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Grants:PEG/WM BE/Budget 2015 H1/Report

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Report accepted
This report for a Project and Event grant approved in FY 2014-15 has been reviewed and accepted by the Wikimedia Foundation.
  • You may still comment on this report on its discussion page, or visit the discussion page to read the discussion about this report.
  • You are welcome to Email grants at wikimedia dot org at any time if you have questions or concerns about this report.

Project status[edit]

Did you comply with the requirements specified by WMF in the grant agreement?
Is your project completed?

Activities and lessons learned[edit]


Planned and executed[edit]

The full internal report can be read at wmbe:Report_of_1st_semester

WMBE Capacity building activities[edit]
Planned Activity Executed activites Date Link/Comment
Organisation of meetings with our stakeholders: board meetings, General Assembly, FOSDEM booth.| FOSDEM January 2015, 31 - February 2015, 01 https://fosdem.org/ ( see below)
General Assembly 2015 January 2015, 24 First General Assembly Wikimedia Belgium wmbe:2015-01-24_General_Assembly
Board Meetings June 2015, 28 June board meeting
May 2015, 5 May board meeting preparation of Wikimedia conference Berlin 13-17 may.
March 2015, 15 March Board Meeting
January 2015, 24 GA & board meeting
Organisation of WM BE Project Days Project Day 1 February 2015, 04 to foster new projects : Engage with our community and institutions during 4-hours Project Days, our proposed one-stop-shop to discuss with WM BE new projects, arrange (micro) grants and liaison with the Wikimedia Foundation, when appropriate.
WM related conferences GLAM Wiki 2015 Den Haag (NL) April 2015, 12-15 GLAM WIKI 2015, Den Haag, attended by Romaine, Dimi (funded directly by WMF) and DerekvG
Wikimedia Conference Berlin (DE) May 2015, 13-18 Wikimedia Conference 2015 Berlin attended by Maarten, Dimi (funded directly by WMF) and User:DerekvG
Mediatraining, Utrecht Wikmedia Nederland and bureau ‘de mediaspecialist’ April 2015, 05 Geertvp and DerekvG attended the training
WMNL/WMBE Coordination meeting May 2015, 09 MADe, Geertvp and DerekvG attended the meeting
Coordination meeting WM NL and WM BE on May 9, 2015
Outreach Agenda[edit]
Rue du Trône Troonstraat, location of most of our Board Meetings
On 7 and 8 March an Art+Feminism Edit-a-thon was organised in Brussels. With this edit-a-thon a presentation has been given about Free/Libre and Open Source, about Wikimedia & Wikipedia and about the the gendergap on Wikipedia. During the edit-a-thon articles have been written about the subjects of art and feminism, mostly related to Belgium. Besides the attempt to close the gendergap, the participants also worked on the Belgiumgap: the relative limited number of articles about Belgian subjects.
More information about the edit-a-thon is at the project page.
    • February 2015, 25 Europeana Fashion, International Conference, MoMu, Antwerp,
Ste.caneva has given a presentation for Wikimedia Belgium concerning the role of CC licenses during the Workshop 'Handling Intellectual Property in Fashion Images' [1]. The workshop was organized by Gabrielle De Pooter (MoMu Antwerpen) and was chaired by Roxanne Peters, Intellectual Property Manager at Victoria and Albert Museum London and the author of the Europeana Fashion Guidelines for IPR [2]. The other participants were Jill Cousins, Executive Director at Europeana Foundation, and Alexis Hallemans, Partner at law firm CMS DeBacker Belgium, an expert in IPR law. The presentation of Wikimedia Belgium has focused on the Wiki vision regarding the use of CC lincenses when GLAMs open up their digital archives: more precisely, on the efficiency of a SA clause and on the reasons why this license is, in most cases, preferrable to NC and ND. Pictures of the event are available on Flickr [3]
  • February 2015, 23 Open Belgium 2015 Namur
The Open Knowledge Foundation Belgium organised on 23 February 2015 the yearly conference Open Belgium 2015 in Namur. Romaine gave there a presentation about Wikimedia and copyright. Website Open Belgium 2015
  • February 2015, 20 - Wikimedia Belgiums budget for the first six months of 2015 has been approved
  • February 2015, 20 - Civic Epistemologies Workshop on the Roadmap, KUL, Leuven
