Grants:Conference/Creative Commons Finland/Hack4OpenGLAM
Purpose and vision
Please give a brief description of the event you are planning. What do you hope to accomplish during the event? Why is this event important for your community?
Incredible collaborative work is done around the world with Wikimedia projects. Established ways of working can be efficiently mobilized across the global network and replicated in other contexts. However, we can identify a need for a common playground for novel ideas across and outside the Wikimedia movement, with participants from communities engaged in culture, technology, heritage, creativity, play, or working with knowledge equity.
For example, the Wikimedia hackathons focus rather strictly on improving the technical framework of the Wikimedia projects. What if the hackable items were not technically oriented and would focus on cultural questions? Also, there are closely related communities with people willing to work together with the Wikimedia platforms and communities. Bringing the communities together will help to jointly explore solutions to new and emerging questions in open knowledge.
Do you consider this to be a Regional; Thematic or Growth event? You can read more about each category here.
Is it a Remote, or in-person event?
Please add key information to the table below. The dates, location and number of participants can be estimates and do not need to be finalized at this time.
|Proposed date(s)||20-24 SEPTEMBER 2021|
|Number of participants||150 or more|
|Primary contact person||Susanna Ånäs|
Use the results from the community engagement survey to fill in the table below. Since you cannot cover all topics or meet all needs at one event, prioritisation is important. Please rank the priority of each topic, skill, project or problem as high, medium or low. Finally, please answer the questions in the table below, if any of the questions are not relevant leave it blank.
Are there important skills that many people in your community need to learn?
||(80%): High priority|
Are there other in-person activities are important for community building?
|The respondents ranked the suggested social activities in the following order
(80%): Thematic meetups
(70%): Show-and-tell events
(50%): Informal gathering
(40%): Matchmaking activities
(40%): One to one conversations with expert volunteers
(30%): Activities that break out from in front of the screen
(20%): Music, films
|(70%): High priority|
What are the top issues affecting your community that need to be discussed in person?
||(50%): Medium priority|
Are there joint projects that need to be planned in person?
|There are many independently run projects among participants, and the value of this event is to create opportunities for collaboration. Here are examples of projects mentioned by the respondents:
||(50%): Medium priority|
- How many people did you send the survey to? How many people responded to the survey?
- The survey was sent to all hackathon participants (102) directly and announced on several social media channels. The survey will continue to be used in a reduced form as a signup questionnaire. 10 people answered the survey with very helpful ideas and proposals.
- Did you see consensus around shared goals that this community wants to focus on in the next 12 months? What were the top
We would like to point out three distinct goals that were addressed in one way or the other in all replies:
- Powering up the OpenGLAM work. Collaborate more between organizations and seek common goals. Make sharing more widespread, popular and mainstream. Bring more collections online.
- Mobilizing the technologies of interoperability by collaboratively developing them further, learning and popularizing them among users and reusers. Create tools and practices to take advantage of the open infrastructure.
- Addressing issues of ethical sharing on the internet: returning of colonial artefacts to their home countries, decolonisation and other aspects of responsible sharing.
- Based on survey responses, what are the most important things your community should do at the conference to achieve those goals?
- Workshops for skills sharing – Advocacy, interoperability, Wikimedia projects, emerging technological opportunities
- Networking – Thematic meetups, show-and-tell events, meetings with volunteer experts
- Seeking solutions – Tackle the above 3 goals via workshops, projects and panels.
It is helpful to get an understanding of why this event is important to your community, and what experiences you have had in the past. Please answer the applicable questions below.
- 1. What inspired your community to begin planning this event?
- In October 2020, AvoinGLAM arranged the first-ever global Hack4OpenGLAM hackathon as part of the virtual Creative Commons Global Summit. It was an experiment to replace the cancelled in-person Hack4FI GLAM hackathon that was supposed to take place in Helsinki in March 2020. The 2020 Hack4FI was cancelled one day before the event, when all arrangements were ready. We had to look for a way to arrange the event anew, with most of the resources already spent.
- The new global online GLAM hackathon was submitted to the Creative Commons Global Summit as one of the program submissions. It was accepted with less than two months to the event. This year we would like to establish the hackathon as part of the CC Summit program early on. This will give the opportunity for us to engage more participating institutions and creators, and prepare them for collaborating with each other.
- 2. How does this event relate to other activities that your community is working on?
- AvoinGLAM is joint effort between Creative Commons Finland, Open Knowledge Finland, and Wikimedia Finland to carry out GLAM activities together, starting from the beginning of 2021. As a working group in Open Knowledge Finland, AvoinGLAM has promoted open cultural heritage since 2012 and arranged Hack4FI cultural hackathons since 2015.
