Grants:PEG/Wiki Loves Monuments international team/2013 coordination

Funded

This submission to the Wikimedia Foundation Grants Program was funded in the fiscal year 2013-14. This is a grant to an Wiki Loves Monuments international team.

IMPORTANT: Please do not make changes to this page now. They will be reverted.

This project has been funded, completed, and a project report has been reviewed and accepted by WMF Staff.
To review a list of other funded submissions by fiscal year, please visit the Requests subpage, and to review the WMF Grants Program criteria for funding please visit the Grants:Index.

Basic information

Grant details

Project details

Official project name: Wiki Loves Monuments international coordination team 2013
Project start date (include month, day, and year): 20 January 2013
Project completion date (include month, day, and year): ~~31 January 2014 (expected)~~ 19 January 2014
Please describe the project in 1–2 sentences

Wiki Loves Monuments is an international photography competition, organized since 2010. Since the start of WLM in the Netherlands in 2010 the competition had grown immensely and has now global dimensions. The aim of Wiki Loves Monuments international, to be referred to in this proposal as WLM-i, is to provide support for national organizers and organize the international layer of WLM. The framework developed could serve as a template for the future editions of WLM and other similar international activities and competitions organised by Wikimedia chapters, thus expanding the value of the project well beyond its actual lifespan.

Financial details

Currency requested: Euro
Amount requested in currency requested: ~~45.375,00 €~~ updated: €29,150
Equivalent amount in US$ on the date of this submission: ~~USD 60.380,51~~ updated: ~$38,700
List the exchange rate used to calculate the amount listed in US$: 1 EUR = 1,3307 USD (quoted from google.com "1 EUR to USD")

Grantee details

See the eligibility requirements for more information.

Are you an organization, an individual, or an individual submitting on behalf of a group?

Group, with Fiscal Sponsor

Are you a for-profit entity?

No

Are you able to provide local proof of nonprofit status within your country?

No (group), Yes (fiscal sponsor)

Does your organization currently employ any fulltime or part-time staff or contractors?

No (group), Yes (fiscal sponsor)

If you answered YES, please indicate how many. You may use fractions or percentages for part-time staff if appropriate.

WMNL will act as fiscal sponsor for the Wiki Loves Monuments international group. WMNL currently has five staff members: executive director (0.9 fte), project coordinator GLAM (0.5 fte), coordinator communication and community support 1 (0.8 fte), coordinator communication and community support (0.6 fte), finances and office management (0,6 fte).

Contact information

Primary contact name: For the group: Karthik Nadar & Lodewijk Gelauff; For the fiscal sponsor: Sandra Rientjes
Group members

Primary contact username or email: For the group: wlm-global-org lists.wmnederland.nl; For the fiscal sponsor: rientjes@wikimedia.nl
Primary contact title (position within the organization): For the group: Member of the international coordinating team; For the fiscal sponsor: executive director

If this project will be executed by someone other than the primary contact for your organization, please list that person's details here:

(see above)

Goals and measures of success

Project goal

Please briefly describe what will be accomplished if the project is successful.

Project goal: Help national teams organize Wiki Loves Monuments in their respective countries more effectively and efficiently and organize the international layer of Wiki Loves Monuments. More specifically:

Provide local organizers with the tools and support that they need to organize the national Wiki Loves Monuments competitions in their countries, including the technical infrastructure (templates, upload campaigns, etc.) for uploading images.
Provide an international layer for Wiki Loves Monuments 2013, including organizing the international photo competition and an international finale.
Provide and/or help provide a central infrastructure that can support and coordinate the national competitions and enable communication between chapters.
Create and maintain helpful documentation for multiple target groups, including national organizers and participants.

Measures of success

Please provide a list of measurable criteria that will be used determine how successful the project is. You will need to report on the success of the project according to these measures after the project is completed.

