Grants:Conference/GLAM-WIKI 2018

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statusFunded
WM IL/GLAM WIKI 2018
The international GLAM-WIKI conference will bring together the GLAM-Wiki community, Israeli GLAM professional, Wikimedians to share and discuss the latest openGLAM developments, lessons learned and new directions
targetInternational GLAM Wikimedians/Wikipedians, professionals and volunteers
strategic priorityTo increase awareness among GLAM professionals of the importance of accessible cultural heritage

To inspire and motivate participants to start up their own GLAM projects

To facilitate the sharing of best practices and the most up-to-date documentation on the most common or most innovative GLAM-Wiki projects
amount-local250,400 ILS
amount71,543 USD
typetype-default
nonprofitYes
creatorלסטר
contact• mlester(_AT_)wikimedia.org.il

Event overview[edit]

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?

The GLAM-WIKI conference will bring together the GLAM-Wiki community, GLAM professional, Wikimedians and leading figures from cultural institutions and from the GLAM community all over the world.  

The previous GLAM-WIKI conference was held two years ago (2015), in the Hague in the Netherlands. Last year, a European GLAM-Wiki coordinators meeting took place in Paris. At the 2018 GLAM-WIKI we intend to host a conference that will be open to leaders from various cultural institutions, GLAM-Wiki coordinators, Wikimedians and volunteers – from both Israel and around the world. The conference will highlight the developments around GLAM and Wikidata, the GLAM-Wiki Toolset, new technical tools being developed (including structured data on Commons, which touches many GLAM collaborations), and the advantages of free content.

Since 2011, Wikimedia Israel has had active and sometimes fruitful collaborations with GLAM institutions around donations of collections to the public, expansion and creation of new GLAM-related articles and about advocating and providing guidance about opening up collections to the public. Though the activities in these partnerships were not as intense as our programs in high schools and in higher education institutions (no paid staff was ever dedicated to that goal), along the years we have kept in touch with many institutions. Lately, we are witnessing a change in attitude towards opening up collections: instead of WMIL actively pursuing opportunities to identify collections and approach partners, we are seeing various institutions taking initiative and approaching us to examine options for cooperation around opening up digitized collections. Moreover, one of the biggest foundations in Israel is very much interested in promoting Open GLAM in Israel. WMIL has had a long and fruitful dialog with them, which resulted in an invitation to submit a grant request for an international conference.

Important details

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) 3-5/11/2018
Proposed location Tel Aviv, Israel
Number of participants ~150
Event page GLAMTLV2018/Welcome
Primary contact person User:לסטר

Background[edit]

Community input[edit]

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 below the table.

Description Priority
Strategic discussions:

What are the top issues affecting your community that need to be discussed in person?

GLAM-Wiki is in essence a broad label for a community which includes various actors, elements, and subcommunities. Strategically, we would like to bring together the perspectives of different groups, around these three topics that emerged from the survey as important to community members:
  • Partnership and capacity building: GLAM diplomacy, Involving in our activities more workers from GLAM institutions, Organize GLAM events in different cultural institutions, Agreements with external partners and entities, Funding, Cultural professionals´s engagement with Wiki projects, how can we engage small & volunteer based heritage organizations better, volunteers cooperating with GLAMs, International collaborations, coordination international projects
  • Raising awareness about GLAM projects: mapping all initiatives and learning adequately from them, with appropriate representation of documentation/case studies that are relevant to each subcommunity – especially the Global South/emerging/decentralized communities. GLAM community has to share successful stories, case study and other kind of experience, Wiki projects awareness, learning about good ideas of GLAM projects
  • Wikidata and GLAM: integration, cooperation, relevance of GLAM content for Wikimedia Commons; Structured data / Wikimedia projects as global GLAM infrastructure / giving data back to GLAMs, how can we be a better partner to GLAMs with returning data to them (after enrichment),  technical skills (wikidata tools)
High

High

High

Capacity development:

Are there important skills that many people in your community need to learn?

  • Wikidata/Automatization/Structured data:
    • Wikidata training on "quick statements", GLAMpipe, batch upload of materials that have no institutional database, Learning use of software and syntax, helping on mass upload, mass upload tools; metadata cleanup and management, Increase hands-on knowledge about structured data among GLAM staff and Wikimedians, Prioritize the GLAM community's short- and mid-term goals for structured data, Design a pipeline together with GLAMs for providing data back to organizations, some mass uploads with institutions
  • Building collaborations (in general, as well as with a special emphasis for emerging communities):
    • Working with archives, Working with Libraries. For both initially materials should be gained in-person. Engaging GLAM institutions, engaging volunteers. Strategies for building sustainable partnerships and sign agreements with external partners and entities. Turning librarians into active editors. Projects with museums -it is hard to engage museum staff and once they are convinced or want to contribute, it is hard to keep the balance between new wiki tasks and the routine of the institution.
High

High

Working groups:

Are there joint projects that need to be planned in person?