Ste.caneva & Romaine have attended the Workshop of the Civic Epistemologies network [4] in Leuven. During the Stakeholders' Session, they have introduced Wikimedia Belgium and the Wikimedia projects that can help GLAMs and educational institutions to enhance a closer interaction between researchers, Cultural Heritage institutions, and citizens. Photos and slides from the event are available on the project's website [5]
  • February 2015, 4 - Projects Days, or how can Wikimedia Belgium help you with your plans and projects?
  • Announcement SOIMA 2015
In September Wikimedia Belgium is the partner in the international conference of SOIMA 2015, organised in Brussels. SOIMA 2015: Unlocking Sound and Image Heritage is an international conference on ensuring a safe and creative future for sound and image heritage. In the days before the conference workshops are organized. Website
  • Wiki Loves Art 2016
In January and February we are discussing and preparing the organisation of Wiki Loves Art in Belgium. Already multiple partners in the field of open data and cultural institutions have indicated they are willing to organise the project with us. The plan at this moment is to organise the contest in February 2016, while we like to start planning and working on the project in March 2015.
Together with the WMF at FOSDEM
Wikimedia was present with a professional stand at FOSDEM, the yearly Free and Open Source Software Developers' European Meeting in Brussels. The stand was organised by Wikimedia Belgium and the Wikimedia Shop provided us materials to be used at our stand, including stickers, pens, flyers and buttons. Wikimedia Belgium and Wikimedia Deutschland provided also some materials. Participants at the conference who Twittered about the Wikimedia Shop or provided some proof of being an editor of Wikipedia/Wikimedia, got a free Wikimedia T-shirt. Editors could also choose a water bottle or a hoodie.
At the stand we got, besides the questions about Wikipedia and Wikimedia, a lot of questions about Wikidata and MediaWiki. At the conference software developers from MediaWiki and Wikidata were present, and also gave some talks about these subjects. The focus of the stand was this yearly mainly on Wikimedia and Wikipedia. Next year we like to expand this also with more materials related to MediaWiki and Wikidata, as that would attract more attention to the software in what most people here have interest in.
Even while the gendergap at FOSDEM is larger than in the Wikimedia movement, we had the chance to speak with a lot of female Wikipedia contributors. The impression I got from these conversations and my experiences with organising writing sessions is, that to attract female contributors like
- in-person workshops/edit-a-thons to have a social interaction.
- social software on-wiki to enable users easily to form groups so they are not feeling alone, but easily can work together with other users in a group.
Groups will have a central discussion page, there are recent changes to be able to see the activities of other group members, being able to create tasks, having a wish list, and so on.
At FOSDEM Quim Gil and Andre Klapper had a talk with the subject Wikimedia adopts Phabricator, deprecates seven infrastructure tools - First hand experiences from a big free software project on a complex migration. (link)
- Wikimedia organisation
- Some photos of the conference
  • January 2015, 29-31 - Europeana Photography Final Conference, KUL, Leuven
Ste.caneva attended Europeana Photography conference [6] to establish contacts between Wikimedia Belgium and the Photo Consortium [7]
follow-up : invitation of Wikimedia Belgium invited to give a presentation during the stakeholders' workshop organized by the project Civic Epistemologies at KUL, Leuven, on 20 February
  • January 2015, 27 - Preparation meeting for the Project Days and FOSDEM
  • January 2015, 24 - Our first General Assembly
Brainstorming session during our General Assembly on Jan 24, 2015
  • January 2015, 19 - European Commission, Brussels
WMBE organised a workshop for the representatives of the European Commission. We explained how Wikipedia is organised and how should be dealt with issues in Wikipedia articles. The project will continue in coming months.
  • January 2015, 14 - Mons2015 & Mundaneum
WMBE organised a discovering workshop for the staff of Mons 2015 and the Mundaneum. The Mundaneum, engaged itself to upload many pictures from its collections (Category:Mundaneum).