Measures of success

There are three categories of measures relevant for this project:

first, there are the general measures that define whether Wiki Loves Monuments as a whole was successful.
second, there are measures that define whether the international project team was successful as such in their job.
third, there is a list of success factors which might be discussed in the evaluation, but cannot necessarily be put a number on.

Measures of success for Wiki Loves Monuments

(conservative estimates)

More than 385,000 media files uploaded submitted to the contest
More than 15,000 uploaders - at least 3,000 of the used accounts are new
35 countries participated in the contest in 2012
9 months after the contest ended, at least 100 new users were an active contributor (5 edits per month in any of the Wikimedia projects) in at least one month in November-April (please note: this metric will not be available in time for the final report)

Measures of success for the international team

A grant request is accepted successfully, and a report is produced according to the request
A survey is executed among participants (before the end of 2013):
- Indicating that they are likely to edit Wikimedia projects more often (> 25% of respondents)
- Indicating that they would like to participate again next year (> 50% of respondents)
A survey is executed among organizers (before the end of 2013):
- Indicating that they are satisfied with the international team
- Indicating that they are satisfied with the tools and technical framework provided
- Indicating that they are satisfied with the documentation available
- Indicating that they are satisfied with the volunteer involvement on an international level
The international finale is successfully completed
The prizes are handed out before March 2014, with a possible exception for travel related prizes
At least 90% of the participating countries submitted nominees to the finale
The winners of the international finale are successfully processed.
Documentation is available for the all important parts of organizing a Wiki Loves Monuments.

Intangible/non-measurable success factors

Volunteers are pitching in to organise and lead the contest in their country.
Increased availability of monument lists and/or information on Wikipedia
Anecdotal evidence from the organizers survey at/after the end of the contest on how the evaluate different aspects of the contest, including the work of the international team. (This could be through the surveys, or through other channels)

Project scope and activities

This section describes what will happen if this project is funded. Who will do what, and when?

List of activities

Support for National Organizers

Setting out a basic structure

Setting out the international rules
Ensure the creation and maintenance of the technical infrastructure for uploading
Ensure the creation and maintenance of tools necessary for a smooth competition
Guide the creation and maintenance of the monitoring tools
Prepare material such as leaflets, posters and press releases that can be used and/or built upon by national organizations
Set up documentation of best practices
Set up clear timeline
Monitor statistics
Evaluate the project & competition as a whole

Following & helping national organizations

Track and support national organizers in their national organization
Give specific suggestions and support to national organizers (mostly online)
Collect & answer questions
Set up a financial backup system for national competitions (minor, low weight grant system)
Crisis management for national contests

Organization of the international layer of Wiki Loves Monuments

Project Management international team

Build financial structure and control
Report on the use of budget at the end of the program
Maintain communication with relevant staff at Wikimedia Foundation
Design and distribution of photo calendar or similar product (if appliccable)

Set up & run the international contest

Maintain communication with international partners
Set up wikilovesmonuments.org with the necessary information
Maintain social media channels
Set up jury processes
Find suitable jury members for the international jury
Collect results of national competitions
Support the jury in their process, maintain timeline
When applicable: apply for World Record status.
Build/maintain the website infrastructure(s)
Dissemination of results
Provide & distribute international prizes, awards and diplomas
Connect with international press

Other

Monitor relevant mailing lists
Diverse communications

Budget and resources

Please provide a detailed breakdown of project expenses according to the instructions here.

Grantees are subject to line-item scrutiny of expenses. Changes to the approved budget beyond 10% in any category must be approved in advance.