An international program committee will be in charge of planning the conference program, and will ensure that sufficient time is allocated to encouraging joint projects, in accordance with the previously mentioned goals, as well as some suggested by WMF staff working on GLAM. These include:
  • Groups working on shared Wikidata initiatives to form more collaborative projects.
  • Groups working on building understanding around shared partnerships with international organizations (such as IFLA, ICOM, UNESCO, Internet Archive, Creative Commons etc..), and how communities can more actively and effectively engaged in these collaborations.
  • Several shared campaigns could benefit from workshops/meetings in the GLAM-wiki space, including #1lib1ref and currently developing “#GLAMontheMap”. 

Mid

Mid

Mid

Community building:

Are there other in-person activities are important for community building?

In accordance with Strategic Discussions section above, we would like the GLAM-WIKI conference to be a very welcoming space for all those who are involved in digital heritage work. For the GLAM-Wiki community this gathering will help build shared skills, discuss shared programming opportunities and find connections for shared initiatives. We also intend the conference and to enable a deeper awareness in GLAM professionals at all levels to the potential gains of partnership and collaboration with the Wikimedia movement. High

Survey analysis:

  1. How many people did you send the survey to? How many people responded to the survey?
    • The survey was sent with the help of Shani Evenstein to the following groups:
      • European GLAM-Wiki coordinators
      • GLAM-Wiki volunteers
      • Mailing list of cultural partners
      • GLAM professionals in Israel
    • We've received 14 full responses
  2. Did you see consensus around shared goals that this community wants to focus on in the next 12 months? What were the top 2 goals?
    • There was broad agreement between the reactions of community members on the importance of focusing on (1) technological advancements (e.g., Wikidata, Structured data on Commons etc..) that can propel GLAM-Wiki to new levels, and (2) Sharing knowledge about how to build effective and successful collaborations with different partners, in different contexts.
  3. Based on survey responses, what are the most important things your community should do at the conference to achieve those goals?
    • In accordance with the survey results there will be a strong emphasis at the conference on workshops and hand-on skill building, as well as engaging the community in larger conversations regarding movement organizing and building collaborations, in particular from a diversity/knowledge equity perspective.

Context[edit]

Goals:

  • To increase awareness among GLAM professionals of the importance of accessible cultural heritage
  • To inspire and motivate participants to start up their own GLAM projects
  • To facilitate the sharing of best practices and the most up-to-date documentation on the most common or most innovative GLAM-Wiki projects.


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?
Wikimedia Israel is constantly seeking new opportunities to expand its activity in order to add to the sum of all free human knowledge. Our chapter acknowledges the importance of fostering a dialogue regarding the opportunities and challenges resulting from Wikimedia movement’s strategic process and its impact on the GLAM community. In addition, we’re noticing that many of the Israeli GLAM institutions might be willing to become part of the Open GLAM community.
2. How does this event relate to other activities that your community is working on?
Wikimedia Israel has plenty of experience hosting Wikimedia movement international events: Wikimania 2011 and the international Hackathon 2016. These events got excellent feedback from the community. Our chapter has ongoing collaborations with some of the GLAM institution in Israel. While the Israeli GLAM-Wiki community is quite small at the moment, an international conference could be a game changer in this respect.
3. Please list the priorities identified in the report from the last conference organized by this community. What progress have you made in those areas?
Priorities identified by the GLAM-Wiki community included:
  • Increase participation by preparing workshops around specific tools and projects related to GLAM (mainly, Wikidata and Wiki Commons). This conference will improve participation of many of the Israeli cultural institutions, by showcasing examples of success stories and the “behind-the-scenes” processes that made them possible, as well as by helping build a bridge between the Israeli cultural sector and international GLAM leaders - be it Wikimedians, Wikipedians and/or staff from cultural institutions. So far, our community has organized dozens of events in GLAM institutions which involved thousands of people, as well as held a few Wikipedian in Residence posts with varying success.
  • Increase reach: the last report emphasized the use of Wikidata to foster collaborations. Wikidata is relatively unknown among cultural institutions in Israel, and thus is used (and contributed to) in a limited fashion. In this conference we intend to have most participants understand the basic concepts of Wikidata and the relevance to their institutional context.
Furthermore, based on the lessons learned from GLAM-WIKI 2015, we have several dedicated local Wikimedia voluneers that are involved in various aspect of the conference organization. We also intend to plan the conference program with a maximum of two parallel sessions.
4. If your community has hosted a similar conference in the past, what key lessons were learned, and what would you like to improve on?
  • An international conference requires at least a year of preparation.
  • Local partners are important to the success of international events.
  • Visas are one of the biggest challenges we’ll have to take care of.
  • An effort needs to be made to connect “locals” to overseas guests.

