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Grants:PEG/WM BE/Wiki Loves Art 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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  • 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]


The project contained the following activities/phases in short:
  • Announcing Wiki Loves Art during SOIMA
  • Contacting cultural institutions
  • Organising photo contest (July-August 2016) with photography sessions at institutions
  • Jury selects winning photos
  • Award ceremony for participants (November 2016)
  • Closing event (seminar) for cultural institutions (June 2017): Sharing is Caring

List of activities[edit]

1. Preparations
1.1 Creative Commons brochure for cultural institutions
English Creative Commons brochure
Dutch Creative Commons brochure
French Creative Commons brochure
  • Obtain source files - Done
  • Requesting WMDE to deliver a set of brochures in German - Done
  • Obtain Royal Library identification - Done
  • Changing design and text & editing - Done
  • Search for translators in Dutch - Done
  • Search for translators in French - Done
  • Translation to Dutch & editing - Done
  • Translation to French & editing - Done
  • Creation English brochure together with designer - Done
  • Creation Dutch brochure together with designer - Done
  • Creation French brochure together with designer - Done
  • Having English version printed for SOIMA 2015 - Done
  • Having Dutch and French version printed - Done
  • Presentation and handing out of brochure to our partner Royal Institute for Cultural Heritage (KIK-IRPA) at international conference - Done
  • Publication of brochure in three languages - Done
  • Deposit Creative Commons brochures in three languages at the Royal Library of Belgium - Done

1.2 GLAM brochure for cultural institutions

The GLAM brochure contains best practices from the worldwide Wikimedia movement.

English GLAM brochure
Dutch GLAM brochure
French GLAM brochure
  • Obtain source files - Done
  • Obtain Royal Library identification - Done
  • Rewriting to Belgian situation - Done
  • Search for translators in Dutch - Done
  • Search for translators in French - Done
  • Translation to Dutch & editing - Done
  • Translation to French & editing - Done
  • Creation English brochure together with designer - Done
  • Creation Dutch brochure together with designer - Done
  • Creation French brochure together with designer - Done
  • Having English version printed for SOIMA 2015 - Done
  • Having Dutch and French version printed - Done
  • Presentation and handing out of brochure to our partner Royal Institute for Cultural Heritage (KIK-IRPA) at international conference - Done
  • Publication of brochure in three languages - Done
  • Deposit GLAM brochures in three languages at the Royal Library of Belgium - Done

1.3 Cheatsheets for educational institutions and students
  • Evaluation Dutch old version - Done
  • Evaluation English old version - Done
  • Evaluation French old version - Done
  • Creation new Dutch cheatsheet - Done
  • Creation new English cheatsheet - Done
  • Creation new French cheatsheet - Done
  • Having the cheatsheets printed - Done
  • Publication of cheatsheets - Deferred Deferred to future/unknown

1.4 Website for cultural institutions & others
  • Arranging domain name www.wikilovesart.be - Done - but still complicated
  • Arranging domain name www.wiki-loves-art.be - Done - to have full control
  • Logo design for project - Done
  • Creation of navigational structure - Done
  • Setting up definitive models - Done
  • Translation to Dutch - Done
  • Translation to French - Done
  • Writing texts - Done
  • Translation to Dutch - Done
  • Translation to French - Done

2. Contracting cultural institutions
2.1 Promotion
  • Writing a basic onepager to easily promote Wiki Loves Art towards interested institutions - Done
  • Having the onepager rewritten by our partners so the style and language matches with those of cultural institutions - Done
  • Translation onepager to Dutch - Done
  • Translation onepager to French - Done
  • Having campaign to send out onepager to large audience (institutions) - Done

The onepagers are available as pdf and also online on the wiki of Wikimedia Belgium in English, French and Dutch.

2.2 Guidelines
  • Creation of guidelines to fix responsibilities and expectations of all parties - Done
  • Having the guidelines reviewed by our partners - Done
  • Translation guidelines to Dutch - Done
  • Translation guidelines to French - Done

2.3 Presentations
  • Creation presentations about Wiki Loves Art project - Done
  • Presenting ourselves at international conference SOIMA 2015, including present Belgian cultural institutions - Done
  • Presenting ourselves at meeting for cultural institutions in Flanders in Brussels - Done
  • Presentation for cultural institutions of Europeana Vlaanderen network - Done
  • Presentation for interested cultural institutions at centrally coordinated place - Done

2.4 Meetings
  • Creation list of talking points that have to be discussed with institutions - Done
  • Meeting with institutions throughout Belgium - Done

3. Photo contest itself
3.1 Preparations
  • Creation of infrastructure for uploading - Done
  • Creation of overview page - Done - here: c:Commons:Wiki Loves Art Belgium in 2016
  • Creation of info pages about institutions for participants - Not done - we used different approach
  • Contacting schools for art and photography to participate in Wiki Loves Art - Done
  • Creation of website + translations - Done
  • Creation of sign up forms, one for each museum - Done
  • Creation page on wikimedia.be website - Done (link)
  • Announcing events on Wikipedias - Done
  • Announcing events on mailing lists - Done
  • Creation social media channels - Done
    • Facebook
    • Trello
    • Twitter
  • Creation of CentralNotice banner during - Done
  • Buying photography materials - Done
  • Planning events with each of the participating museums and heritage libraries - Done
  • Writing press release with partners (Dutch)
  • Translation press release to English (English)
  • Translation press release to French (French)
  • Sending reminder email day before each event to subscribed participants - Done
  • Promotion events on social media - Done
  • Writing texts for our newsletter + translations - Done
  • Creation of flyers with simple instructions how to participate + printing + distribution - Done