- AvoinGLAM works closely in the context of the international OpenGLAM network, as well as the networks of Wikimedia and Creative Commons.
- 3. Do you have any Thematic or Regional committee or group? (Such as WISCom, CEE, Iberocoop, etc).
- Our aim is to bring together different networks of open culture, such as the other local and regional open culture hackathons, GLAMs promoting Open Access to cultural heritage, Wikimedia volunteers working with GLAM-Wiki or academic Digital Humanities projects. Networking was started already as part of Hack4OpenGLAM 2020, and we wish to strengthen the collaboration between these communities. The global OpenGLAM network is the natural umbrella for this collaboration.
Tell us how you'll carry out your project. What will you and other organizers spend your time doing? What will you have done at the end of your project? How will you follow-up with people that are involved with your project?
- A post-2020 survey will be carried out with participants of Hack4OpenGLAM 2020 to identify key issues that the participants appreciate with the hackathon and to identify important topics and communities.
- A call for a planning committee will be set up. It will organize itself around.
- A call for participation will be announced for GLAMs, creators, volunteers and student groups in spring 2021.
- We will explore options for non-proprietary event organizing in collaboration with other communities.
- An online meeting will be arranged in June to invite new participants to the hackathon.
- The collaboration platform will start hosting projects already after the online call.
Events in the program
- The pre-summit workshop day will consist of 10 online workshops, 2 panel discussions and one pitching session.
- Facilitated hacking takes place on the collaboration platform during the three days of the summit. Each project can arrange video calls within the platform. Informal daily calls will be arranged for all participants.
- Showcase session after the summit displays the results of the hackathon.
Documentation and follow-up
- The video recordings and Wikimedia documentation pages will be linked from the Hack4OpenGLAM Dashboard.
- A follow-up survey will be conducted after the event.
- Prepares and processes the survey for previous participants for identifying topics, creators, GLAMs, and open content together.
- Approaches new participants with the help of the existing community.
- Chairs the program planning committee.
- Prepares the registration process, HackOpenGLAM Dashboard and the collaboration platform together with the developer and the CC Summit.
- Prepares the online conferencing platform together with the CC Summit and the media coordinator.
- Invites creators and GLAMs using our existing Hack4OpenGLAM channels, as well as those of Wikimedia and Creative Commons, and the networks of the returning participants.
- Invites the student group(s) to manage the discussion sessions.
- Participates in facilitating the event.
- Writes documentation and reports.
- Manages the follow-up survey.
Program planning committee
- Program planning
- Scholarship / workshop selection and support
- Emerging practicalities
- Facilitate idea generation and matchmaking with the participants on the collaboration platform.
- Host workshop events.
- Guide volunteers to their support roles.
- Participates in the research for non-proprietary platforms, further develops the 2020 event dashboard, and prepares the logistics for the event in collaboration with the project coordinator.
Project graphic identity
- Is created in collaboration with the CC Summit. Complementary design will be needed to accommodate the overall design to the channels that Hack4OpenGLAM uses.
- Manages audiovisual support and documentation.
- Technical support in their area of expertise
- Expert support and coaching
- Code of conduct team
- Support for creating wiki pages and uploading content
- Facilitate matchmaking
- Other emerging tasks
- Conduct 2 workshop day kick-off discussion events and the pitching session
Venue and Logistics
The platforms and technology used in the 2020 hackathon
- Registration with Google Forms and integration to other software.
- Hack4OpenGLAM Dashboard webpage displaying all activity, projects, participants, and documentation.
- Collaboration platform in Slack.
- Online meeting platform Hopin with video recordings in collaboration with the CC Summit.
- Program schedule platform in Sched together with the CC Summit.
- Wikimedia Commons for documentation.
This year we will try to replace most of the proprietary application components with open alternatives, and work with other communities in charting the opportunities available. This requires us to recreate the logistics for the registration and online participation.
Friendly space policy
Please link to the friendly space policy that your community will be using for this event.
It is crucial that most participants have a minimum level of Wikimedia experience so that they can engage actively in workshops and discussions. Please answer all applicable questions below.
1. Target audience
This project aims to mobilize the whole global OpenGLAM community. All channels in the Wikimedia and Creative Commons networks as well as communication channels among GLAM professionals and education in cultural heritage will be used for promoting the event. Direct discussions will be carried out with OpenGLAM communities in different countries to identify ways in which to contribute.