Plan[edit]

Venue and Logistics[edit]

1. If the venue is more than 1 hour away from a major airport or transportation hub, how will participants travel to the event venue?
Volunteers will welcome the participants at the airport and help them to find their way to public transportation to the venue, as we did in previous international events. If budget allows, we will arrange transportation to the venue.
2. Is the event venue within walking distance from the hotel? If not, how will people travel between the two locations?
We didn’t choose a venue yet. We’ll do our best that it will be a walking distance from the hotel. If the distance is greater than that, we will take care of the transportation between the hotel and the venue.
3. Is the event venue and hotel accessible for people with physical disabilities?
We will ensure that the venue and the hotel is accessible for people with physical disabilities. Furthermore, the Israeli law requires public places to be accessible for people with physical disabilities.
4. Do you anticipate any challenges with using the space for the event you are planning?
We didn’t choose a venue yet, and will ensure to select an appropriately suitable space.

Friendly space policy[edit]

Please link to the friendly space policy that your community will be using for this event.

Friendly space policy

Participation[edit]

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. Please describe the target audience for this conference or event.
This conference will address anyone in the movement who in interest in GLAM and in particular:
  • GLAM-Wiki coordinators and volunteers
  • Wikipedians
  • Wikimedians - especially Wikimedians that take interest in Structured Data on Commons and WikiData  
  • Wikimedia Affiliations
  • Wikimedia Foundation
  • Israeli GLAM professionals and volunteers
  • Representatives of the movement's partners: OPENGLAM, Europeana and Unesco
2. If your conference has an outreach component, how will you ensure engagement with these participants after the conference, and what impact do you see them having on the projects?
The GLAM-WIKI conference will be a record event in Israel. Wikimedia Israel plan to expand its collaboration in the GLAM field. The chapter will invite major institutions in Israel to build  long term collaborations to release images and data.
3. Are you thinking about inviting WMF staff to attend or participate in the event? If yes, please list individuals or teams who you may want to invite, or describe how you would like WMF staff to be involved in the event.
  • Katherine Maher
  • Ben Vershbow
  • Jake Orlowitz
  • Amanda Bittaker
  • Sandra Fauconnier
  • Alex Stinson

Scholarships[edit]

1. How many scholarships would you like to offer?
45 international scholaships
25 local scholarships
2. What expenses will the scholarship cover?
International: Flights, accommodation, meals, social events and traveling
Local: Accommodation and meals
3. How will scholarship recipients be selected?
Scholarships are specifically meant to give people around the world a chance to participate. The conference's international program committee will also be in charge of selecting scholarship recipients. 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 2018?
  • 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 ?
  • 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.

Resources and risks[edit]

Describe the resource potential for successfully executing this project and the key risks/threats.

Resources[edit]

Organizing team
Team User Names
WMF Liaison User:Astinson (WMF)
Conference Grant Michal Lester
Logistics

To be recruited

Conference Program Michal Lester

User:Keren - WMIL

User:Deror avi

Shani Evenstein

Dr. Asher Ragen,  Programme Director, Academic Excellence, The Rothschild Foundation

Scholarships User:Keren - WMIL

Ido Ivri

Communications Itzik Edri

To be recruited

Volunteer Coordinators User:Ranl-WMIL

User:Deror avi

User:Daryag

Social Events User:Ranl-WMIL

User:Deror avi

Other team members

Risks[edit]

Examples of risks, along with how you would minimize or overcome them, are:

  • Skill gaps in project leadership team (e.g. no financial management experience)
  • Components of the measurement process that are hard to quantify

Examples of how to minimize these risks include:

  • Recruiting volunteers with desired skills to project leadership team.
  • Working with the WMF Learning & Evaluation Team to develop an appropriate measurement and evaluation plan.
Risk Activities to minimize or overcome risk
Lack of interest and participation of attendees  who can demonstrate

what a successful GLAM collaboration looks like

1. Involve other Wikimedia chapters/user groups from the start

2. Contact umbrella organisations in an early stage

3. Use our connections (Foundations, etc.) to make sure prominent GLAM figures attend and lecture

Insufficient focus of the conference program 1. International program committee

2. Transparent program design process

Visa issues WMIL has a history of international events and direct connections with the ministry of foreign

affairs in order to coordinate visa approvals if needed. 

Financial risk due to changes of exchange rates, increase of costs of flights, catering 1.WMIL already started to fundraise for the conference in Sep. 2017. We will continue during the next year.