Lessons learned[edit]

Some of the lessons learned are into the reports especially the Glam Wiki and WMCON-berlin reports
We did come away with a number of new ideas on recruiting more (off-wiki)volunteers to run the projects
What didn't work?
Reducing the number of face to face contacts of board members doesn't work, people don't know what the others are doing, miscommunication creates misunderstandings and undermines trust end confidence building. A volunteer board (like ours) people tend to "wander off in different directions and rather then cooperating for the same goals and towards the same finality people start working against each other, creating islands of "competence" that they then protect. More working in the same space can prevent this form happening until we have a good working relationship. different people have different ideas of urgency on the same issue, questions asked are not immediately responded to creating delays en frustration at different point along the organisational lines.

Thsi might cause precocious volunteer burnout among board members.

What would you do differently if you planned a similar project?
We intend to increase the number of board meetings to at least 1 every month, but a board meeting has a private part and an en opne part in the form of a wikicafe where interested people can come and attend workshop like sessions, this public facing event should generate an influx of new volunteers to run the programs

Learning patterns[edit]

Outcomes and impact[edit]


Provide the original project goal here.


Wikimedia Belgium was set up end of last year. It is based on this presentation given to the board, and was approved by the board on Dec 31, 2014. It is based on the SWOT analysis of our organisation performed with our members.

This is an application for the activities of the Wikimedia Belgium chapter in the coming six months (January-June). It includes

  • Part #1 - outreach efforts to our community (General Assembly, website);
  • Part #2 - the first steps in organising projects (Project Days, provisioning for the first small projects); and
  • Part #3 - capacity building of the board (regular board meetings, attendance at WM related conferences).

More specifically, WM BE wants to reach out to

  • the existing Wikiproject volunteers, contributors, illustrators
  • GLAM organisations, GLAM institutions and GLAM-support organisations
  • Education institutions
  • existing open knowledge organisations in Belgium ('Communication efforts')
  • off-wiki volunteers (to strengthen the Micro Grant Program).
Did you achieve your project goal? How do you know your goal was achieved? Please answer in 1 - 2 short paragraphs.


Progress towards targets and goals[edit]

WM BE working on our communication with the media
ICAB Business and Technology Incubator in Brussels, the proposed location for our General Assembly

Project metrics

Project metrics Target outcome Achieved outcome Explanation
Outreach efforts to our community (Part #1)
Well organised General Assembly (January); OK
  • Finished website (by March);
NOK delayed
  • Continuous communication to our members;
NOK delayed(goes together with website)
Setup grant program (Part #2)
  • Organisation two Project Days, attended by 50 people in total
NOK 1 attended by 15 people
  • 7 projects participated/organised directly by WM Belgium or by partners.
Capacity building of the board (Part #3)
  • organisation of 2 board meetings;
  • presence of Wikimedia Belgium at FOSDEM;
  • presence of Wikimedia Belgium at open data /knowledge conferences;
  • Presence of some board members at a Wikimedia events or meeting in Europe; ** Wikimedia Conference Berlin;
  • Presence of some board members at a Wikimedia events or meeting in Europe; ** Glam-Wiki conference Den Haag;
  • Presence of some board members at a Wikimedia events or meeting in Europe; ** Hackaton Lyon;

Global Metrics[edit]

We are trying to understand the overall outcomes of the work being funded across our grantees. In addition to the measures of success for your specific program (in above section), please use the table below to let us know how your project contributed to the Global Metrics. We know that not all projects will have results for each type of metric, so feel free to put "0" where necessary.

  1. Next to each required metric, list the actual outcome achieved through this project.
  2. Where necessary, explain the context behind your outcome. For example, if you were funded for an edit-a-thon which resulted in 0 new images, your explanation might be "This project focused solely on participation and articles written/improved, the goal was not to collect images."

For more information and a sample, see Global Metrics.

