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

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Report accepted
This report for a Project and Event grant approved in FY Pending has been reviewed and accepted by the Wikimedia Foundation.
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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]


We organised a photo contest in September, when people could upload images of heritage monuments. In April we organised an edit-a-thon at the university KU Leuven. For more details see the project page of the project at wmbe:Wiki Loves Monuments/2016.

List of activities[edit]

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

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 - 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
  • Preparational meetings - Done
  • Organisation edit-a-thon - Done
  • Announcing edit-a-thon - Done
  • Presentation - Done
  • Process management during edit-a-thon - Done

For an overview of all activities done by Wikimedia Belgium on location and officially 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 worked well?
Photo contest went well, we had great results.
What didn't work?
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.
Having the focus with an edit-a-thon on getting images of monuments used in Wikipedia articles, while working with an organisation that hosts the edit-a-thon and did not clearly communicate the goal to the participants.
What would you do differently if you planned a similar project?
Other expectations with organising an edit-a-thon.

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).
Did you achieve your project goal? How do you know your goal was achieved? Please answer in 1 - 2 short paragraphs.
Mostly YES.
We did facilitate the capturing and uploading of photographs (I), we worked together in a new combination and strengthen our organisation (IIa), it was limited to one organisation but it was developed (IIc), and we did assure continuity in what our photographing community could participate (III). We did not achieve a high media coverage (IIb), based on earlier experiences as well, we will not set this goal any more with coming projects.

Progress towards targets and goals[edit]

Project metrics

Project metrics Target outcome Achieved outcome Explanation
Get 3.000 new uploaded pictures of Belgian and Luxembourg heritage sites in 2016 (2320 in 2014; 3179 in 2013, 4403 in 2012, 6102 in 2011) (goal I) 3001 photos of monuments Successful!
Get 40 new contributors (goal I) Maybe it is 73? Wikimetrics tool is crappy tool.
Achieve a high 'diversity' of the uploaded pictures and contributors (eg. professional photographers vs hobby photographers, Dutch/French/German contributors) (goal I) Achieved Successful!
Develop a broader professional volunteering organising team (goal IIa) We had a broader volunteering organising team Successful!
Improve the media impact in comparison with the last edition in 2014 (goal IIb) We have seen no media impact at all. Not successful.
Get a commitment from the partners for Wiki Loves Monuments 2016 during the Award Session (goal IIc) We got such. Successful!
Have a considerable number of participants at the award prize giving session (goal III) We had 121 participants in the photo contest and we had 76 people at the award ceremony, including people of Wiki Loves Art. 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!

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 Unknown Wikimetrics tool is crappy tool.
2. # of new editors Mayby it is 73 new editors Wikimetrics tool is crappy tool.
3. # of individuals involved 116+ people Participants plus organisers
4a. # of new images/media added to Wikimedia articles/pages Unknown Wikimetrics tool is crappy tool.
4b. # of new images/media uploaded to Wikimedia Commons (Optional) 3007 photos
5. # of articles added or improved on Wikimedia projects Unknown Wikimetrics tool is crappy tool.
6. Absolute value of bytes added to or deleted from Wikimedia projects Unknown Wikimetrics tool is crappy tool.
Learning question
Did your work increase the motivation of contributors, and how do you know?
Yes, with the closing event people were very happy about the contest, how it was organised and their participation. And with the edit-a-thon people were happy to have learned about how Wikipedia works a bit and that they can edit themselves.


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?

  • By having organised the Wiki Loves Monuments photo contest we had new contributors that uploaded materials.

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

  • By having more material about monuments online on Wikimedia Commons, users can write better Wikipedia articles.

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

  • New contributors learned that they can contribute to Wikipedia/Wikimedia by uploading photos from their local area or where they have been travelling.

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".
Yes, as soon as I save this page.


Please list all project expenses in a table here, with descriptions and dates. Review the instructions here.
Number Category Actual total Budgeted total Currency Notes
1 Travel expenses € 51.70 € 150 EUR Less travel than expected
2 Travel expenses € 118.89 € 500 EUR Less travel than expected
3 Travel expenses € 14.80 € 120 EUR Less travel than expected
3 Gifts for judges € 150.00 € 170 EUR
4 Award prizes € 217.74 € 600 EUR Thanks to sponsoring less than ecpected
4 Travel expenses € 116.01 € 450 EUR Less travel than expected
5 Travel expenses € 95.19 € 450 EUR Less travel than expected
6 Project Management Costs € 228.10 € 400 EUR Thanks to sponsoring less than expected

Total project budget (from your approved grant submission)
EUR 7150
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)
EUR 2840
Total amount spent on this project
EUR 5412.43
Total amount of Project and Event grant funds spent on this project
EUR 992.43
Are there additional sources that funded any part of this project? List them here.
EUR 4420

Remaining funds[edit]

The funds remaining from this grant in the amount of 1700 EUR were deducted from another grant payment for Grants:Project/Rapid/WM BE/Wiki Loves Public Space 2017.
Remaining funds from this grant have been returned to WMF in the amount of 147.57 EUR.
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.)
EUR 1847.57
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.
EUR 1700 will be reallocated to the project Wiki Loves Public Space 2017
EUR 147.57 will be returned to WMF.