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Grants:PEG/WM BE/Public facing Activities 2016 S1

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WM BE/Public facing Activities 2016 S1
This is a 6 month grant application for the public facing activities of the Wikimedia Belgium chapter. It includes the steps towards rebuilding our community to Engaging people in free knowledge .
targetWikimedia Belgium impacts wiki communities mainly in Dutch, French, German and English; and the communities of smaller Belgian dialects.
strategic priorityGeneral activities
start dateJanuary 1st
start year2016
end dateJune 30th
end year2016
budget (local currency) € 4.712 EUR 4,500 EUR
budget (USD) $5,155 USD 4,885 USD
grant typeorganization
non-profit statusYes
creatorMaarten & Derek
contact(s)• maarten@wikimedia.be• derek@wikimedia.be
organization• Wikimedia Belgium
created on--DerekvG (talk) 17:12, 6 December 2015 (UTC)

Goals and Objectives for 1st Semester 2016[edit]

In discussion with the Foundation, Wikimedia Belgium has sent in a limited list of activities.



The goal of Wikimedia Belgium is to engage with people about free knowledge. As volunteering organisation, we fully depend on our volunteers to get this done. We define three steps to get closer to our goal:

Step one - Get people interested in what we do[edit]

We want Belgian Wikipedians, people interested in free knowledge, and (most generally) the whole public to know that we exist, and to share with them what we do. We hope to do this by: using our social media (Twitter and Facebook), engaging with the press by writing press releases and inviting them to our events, organise activities, get Wikipedians to use our specific userbox, engage in on-wiki discussions, have an attractive website, be present on Wikipedia events (eg. Wikipedia Conference, Wikimania), be present on related events (eg. FOSDEM), get to know people from the neighbouring Wikimedia organisations, ...

Activities that fit this first step:

Organisation of an event for Wikipedia 15
  • Planned in January 2016
  • In collaboration with the Hackerspace Ghent (they supported us 5y ago as well)
Communications to the general public
  • Set up of WMBE website
  • Set up of a WMBE agenda on our website
Presence during Wikimania with 2 board members

Due to financial constraints, and in discussion with the Foundation, we have removed several activities that were included in this first step (eg. presence on events, meeting other Wikipedia chapters, advertising on social media, ...)

Step two - Get interested people to join our organisation[edit]

We want people that know our organisation to join out organisation. We can achieve this by organising good events, pushing our website and newsletter to them, have a properly managed and led organisation, ...

Activities that fit this step:

Communications to our members
  • Regular WMBE newsletter
  • Communication via postal email to our members
Organisation of 5 WikiSaturdays
  • a public event day called a Wikimeet or WikiSaturday (inspired by the "WikiZaterdag" at WMNL)
  • 1 in February, March, April, May, and June. If everythings goes well, we might speed this up. (2 in February, March, and 1 in April)
  • Based from our offices in Brussels, or in the Permekebibliotheek in Antwerp.
  • an "open" event, for the general public, current editors, newbees, and other interested people. The format of such an event would be (guided) visit to a museum, a city, an archive, a library ... followed by a a "Wikicafe" (edit-a-thon, walk-in open workshop) meeting in a public place.
  • Board meetings can be planned before the public event

Step three - turn our members into engaged members[edit]

We want our members to become active in our organisation and in the Wikimedia environment. Again the organisation of events but also the General Assembly, inviting people to become project leader or board member, ....

Activities that fit this step:

Organisation of our General Assembly
  • Planned on Jan 23, 2016, in Brussels
  • meet our members
  • discussion of financial reports
  • discuss issues regarding the membership and volunteer recruitment
Organisation of a WMBE Training Day


Up to date agenda on our website.

  • June 2016, 21-28 - (English) Wikimania 2016 in Esino Lario, Italy (According to PEG program staff : this has to go via TPS, but -according to TPS staff- WMBE is not eligible for TPS)
  • TBD Wikimeet
  • TBD Wikimeet
  • TBD Wikimeet in Brussels


Target public[edit]

Belgium is a multilingual community best compared to Canada and South Afrika. Like Canada there is no such thing like a "Belgian language" the official languages are Dutch, French, German (de iure) and de facto English, so Belgian wiki contributors work in the Dutch, French, German and English wikiprojects. Like South Afrika, Belgium has a larger number of languages and therefore Wikimedia Belgium impacts in total 6 other Wiki language communities of smaller Belgian regional languages.

