Grants:PEG/WM BE/WLM BeLux 2016/Interim

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Interim report accepted
This interim report for a Project and Event Grant has been reviewed and accepted by the Wikimedia Foundation.
  • To read the approved grant submission describing the plan for this project, please visit Grants:PEG/WM BE.
  • You may still comment on this report on its discussion page.
  • Please visit Grants:PEG/WM BE/WLM BeLux 2016 to comment on or read the final 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]

Are you complying with the requirements specified by WMF in the grant agreement?
Do you expect this project to be completed by the date specified in the approved grant submission?
Did you use any of the grant funds?

Activities and lessons learned[edit]

List of activities[edit]

1. Preparations
  • Backup website - Yes check.svg Done
  • Updaten software website - Yes check.svg Done
  • Updaten website - Yes check.svg Done
  • Writing texts for our newsletter + translations - Yes check.svg Done
  • Announcing events on Wikipedias - Yes check.svg Done
  • Announcing events on mailing lists - Yes check.svg Done
  • Writing invitation for photo walks - Yes check.svg Done - See: here
  • Getting translation in Dutch - Yes check.svg Done
  • Getting translation in French - Yes check.svg Done
  • Sending out invitation to photo walks - Yes check.svg Done
  • Creating routes for photo walks - Yes check.svg Done
  • Having infrastructure for uploading - Yes check.svg Done
  • Having CentralNotice banner - Yes check.svg Done
  • Promotion in Wikimedia Foundation blog - Yes check.svg Done - See: here
  • Promotion events on social media - Yes check.svg Done
  • Organising 4 photo walk events - Yes check.svg Done

2. Photo contest itself
  • Welcoming participants at events and giving them instructions - Yes check.svg Done
  • Guiding participants through the program of events - Yes check.svg Done
  • Having a closing drink after the photo walks - Yes check.svg Done
  • Sending instructions how to upload and reminders to upload before end of contest - Yes check.svg Done

3. Judging
  • Finding judges - Yes check.svg Done
  • Preparing images for judges - Yes check.svg Done
  • Organising judging session - Yes check.svg Done
  • Supporting judges in judging - Yes check.svg Done

4. Award ceremony
4.1 Preparing award ceremony
  • Arranging location - Yes check.svg Done
  • Creating invitation - Yes check.svg Done
  • Getting invitation translated to English and French - Yes check.svg Done - See: here
  • Inviting all partners and relations - Yes check.svg Done
  • Inviting all participants Wiki Loves Monuments - Yes check.svg Done
  • Inviting volunteers in our communities - Yes check.svg Done
  • Meeting with sponsors - Yes check.svg Done
  • Arranging prizes with sponsors - Yes check.svg Done
  • Purchase some prizes - Yes check.svg Done
  • Purchase some gifts for jury members - Yes check.svg Done
  • Collecting prizes from the various institutions - Yes check.svg Done
  • Collecting gifts for jury members - Yes check.svg Done
  • Buying backs for prizes - Yes check.svg Done
  • Packing prizes - Yes check.svg Done
  • Arranging posters of winning pictures - Yes check.svg Done
  • Hanging up posters of winning pictures at venue - Yes check.svg Done
  • Preparing presentation + basic text - Yes check.svg Done
  • Arranging small prizes for all present - Yes check.svg Done
  • Arranging and instructing speakers for ceremony - Yes check.svg Done
  • Getting standing banners at venue - Yes check.svg Done

On the day it was by law not allowed to publish this photo
The day after Freedom of Panorama came into force in Belgium thanks also to our efforts (with event & party) and we could publish the photo.
4.2 Award ceremony
  • Welcoming all people who come to the ceremony - Yes check.svg Done
  • Giving presentation - Yes check.svg Done
    • With special attention to change in Freedom of Panorama during event
  • Distributing prizes - Yes check.svg Done
  • Taking photos of ceremony - Yes check.svg Done - See: here
  • Distributing gifts to jury members - Yes check.svg Done
  • Having drinks and snacks prepared - Yes check.svg Done

4.3 After ceremony
  • Cleaning up venue - Yes check.svg Done
  • Getting all leftover stuff to WMBE office - Yes check.svg Done
  • Creation overview page with all winners - Yes check.svg Done - See: here
  • Creation page with jury report - Yes check.svg Done - See: here
  • Updating website - Yes check.svg Done
  • Announcing winners on various places - Yes check.svg Done

5. Monuments Edit-a-thon
  • Organisation edit-a-thon - Needs updating to do in 2017

For an overview of all activities done by Wikimedia Belgium on location are available at Activities.

Other activities[edit]

The brochure created as part of Wiki Loves Art has, besides in communication with cultural institutions, also been used towards members of the parliament of Belgium. After campaigning for about a year now, on 16 June 2016 the parliament of Belgium voted in favour of the adoption of Freedom of Panorama in Belgium.