Project budget table

Direct costs	Spending in 2012	Budget for 2013	Remarks
Prizes	3.700,00 €	4.000,00 €
Calendars	1.500,00 €	4.000,00 €
Shipping & boxes calendars	2.500,00 €	5.000,00 €
Thankyou & goodies	797,83 €	1.000,00 €
World Exhibition	2.200,00 €	- €	Not continued
Grant system	1.000,00 €	4.500,00 €	If alternative is proposed, that would be open for discussion.
Meeting & Meeting travel	2.494,64 €	7.000,00 €	More foreign countries involved
Workshops	750,00 €	750,00 €	Kept low due to late budget process
Professional support	9.513,64 €	15.000,00 €	Extension of professional staff
Unforeseen	855,16 €	4.125,00 €	10% (this way we can estimate all amounts more conservatively)
TOTAL expenses	24.611,27 €	45.375,00 €

Total cost of project: The total budget of WLM-international 2013 is the amount quoted above. However, this does obviously not include the budgets for the national competitions.

Total amount requested from the WMF Grants Program: 45.375,00 €

Additional sources of revenue that may fund part of this project, and amounts funded: Sponsorships, when available (no high expectations though)

Non-financial requirements

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

Requests for non-financial assistance: Besides existing arrangements (such as support in getting trademark agreements in place for local organizers where appropriate, support in getting the technical infrastructure secured by 1 September and some support in placing blog posts/press releases etc.) there are no non-financial requirements from the Foundation. If any come up at a later stage, we will discuss what is possible with the appropriate staff members.; There will be a need, like last years, to use the CentralNotice again, but that use will be discussed through regular channels.; Some assistance with running helpful statistics (by Erik Zachte) would be very welcome again.

Resources

This section is optional. It may be used to highlight the potential grantee's potential for successfully executing this project.

Resources

Wiki Loves Monuments is an international, federative competition. Most of the work is being done by hundreds of volunteers all over the world. They are by far the most important resource for our success as an international competition. There is no exhaustive list of these people, but from commons:Commons:Wiki Loves Monuments and its subpages it may be clear there are many. From commons:Commons:Wiki Loves Monuments 2013 it will be clear that many countries are considering to participate (currently 50+ countries are seriously considering).

The international team is a dedicated and experienced team of volunteers. You can find more about their experience on commons:Commons:Wiki Loves Monuments 2013/Who's who.

Impact

In the sections below, please describe how the project is related to the Wikimedia mission and Wikimedia's strategic priorities.

Fit to strategy

How will this project support the key organizational objectives of

increasing reach (more people will access or contribute to Wikipedia or our other projects), participation (more people actually contributing), quality (more content, more useful content, or higher-quality content), credibility (more trust in our projects), organizational maturity and effectiveness (how it will move you or the Wikimedia community forward), or financial sustainability (how it will help you achieve more in the long run)?

This statement should address at least one of the strategic priorities listed here specifically. See WMF Grants Program criteria for decisionmaking.

Wiki Loves Monuments and the international team goals presented in this project are a great fit to the Wikimedia Foundation's strategy. Wiki Loves monuments as a contest reached the following milestone (in brackets the strategy goals):

many new user created their accounts to participate to WLM, WLM national contests have been covered by the press in many countries, WLM established for two times a Guinness World Record (outreach).
WLM participants declared to be more likely to edit Wikipedia and to participte again (participation).
more than 500,000 pictures has been upload in the three past editions of Wiki Loves Monuments (content)

In particular, the international team:

partnered with international authorities such as in 2012 the European Heritage Days (European Commission & Council of Europe), Europa Nostra, International National Trusts Organization (INTO), World Monument Fund (WMF) and Europeana. (credibility)
Helped national organizers, among which many chapters, to organize themselves effectively, gain experience (and connections with heritage organizations) and transfer knowledge on organizing events like this on a national level, whilst facilitating an international infrastructure. (organizational maturity and effectiveness)
Promotion of Wikipedia and its sister projects. Wiki Loves Monuments constitutes a way to promote Wikipedia and its mission: when the countries promote the contest there is always a need to explain the link to Wikipedia and its mission. The global scope of the contest allows to advocate for the mission of Wikipedia and its sister projects.