Promoting active collaboration among GLAMs and the open community
- Global reach: The key to attracting global participation is how the message about the event is communicated before the event. In terms of Knowledge Equity, the goal is to attract participation evenly from across the globe. The communication channels of Creative Commons and the Wikimedia community are essential in spreading the word, and the impact can be measured.
- Active participation by GLAMs, creators, wikimedians, researchers: The hackathon is structured so that GLAMs as well as creators can start promoting their ideas and engaging in each others’ projects already in the months leading up to the hackathon. We can record the accumulation of participants and activities.
- Shared vision: Our goal is to identify and amplify the issues that the returning participants value the most in the collaboration. In the survey we send out, we will ask this.
- Embrace diversity: We aim to encourage and promote topics that address questions of Knowledge Equity. Together with the existing participant network, we will identify those topics and communities to engage further. We will support linguistic diversity by announcing the event in several languages, and by allowing the participants to contribute in any language they want. Together with the CC Summit, we wish to exchange experiences on how different language communities can be served during the event. We will keep track of the different messages and their reach, as well as the topics and interest in them in social media.
Encouraging play and exploration in open cultural heritage
- Flexible requirements for projects: We aim to cross-pollinate between communities of practice within the broader field of open knowledge. In order to facilitate this, we try to tap into the varied networks of the previous participants to invite and propose different kinds of projects. We encourage experimenting with the formats and configurations for the projects.
- Low barrier for participation: There are several ways of being active: Participating in workshops, setting up a hack project, or joining a project by someone else. Contributions may also be lightweight, such as participating in a crowdsourcing drive. The power of example can encourage first-time participants to join. The project dashboard and recordings from the previous hackathon will be helpful in this.
2. Intention for outreach
If your conference has an outreach component to also target non-wikimedian individuals or mission aligned institutions, can you explain your intention for this outreach (for example: how will you ensure engagement with these participants after the conference, and what impact do you see them having on the projects)?
Hack4OpenGLAM will bring different OpenGLAM communities together in the context of the global community. By focusing on knowledge equity in GLAM, it produces understanding of the issues for working with the issues in their respective contexts, in the Wikimedia projects, in GLAMs or in the academia.
Creative interplay between the participants lets the hard-working volunteers and GLAM professionals imagine what impact their work can have when it comes together with other creative approaches, and build further upon that. This may spark new innovation in the organizations, in the local communities, and in the global collaboration.
- The project documentation and workshop recordings remain online for reference, and they will assist in connecting between the participants afterwards. The documentation can also serve as an idea bank for replicable projects.
- Data collected about the data sources and institutions will contribute to broader initiatives, such as the OpenGLAM survey or Wikidata:WikiProject Heritage institutions.
- Connections made during the events will facilitate further interaction between the participants.
- The project model will be documented in the project page onwiki.
- Are you thinking about collaborating with potential partners? Such as national; educational or thematic groups and organizations? If so, will this partnership be a financial one (such as sponsorship), or a visionary one (to collaborate in regards to the content of the event)? Please share some details if you have any.
- Currently all participation takes place on equal basis. Individuals as well as representatives of organizations propose and work on projects. This is key to exchanging experiences and cross-pollinating ideas across the whole field.
- In which ways can WMF staff support your event onsite? If you would like support, please list the different capacities in which we can support, or describe how you would like WMF staff to be involved in the event. (Some examples of WMF support or involvement might be: for outreach and communication efforts; to lead specific sessions; for legal or safety reasons, etc).
- Together with the GLAM-Wiki community, the Wikimedia GLAM & Culture team and other OpenGLAM stakeholders, we wish to identify steps to establish a collaborative, global arrangement for making this event happen this year and in the future.
- We hope the GLAM-Wiki community and the Wikimedia Foundation can help in engaging GLAMs, identifying open cultural heritage collections and encouraging Wikimedia affiliates and volunteers to join the activities.
- It will be useful if the WMF can support in communicating the event.
- Last but not least, it would be very important that Wikimedia staff join the event and work together with the participants to ensure that the intended cross-pollination can take place.
- 1. How many scholarships would you like to offer and what expenses will the scholarship cover?
- 10 scholarships for the preparation and presentation of an online workshop at the hackathon.
- During this grant evaluation process we will discuss if grants for participating in the workshop days can be considered.
- 2. How will scholarship recipients be selected?
- The program planning committee will select the workshops / scholarship recipients.
- 3. Do you plan to target or prioritize specific communities or participants?
- The overarching goal of the hackathon is to tackle Knowledge Equity issues. We will give priority to workshops and applicants that represent an aspect of geographic or cultural diversity.