Fit with strategy[edit]

We want to focus on Increasing participation. By allowing Belgian citizens to meet other enthusiasts and by seeing what happens in our organisation, we believe we can strengthen their involvement in our community, and increase their level of happiness on wiki.

Measures of success[edit]

Please provide a list of both quantitative and qualitative criteria that will be used to 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. See the PEG program resources for suggested measures of success.

Wikipedia 15 event
  • 20 people present, including 10 members
  • at least two peope organising the event
  • at least three people presenting during the event
  • press coverage
Communications to community and general public
  • Send out 6 newsletters (1 per month)
  • Update the website at least 18 times
  • 1x paper communication to our members
  • implementation of the agenda in our website
Presence during Wikimania with 2 board members
  • Support our members to send in a Wikimania scholarship. Our goal is to get support for 7 WM BE members
  • Document the event in a report
  • Set up a list of 25 people that are valuable for our organisation, and add them to our mailinglist or membership list
  • Follow-up the communication to the 25 people by sending them an email / chatting with them (Q3 2016)
  • on average 8 people present during the events
  • 2 of the 5 WikiSaturdays combined with a board meeting
  • on average 4 new people per event (new to Wikimedia Belgium, or new to the Wikimedia projects)

General Assembly
  • 15 members present
  • 6 new board members elected
  • prepare the board functions with a clear responsibility
Outreach efforts to our community
  • Well organised General Assembly (January 2016);
  • Redesigned website (June 2016)
Organisation of a WMBE Training Day
  • Get 5 board members and 8 interested volunteers to the event
  • Increase the level of involvement of 5 board members

Resources and risks[edit]


The grant request is supported by the Wikimedia Belgium board and members.

and or our 45 members.


In order to avoid risks with the organisation of a chapter only a small amount of activities were kept in this budget. This greatly reduced the complexity of our activities, and as such also the risks involved. WM BE does not consider other risk mitigating measures necessary.


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

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
Description Cost Notes
Running general and administrative costs € 1,335
Website maintenance, hosting costs, email hosting € 725.00 External hosting (80€). Drupal updates (free). Content design and implementation of agenda/newsletter/... tools (2d work=16h=640e à 40e/h). Free email hosting (Google for non-profits).
Communication (postal mail, telephone) € 215.00 International post (24e, estimated 3x). Postal costs to our members (60p)
General Administrative expences € 400.00 Including support with accounting (250e) and updates of Staatsblad (assuming 1 update: 150e)
Programmatic activities € 2221.00
Wikipedia 15 event € 200.00 Rent of venue, drinks and pizzas, transport costs. Estimated at 10€ per person.
Organisation of 5 Wiki Saturdays € 1,053.00 10 events planned per year, 5 this budget. Rent of venue, drinks and small snacks, transport cost
Organisation of general Assembly € 406.00 legally required Rent of venue, drinks and pizzas, transport costs
WM BE Training Day: for board members and for volunteers € 562.00 Required to get more volunteers and board members.
Presence of two board members at Wikimania Event € 600.00 As per "gentlemen's agreement" between WMF and WMBE concerning Wikimania 2015
Total grant request (excl. VAT and reserve) € 4,356.00
Contingency (10%), excl. on Wikimania visit € 355.6
Total grant request (incl. reserve) € 4.711,60

Total cost of project

€ 4.711,60

Total amount requested from the Project and Event Grants program

€ 4.711,60

Additional sources of revenue that may fund part of this project, and amounts funded
Support by Hackerspace Ghent (free venue offered)

Non-financial requirements[edit]

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

Requests for non-financial assistance, if any
WM BE will request "promotion material" (eg. t-shirts, pens, badges) for the celebration of Wikipedia 15.


Community notification[edit]

You are responsible for notifying relevant communities of your proposal, so that they can help you! Depending on your project, notification may be most appropriate on a village pump, talk page, mailing list. Please paste a link below to where the relevant communities have been notified of this proposal, and to any other relevant community discussions. Need notification tips? This project has been prepared at the WMBE wikipage announced at our Wikimedia_Belgium main page since september 2015


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.

For grantees

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  • Great project really important to touch base and build a formidable community of volunteers I fully support this Rberchie (talk) 17:46, 30 December 2015 (UTC)