Benefits

If the project will benefit a specific online community, please tell us.: The international team will not directly benefit a specific community. However, through the many national teams, several communities will be helped, including several Wikipedia communities and the Wikimedia Commons. For example the outreach activities carried on by organizing countries are expected to increase the number of contributors to Wikipedia and Wikimedia Commons.

Please provide a brief statement about how the project is related to other work in the Wikimedia movement. For example, does the project fit into a work area such as GLAM, education, organizational development, editor retention, or outreach?: Wiki Loves Monuments goes in many countries hand in hand with other activities and is sometimes a kickstarter for a chapter and wikimedians to set foot in the cultural heritage and GLAM world. Work is being done to see how a better fit can be made with editor retention, especially because so many new users are brought in this way. However, this is not a typical GLAM project - it does have interfaces.

If successful, will the project have the potential to be replicated successfully by other individuals, groups, or organizations? Please explain how in 1–2 sentences.: Yes, the project can be replicated successfully by different organizations, and this already happens, the project being replicated by chapter and groups of wikipedians all over the world. Wiki Loves Monuments also sprung other initiatives like commons:Commons:Wiki Loves Public Art, the Ukranian project Wiki Loves Earth and there are attempts to set up more similar initiatives. The documentation and infrastructure set up for Wiki Loves Monuments, can be reused there.

Please list other benefits to the movement here.: There will be positive press coverage of the many national events, especially when one of their pictures scores high in the international competition. Besides that, many tag-along events can be organized around Wiki Loves Monuments in specific countries, but that is mostly thanks to their own hard work. Other benefits include capacity building of volunteer groups that organize this as their first event - and then continue with organize other, smaller, events.

Amendment

The grant request is at the demand of the Wikimedia Foundation amended as follows:

The budget is scaled down to a total sum of €29,480. We had to reduce the grant system significantly, remove all workshops, eliminate the evaluation meeting (only leaving few funds for occasional travel) and cut back on the professional support.
The expectations regarding reporting and evaluation will have to be lowered compared to the quality we would have liked to deliver. We cannot foresee the exact implications. It will almost certainly mean that there will be much less transfer to knowledge to a potential next international team.
Other, related, expectations might have to be lowered as well indirectly as a result from this.
Expectations with regards to technical and documentational infrastructure will have to be lowered anyway due to the late timeline we're dealing with, but even further so due to the lowered support.
Expectations with regards to satisfaction of the international organization and its work will have to be lowered significantly.
Fewer grants for local teams will be available.
We will not amend the exact measures of success in the original proposal as that will only require further bureaucracy. Hence this form of amendment.

By making this amendment we hope to see a swift approval of the grant request, and be able to organize Wiki Loves Monuments after all, to a lower standard than originally intended.

**Amended project budget table**
Direct costs	Spending in 2012	Budget for 2013	Budget for 2013 (scaled down)	Remarks
Prizes	€3,700 €	€4‚000	€4,000	Cannot be scaled down.
Calendars	€1,500 €	€4,000	€4,000	Cannot be scaled down, only cancelled (unadvisable)
Shipping & boxes calendars	€2,500	€5,000	€5,000	Cannot be scaled down, only cancelled (unadvisable)
Thankyou & goodies	€797.83	€1,000	€1,000	Cannot be scaled down.
World Exhibition	€2,200	–	–	Discontinued
Grant system	€1,000	€4,500	€1,500	If alternative is proposed, this can be discussed.
Meeting & Meeting travel	€2,494.64	€7,000	€1,000	Evaluation meeting cancelled, remaining budget for incidental meeting travel.
Workshops	€750.00	€750.00	–	Workshops cancelled (also unlikely now due to timeline)
Professional support	€9.513,64	€15,000	€10,000	Technical support only
Unforeseen	€855,16	€4,125	€2,650	10% for unforeseen expenses.
TOTAL expenses	'€24,611.27	€45,375	€29,150

Approval

This amended budget is the one approved for this grant. Asaf Bartov (WMF Grants) talk 04:50, 26 July 2013 (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.