- 4. How will you ensure diversity and inclusion in your scholarship process?
- The program committee will evaluate workshop proposals based on the above criteria.
Resources and risks
Describe the resource potential for successfully executing this project and the key risks/threats.
- Organizing team
|WMF Liaison||Susanna Ånäs|
|Logistics||Mikael Hannolainen, Ranjit Menon, Susanna Ånäs|
|Conference Program||Susanna Ånäs|
|Scholarships||Tove Ørsted, Tuomas Nolvi|
|Volunteer Coordinators||Tove Ørsted, Tuomas Nolvi|
|Facilitators||Tove Ørsted, Tuomas Nolvi|
|OKFI administration & IT||Tarmo Toikkanen|
This team organized Hack4OpenGLAM in 2020, and most of them have been part of the organizing team of Hack4FI since the beginning. This is the initial team, which may change or be complemented over the course of preparations.
Susanna Ånäs, project coordinator
Susanna Ånäs is GLAM coordinator at Wikimedia Finland, and was in charge of Hack4OpenGLAM in 2020.
Facilitators Tove Ørsted, Tuomas Nolvi
Tove Ørsted is an archivist at Aalto University Archives, and she is a board member at Wikimedia Finland.
Tuomas Nolvi is an archivist at Yle Archives, and he has acted as the contact person for AvoinGLAM.
Tove and Tuomas volunteer in their positions, and we expect to enroll 1–2 facilitators in paid positions towards the event.
Mikael Hannolainen website development
Mikael Hannolainen created the 2020 Hack4OpenGLAM Dashboard.
Ranjit Menon media coordinator
Ranjit Menon took charge of streaming support in the online sessions. He has coordinated similar activities in the mydata.org annual events
Risks & measures
- We are very dependent on the active participation of the GLAM communities in Creative Commons, Wikimedia and beyond to fulfill the principle of Knowledge Equity in the program.
- Engage volunteers, cultural institutions, and other Wikimedia affiliates as early as possible in planning the event.
- Create a program committee and other volunteer positions that can start working already.
- Ask the community for input in the community engagement survey
- It can be financially difficult for participants from all corners of the world to prepare workshops
- We will offer scholarships for those who run workshops. This new addition is reflected in the budget.
- We should prioritize non-proprietary platforms to ensure that all communities are willing to participate.
- We are hosting the survey on a local cloud service at Open Knowledge Finland and will work to replace the platforms the hackathon uses with non-proprietary ones. This requires us to increase the amount of funding reserved for technical development and IT support.
- Digital fatigue: The survey may not produce as many replies as would be desirable
- The survey responses will be the starting point for discussion about the event. We can use also other channels, such as direct mailing and Twitter, to engage people in discussions about the scope of the event. Also we can migrate the current users from the current Slack to the new environment as soon as we have it, and invite newcomers there.
- Event budget table
|Number||Category||item||Unit||Number of units||Cost per unit||Total cost||Currency|
|1||Remunerations||coordinator: Program coordination, facilitation, WMF & CC Summit liaison, overall planning||months||2||3,500||7,000||EUR|
|2||Remunerations||facilitator(s): Hosting workshops events, facilitating work between participants, supporting volunteers.||person||2||2,000||4,000||EUR|
|3||Remunerations||developer(s): Piecing together the technical environment for the event, creating the website, managing the registration environment, integrating hackathon's own tech resources with that of Creative Commons||4,000||4,000||EUR|
|4||Remunerations||media manager: Managing all aspects of audiovisual technology, such as presenting audiovisual materials, supporting participants in using them, audiovisual documentation.||2,000||2,000||EUR|
|6||Remunerations||complementary design: Design needed in addition to the official CC Summit design, or before it is available.||1,000||EUR|
|8||Services||Open Knowledge Finland project costs||4,800||EUR|
|project administration: Administrative practicalities, legal issues, contracts, reporting|
|IT support: Web services maintenance and support (documents, collaboration platform, communications)|
|communications manager: Social media management, press releases|
|accounting and payroll: Accounting agency|
|office space: Maria 01|
- Total cost of event
- 30,000 €
- Total amount requested from the Conference and Event Grants program
- 30,000 €
- Additional sources of revenue that may fund part of this event, and amounts funded
- The support received from Creative Commons has not been calculated. It includes the use of the webinar platform and event schedule, the work of supporting personnel as well as inclusion in the CC Summit's communications and the use of the graphic identity of the event.
- Please confirm that you are aware that changes to the approved budget beyond 10% in any category must be approved in advance.
Do you think this project should be selected for a Conference 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.