Endorsements

Do you think this project should be selected for a Project and Event Grant? Please add your name and rationale for endorsing this project in the list below. Other feedback, questions or concerns from community members are also highly valued, but please post them on the talk page of this proposal.

• Happy to endorse this - these events are critical to building buy-in and community around open culture and Wikimedia partnerships. Missvain (talk) 18:02, 29 December 2014 (UTC)
• I support this project because it also brings new Wikipedia communities from countries like Ethiopia,Malawi and Uganda together and allow them to get more exposure and know how about GLAM overall activity across the globe. Abel Asrat (talk) 08:25, 30 December 2014 (UTC)
• A must event to advance open knowledge, culture, access, etc. Part (talk) 08:30, 30 December 2014 (UTC)
• The GLAM sector is constantly involving. There are concerted efforts to revive cultural heritages. So this is coming at the right time. I am willing to partake of this Kayusyussuf (talk) 08:32, 30 December 2014 (UTC)
• The opportunity to engage with the GLAM community is a timely one, there have been a number of recent "successes" around the world to share to inspire further collaborative and creative partnerships. Aliaretiree (talk) 09:12, 30 December 2014 (UTC)
• I place my full support with the GLAM. Hope to see Africa heavily represented.AminouT
• Great. My endorsement! Nkansahrexford (talk) 11:08, 30 December 2014 (UTC)
• Great opportunity for beginners to actually network with veterans and to also learn for future exploits in their countries Flixtey (talk) 11:11, 30 December 2014 (UTC)
• It would be a good opportunity to advance open knowledge, and it is absolutely necessary to let the professionals and volunteers from the cultural sector share their experiences on GLAM projects. Venuscvm (talk) 01:59, 31 December 2014
• It will be very good opportunity to Coordinate GLAM projects around the world --Mohamed Ouda (talk) 08:15, 31 December 2014 (UTC)
• It is a great initiative to promote GLAM within the Wikiverse Rberchie (talk) 08:57, 5 January 2015 (UTC)
• Certainly needed. Romaine (talk) 13:31, 6 January 2015 (UTC)
• A vital and productive part of the Wikimedia community's work. Andy Mabbett (Pigsonthewing); Talk to Andy; Andy's edits 18:20, 6 January 2015 (UTC)
• I attended GLAM WIKI 2013 and found it a wonderful opportunity to learn about the work that is being done around the world and to make connections with people working in the sector, I would love it to be held this year. Mrjohncummings (talk) 23:33, 6 January 2015 (UTC)
• Endorse - As the convenor of the first GLAMwiki Conference (Canberra, 2009), second (London, 2010), and program manager of the fourth (London, 2013). Wittylama (talk) 14:32, 8 January 2015 (UTC)
• Endorse - The GLAM movement is one of the most significant drivers of growth and sustainability for Wikimedia projects going forward, and it's incredibly important to have these types of conferences to keep that momentum going. I wish I could be there myself, but scheduling won't allow that, so I'm eager to help in any way remotely. -- Fuzheado (talk) 17:43, 8 January 2015 (UTC)
• I strongly endorse this conference. The GLAM sector is crucial for further development of our movement.--Kiril Simeonovski (talk) 09:00, 9 January 2015 (UTC)
• Outreach to the GLAM sector is a useful way to improve the quality of Wikipedia both directly by tapping into the resources and expertise of the GLAMs and indirectly by cross training our existing editors and improving editor retention amongst our existing editing community. Jonathan Cardy (WMUK)/ WereSpielChequers (talk) 09:36, 12 January 2015 (UTC)
• Endorse - I have attended a previous GLAMwiki conference and it is really effective in boosting GLAM related activities and reinforce collaborations with a larger team of interested people; it is really a relevant and useful format to continue regularly and I have the impression it involves quite significantly women in our moment. --iopensa (talk) 09:45, 14 January 2015 (UTC)
• Endorse -It is important to be able to share experiences on operating formats in the GLAM-cooperation on the international field. Many of us do similar things as hackathons or local events with GLAMs and volunteers. To get a common understanding of how to evaluate these activities both within the frame of Wikimedia but also in the eyes of GLAM institutions would be helpful too. Get to know all the different information materials such as films, broschures and leaflets would be very helpful. We may share much more than we do and still being individual for our target groups. Look together how GLAMs and Wikidata could joinly enter the future of sematic web. Going beyond the concepts of gathering material on Commons to enrich Wikipedia but giving Free Knowledge a true GLAMourous perspective. And last but not least it is important to increase in numbers of people engaging in GLAM activities. Anything that motivates and enables people to do so is of a great help.--Barbara Fischer (WMDE) (talk) 13:51, 19 January 2015 (UTC)
• Endorse- I found the first GLAMwiki Conference at which I spoke and attended very useful (Canberra, 2009). There is quite a lot going on in this area now. More than 5 years ago. Holland is a long way for aussie and kiwis to go though and expensive..Rose H Special Collections and Digital Curator at UNSW.
• Endorse- I consider specific event like the one proposed to be the futur of Wikimedia meetings.--Charles Andrès (WMCH) 14:13, 23 January 2015 (UTC)
• Strong support. The event will help GLAM-ers all over the world to share best practices and learn from each other. Netha Hussain (talk) 15:00, 26 January 2015 (UTC)
• Endorse - The GLAM work being led by the community is very substantial and can only benefit from increased connectivity and collaboration as more and more movement leaders apply GLAM cooperation practices with cultural and knowledge institutions throughout the world to liberate and disseminate quality content. JAnstee (WMF) (talk) 20:11, 28 January 2015 (UTC)
• Definitely! --Vladimir Alexiev (talk) 18:09, 29 January 2015 (UTC)
• Endorse - Zenman (talk) 16:58, 30 January 2015 (UTC)

For grantees

If you are the grantee or representative that wrote this grant submission, you may request changes by using these links:

• Create a request for an extension of the approved project completion date.
• Create a request for changes to the approved project budget.

• Endorse I just booked my flight so it better happen :-) Doc James (talk · contribs · email) 00:51, 2 February 2015 (UTC)
• Endorse This is a very useful event to bring people all over the world working on freeing cultural data together under one roof. I endorse this event. --Subhashish Panigrahi (talk) 13:49, 4 February 2015 (UTC)
• As a GLAM enthusiast I believe this is a worthy cause that needs to be supported Rberchie (talk) 12:55, 6 February 2015 (UTC)