Metric Achieved outcome Explanation
1. # of active editors involved + 40 this was not within the objectives of this activity
2. # of new editors unaccounted no objective to recruit new editors
3. # of individuals involved +/- 60 our membership grew from 10 to 42 we got help from a few other interested persons
4. # of new images/media added to Wikimedia articles/pages none not the objective of this planned activity
5. # of articles added or improved on Wikimedia projects none not the objective of this planned activity
6. Absolute value of bytes added to or deleted from Wikimedia projects none not the objective of this planned activity
Learning question
Did your work increase the motivation of contributors, and how do you know?


What impact did this project have on WMF's mission and the strategic priorities?

Option A: How did you increase participation in one or more Wikimedia projects?

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

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

Reporting and documentation of expenditures[edit]

This section describes the grant's use of funds


Did you send documentation of all expenses paid with grant funds to grants at wikimedia dot org, according to the guidelines here? Answer "Yes" or "No".


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

All amounts rounded to the next multiple of 5.00 €

revised Project budget table[edit]

All amounts rounded to the next multiple of 5.00 €

Activity Budget granted Actual Spending Carry over to 2nd semester Comments
Outreach efforts to our community (Part #1)|
1.1 Organisation General Assembly (1 time) € 0,00 € 95,00 € -95,00 Travel costs overssen at reduction in discussion
1.2 Setup website € 1.070,00 € 0,00 € 1.070,00 Implementation of website delayed to September
1.3 Communication to our members (postal mail, telephone) € 150,00 € 0,00 € 150,00 Implementation of website and communication to members delayed to September
Projects and Setup Micro grant program (Part #2)
2.1 Organisation 2 Project Days (Feb, June) € 1.100,00 € 350,00 € 750,00 1 Project Days organised. Venue cost by Transforma bxl (180e), travel costs.
2.2 Provisioning projects (6x under 150€, 1x under 1500€) € 2.400,00 € 240,00 € 2.160,00 Excludes projects above 1500€, as these will be discussed directly with the WMF in the PEG system
Capacity building of the board (Part #3)
3.1 Organisation regular Board Meetings (2x) € 400,00 € 245,00 € 155,00 Travel costs, occassional drinks.
3.2 Attendance 2 persons to Wikimedia related conferences (Wikimedia Conference, Hackathon) € 1.040,00 € 1.910,00 € -870,00 Transport costs and accomodation. overspending due to unfamiliarity with costs of attending conferences. We propose to request help from the Foundation with intercontinental travels. Within Europe we can organize travel more economically, and budget sharper
3.3 Attendance at meetings of Dutch, French and German WM € 900,00 € 100,00 € 800,00 Transport and accomodation costs (only Dutch meeting)
3.4 Wikimedia presence at FOSDEM and similar conferences € 750,00 € 900,00 € -150,00 Overspend on flyers for Fosdem (800€), travel costs General Assembly and public events
1.4 Unbudgetted general administrative expences € 0,00 €115,00 € -115,00 unforeseen expences
Totals : € 7810 € 3935 € 3875

Total project budget (from your approved grant submission)
7810 €
Total amount requested from WMF (from your approved grant submission, this total will be the same as the total project budget if PEG is your only funding source)
7810 €
Total amount spent on this project
3805€ revised 3935 €
Total amount of Project and Event grant funds spent on this project
3805€ revised 3875 €
Are there additional sources that funded any part of this project? List them here.

Remaining funds[edit]

Remaining funds have been used or will be used for other approved mission-aligned activities. This use has been requested in writing and approved by WMF.
Are there any grant funds remaining?
Answer YES or NO.
Please list the total amount (specify currency) remaining here. (This is the amount you did not use, or the amount you still have after completing your grant.)
3875 €
If funds are remaining they must be returned to WMF, reallocated to mission-aligned activities, or applied to another approved grant.
Please state here if you intend to return unused funds to WMF, submit a request for reallocation, or submit a new grant request, and then follow the instructions on your approved grant submission.
4005 € TO be reallocated for next grant submission WMBE Budget 2015 S2 (september - december 2015)