  • Photos uploaded
    • 2988 photos of Belgium
    • 13 photos of Luxembourg + 6 non-monuments
    • 3001 photos of monuments in total, 3007 photos in total
  • Participants
    • 116 participants with photos from Belgium
    • 7 participants with photos from Luxembourg
    • 121 participants with photos
  • Award ceremony
    • 76 people at ceremony
    • 9 winning photos from 4 photographers in Wiki Loves Monuments
    • 3 of the 4 winning photographers were present


All Wiki Loves Monuments contests in Belgium and Luxembourg from 2011 to 2016 have led together to the cumulative results:

  • 18570 photos of Belgium
  • 1021 photos of Luxembourg
  • 19591 photos of monuments in total

Lessons learned[edit]

What lessons were learned that may help others succeed in similar projects, or that may change the way you are doing this project?
What went well, or is going well?
Photo contest went well, we had great results.
What did not go well, or is not going well?
Internal communication was a bit hard as result of not enough moments to meet face to face. It is often underestimated, but physical meetings are highle needed to be able to collaborate with each other.

Outcomes and impact[edit]


Provide the original project goal here.
We want to encourage and facilitate the capturing and uploading of photographs of Belgian and Luxembourg heritage sites or monuments in September 2016 (goal I). On an organisational level, we want to strengthen our organisation (goal IIa); achieve a high media coverage (goal IIb); further develop our relationship with the different collaborating organisations (goal IIc); ensure continuity in our activities towards the user community (goal III).
Do you expect to reach your project's goal? Why or why not?
I: yes; IIa: limited but yes (due limited time to meet); IIb: not reached at all (not much done on this due time constraints and also no high expectations that media would cover edition five of something "simple"); IIc: yes, we have met with multiple; III: yes, very successful seeing the enthusiasm of participants/volunteers in our community.

Progress towards targets and goals[edit]

Measures of success[edit]

Project metrics

Project metrics Target outcome Achieved outcome Explanation
Get 3.000 new uploaded pictures of Belgian and Luxembourg heritage sites in 2016 We got 3001 photos of monuments in total. Successful!
Get 40 new contributors 121 participants, mainly new Successful!
Achieve a high 'diversity' of the uploaded pictures and contributors (eg. professional photographers vs hobby photographers, Dutch/French/German contributors) Less diversity than intended, but there was reasonable diversity. Likely less because most monuments in Brussels and Walloon have most of the monuments already covered with photo, while the Flemish monument lists are at average 10x longer and thus much more work and more space to participate.
Develop a broader professional volunteering organising team We gained experience by working together. Successful!
Improve the media impact in comparison with the last edition in 2014 Zero Not successful, not reached at all: not much done on this due time constraints and also no high expectations that media would cover edition five of something "simple". But towards partner organisations Wiki Loves Monuments is a good project to mention to get interest and appreciation.
Get a commitment from the partners for Wiki Loves Monuments 2016 during the Award Session More than expected. Successful!
Have a considerable number of participants at the award prize giving session 76 people at ceremony Very successful!

Provide an overall assessment of how your project is going according to these measures.
We had more photo walks, but with less time available, we managed to get great results, more than expected.
While doing this project, have you decided to track any other measures of success not listed in your grant submission? If so, please list them here.
Volunteer motivation is more important then any of the other metrics. We had great enthusiasm among the participants and they like to do more!

Remember that you will need to report on Global Metrics in your final report.


Remember that you will need to report on your project's impact on WMF's mission and strategic goals in your final report.

Reporting and documentation of expenditures[edit]

This section describes the grant's use of funds


Remember that you will need to send receipts or documentation of all project expenses to WMF at the time your final report is submitted.


Please list all project expenses in a table here, with descriptions and dates. Review the instructions here here.
These expenses should be listed in the same format as the budget table in your approved submission so that anyone reading this report may be able to easily compare budgeted vs. actual expenses.
Note that variances in the project budget over 10% per expense category must be approved in advance by Project and Event Grants program staff. For all other variances, please provide an explanation in the table below.

The first project of the project in 2016 was done: the photo contest, judging and the award ceremony.

The focus of 2015 was to get most of the brochures and other printing materials designed and printed.

Number Category Item description Unit Number of units Actual cost per unit Actual total Budgeted total Currency Notes
Part 1: Pre-contest events Travel expenses 51.70 150.00 Euro
Part 2: Events Travel expenses for 6 events 118.89 500.00 Euro
Part 3: Judging sessions Travel expenses 14.80 120.00 Euro
Part 3: Judging sessions Gift packages for the judges 150.00 170.00 Euro
Part 4: November Award Session Award prices 217.74 600.00 Euro
Part 4: November Award Session Travel expenses 116.01 450.00 Euro
Part 6: Project Management Costs Meals and drinks with meetings and events 181.10 400.00 Euro

The economic value of the sponsoring of the venue and catering of the award ceremony was for an amount of EUR 2750. Additional also prizes were sponsored with unknown economic value.

Total amount spent on this project so far (with currency)
EUR ...
Total amount of WMF grant funds spent on this project so far (with currency)
EUR 850.24
Based on your spending, will you need to request any changes to your budget? If you do, please see the guidelines for requesting changes to your budget.
Answer NO.