2. Special effort to get some of the costs sponsored 

Budget[edit]

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

Event budget table
Category Description Unit Number of units Cost per unit

(ILS)

Total cost WMF contribution Comments
Event logistics
Conference location Venue Day 3 In kind
Conference location Audiovisual equipment, wi-fi facilities and furniture Day 3 10,000 30,000 ILS

$8,571

Tours 2 to 3 tours in libraries and musuems Tour 2-3 In kind
Hall Half day workshop for directors of

GLAM institutions in Israel

1 1 In kind
Facilitator Half day workshop for directors of

GLAM institutions in Israel

1 1 5,000 5,000 ILS

$1,429

Food Coffee and buffet Day 3 6,000 18,000 ILS

$5,143

7,000 ILS

$2,000

For 150 participants: 45 International scholars, 25 Israeli scholars, 20 WMF GLAM coordinators,

40 GLAM professionals, 5 speakers, 10 WMF staff, 5 event organizers

Food Friday evening pizza meal Participants 70 30 2,100 ILS

$600

2,100 ILS

$600

International scholars + WMF
Food Saturday dinner Participants 45 80 3,600 ILS

$1,029

3,600 ILS

$1,029

International scholars only
Food Sunday dinner party Participants 150 150 22,500 ILS

$6,429

Opening evening after the keynote lecture
Food Lunch 1st day (Saturday) Participants 80 130 10,400 ILS

$2,971

10,400 ILS

$2,971

International scholars, WMF and a few Israelis
Food Lunch 2nd day (Sunday) Participants 150 130 19,500 ILS

$5,571

19,500 ILS

$5,571

Food Lunch 3rd day (Monday) Participants 130 130 16,900 ILS

$4,829

16,900 ILS

$4,829

Food VIP dinner Participants 25 250 6,250 ILS

$1,786

Speakers Travel costs for speakers Speaker 5 6,000 30,000 ILS

$8,571

Speakers will be travelling from all over the world. Some of the speakers will be from

GLAM institutions 

Speakers  Accommodation for speakers Speaker 5 4,500 22,500 ILS

$6,429

Accommodation for 3 nights
Merchandise T-Shirts, Badges and Registration, Notebooks and Pens Participants 150 90 13,500 ILS

$3,857

Personnel Conference organizer Months 6 13,000 78,000 ILS

$22,286

Project coordinator
Personnel Administration Months 6 5,000 30,000 ILS

$8,571

7,000 ILS

$2,000

Production company + administration
PR company Promoting the conference and media visibility Months 2 15,000 30,000 ILS

$8,571

Marketing Website, design, posters, promotions 1 1 50,000 50,000 ILS

$14,286

Documentation Video, photographer, written materials 1 1 25,000 25,000 ILS

$7,143

Subtotal event logistics 413,250 ILS

$118,071

66,500 ILS

$19,000

Scholarships
Flights flights 45 2,500 112,500 ILS

$32,143

112,500 ILS

$32,143

45 international scholar flights
4 nights hostel accommodation (internationals) Participants 45 880 39,600 ILS

$11,314

39,600 ILS

$11,314

45 international scholars
3 nights hostel accommodation (Israeli) Participants 25 660 16,500 ILS

$4,714

16,500 ILS

$4,714

25 local scholars
Travel from the airport and to the airport 45 90 170 15,300 ILS

$4,371

15,300 ILS

$4,371

roundtrip. airport transfers for 45 international scholars
Subtotal scholarships 183,900 ILS

$52,543

183,900 ILS

$52,543

TOTAL (without incidentals) 597,150 ILS

$170,614

250,400 ILS

$71,543

Currency exchange: 1 USD = 3.5 ILS

Total cost of event
597,150 ILS  ($170,614)
Total amount requested from the Conference and Event Grants program
250,400 ILS  ($71,543)
Additional sources of revenue that may fund part of this event, and amounts funded
Source Amount (ILS)
Israeli foundation 310,000
Participants 5,000
Other resources 85,000
Please confirm that you are aware that changes to the approved budget beyond 10% in any category must be approved in advance.

Yes

Discussion[edit]

Endorsements[edit]

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.

  • On behalf of Wiki Education Brazil<nowiki>, I completely support this project and really think it is very important to the GLAM Wiki community. We are really looking forward to have an event like this, on a smaller scale, here in Brazil in the future. -- Museu33389 (talk) 11:42, 18 November 2017 (UTC) (Juliana Monteiro - GLAM projects coordinator of Wiki Education Brazil)
For grantees

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

  • It is really an awesome initiative you guys have taken. I will be happy to be a part of your team. Spatnayak (talk) 20:28, 22 April 2018 (UTC)