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

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

Are you complying with the requirements specified by WMF in the grant agreement?: YES

Do you expect this project to be completed by the date specified in the approved grant submission?: YES

Did you use any of the grant funds?: YES

Activities and lessons learned

List of activities

1. Preparations

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

2. Photo contest itself

Welcoming participants at events and giving them instructions - Done
Guiding participants through the program of events - Done
Having a closing drink after the photo walks - Done
Sending instructions how to upload and reminders to upload before end of contest - Done

3. Judging

Finding judges - Done
Preparing images for judges - Done
Organising judging session - Done
Supporting judges in judging - Done

4. Award ceremony

4.1 Preparing award ceremony

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

4.2 Award ceremony

Welcoming all people who come to the ceremony - Done
Giving presentation - Done
- With special attention to change in Freedom of Panorama during event
Distributing prizes - Done
Taking photos of ceremony - Done - See: here
Distributing gifts to jury members - Done
Having drinks and snacks prepared - Done

4.3 After ceremony

Cleaning up venue - Done
Getting all leftover stuff to WMBE office - Done
Creation overview page with all winners - Done - See: here
Creation page with jury report - Done - See: here
Updating website - Done
Announcing winners on various places - Done

5. Monuments Edit-a-thon

Organisation edit-a-thon - to do in 2017

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

Other activities

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.

Metrics

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

2011-2016

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

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

Outcomes

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

Measures of success

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.

Impact

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

This section describes the grant's use of funds

Documentation

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

Expenses

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.