On the day of the event 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.
3.2 At the events
  • Meeting with museum organisers just before events - Done
  • Welcoming participants at events and giving them instructions - Done
  • Registering participants at events - Done
  • Helping participants with questions - Done
  • Guiding participants through the program of events - Done
  • Taking photos of events + uploading them - Done - see: here

3.3 After the events
  • Sending instructions how to upload and reminders to upload before end of contest - Done
  • Helping participants with the categorisation of the images - Done
  • Identifying subject on images in relationship to Wikidata -  Partly done - Needs updating part needs still to be done
  • Fixing errors with uploaded images - Done

4. Judging
  • Finding judges - Done
  • Preparing images for judges - Done
  • Organising judging session on location - Done
  • Supporting judges in judging - Done

Award ceremony Wiki Loves Art
Award ceremony, with jury member explaining the winning photos
Concluded by the closing drink an snack
5. Award ceremony
5.1 Preparing award ceremony
  • Arranging location - Done
  • Creating invitation - Done
  • Getting invitation translated to English and French - Done - See: here
  • Inviting all participating institutions - Done
  • Inviting all participants Wiki Loves Art - Done
  • Inviting all partners and relations - Done
  • Inviting volunteers in our communities - Done
  • Arranging prizes with participating institutions - 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

5.2 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

5.3 After ceremony
  • Cleaning up venue - Done
  • Getting all leftover stuff to WMBE office - Done
  • Creation overview page with all winners - Done - See: here
  • Updating website - Done
  • Announcing winners on various places - Done
  • Purchase external hard drive to back up and preserve working documents project team - Done

Totebag at seminar
Totebags both sides
Sharing is Caring, open GLAM, why it is important
Here you see two photos made by Romaine
6. Closing event for interested and participating institutions (seminar Sharing is Caring)
  • Organisation closing event for institutions - Done
  • Connecting seminar with ones abroad (Sharing is Caring) - Done
  • Arranging venue - Done
  • Arranging speakers - Done
  • Arranging program and having it printed - Done
  • Setting up website for seminar - Done
  • Setting up registration form - Done
  • Sending out invitations - Done
  • Updating WMBE folders - Done
  • Arranging caterging - Done
  • Ordering materials for in totebag - Done
  • Getting 100 books for free - Done
  • Getting all goods at seminar venue - Done
  • Arranging totebag for participants - Done
  • Getting folders from venue - Done
  • Creating name badges - Done
  • Creating presentations for hosts - Done
  • Creating videos of key sessions - Done
  • Social media; tweeting about the sessions - Done
  • Getting all remaining goods to storage - Done
  • Getting all the receipts and payments done - Done
  • Collecting interesting quotes at project page - Done
  • Collecting presentations of speakers - Done
  • Setting up informational e-mail for the participants - Needs updating working on this
  • Adding images to articles in Wikipedia and items in Wikidata - Needs updating large part still needs to be done

For an overview of all activities done by Wikimedia Belgium on location and officially are available at Activities. See also the project pages of Wiki Loves Art and Sharing is Caring seminar.

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.

On the field of education less success was arranged. Only one educational institution is collaborating with us in organising Wikipedia courses for students.


  • 70+ organisations contacted and communicated with about Wiki Loves Art
  • 13 participating institutions
  • 16 photography sessions
  • 11 articles written
  • 3 articles extended
  • 3012 photos uploaded as result of Wiki Loves Art (before 1 September)   (source)
  • 71 uploaders/participants with photos uploaded
  • 103 registered participants during closed sessions (not included: participants at other days)
  • 34 times media attention
  • Award ceremony
    • 76 people at ceremony
    • 12 winning photos from 10 photographers in Wiki Loves Art
    • 8 of the 10 winning photographers were present
  • Seminar
    • 62 people at ceremony (was extreme hot day)
    • 12 speakers

Lessons learned[edit]

What worked well?
Contacts with our partners and preparations are going well
What didn't work?
  • The grant making process took far too long after submitting the grant request
  • In the planning, budgeting and grantmaking phase of this project there are too many unknown variables which depend on whether or not the project grant will be agreed. Some expenses might occur during the planning process and some opportunities might present itself which do require to invest money in order to launch the project.
  • Getting the educational part of the project alive.
  • We have trouble getting off-wiki volunteers to register with the project long in advance, during the start-up phase. Off wiki-Volunteer recruitment in general for WMBE is difficult (in any of the language areas).
What would you do differently if you planned a similar project?
Having a staff member to cope with the many communication with all the participating institutions, as well as communication towards the public and participants.

Outcomes and impact[edit]


Provide the original project goal here.
The goal of this project is to organise for the first time "Wiki Loves Art" in Belgium.
Wiki Loves Belgian Art 2016 is a photo project in which photographers and volunteers from Wikipedia visit museums, archives, galleries and libraries to take photos of pieces of art designated by the institutions.
For the newly established chapter Wikimedia Belgium, Wiki Loves Belgian Art 2016 will help to recruit expand the number of active volunteers, establish good confidence based relationships with a limited number of GLAM partners and provide valuable experience in organising events and cooperating with those partners.
Did you achieve your project goal? How do you know your goal was achieved? Please answer in 1 - 2 short paragraphs.
YES - because the contest has been organised, a nice award ceremony took place and we held a seminar for cultural institutions in Belgium.

Progress towards targets and goals[edit]

Project metrics

Project metrics Target outcome Achieved outcome Explanation
up to 2 dozen cultural institutions participate by opening the doors for photographers. 13 participating institutions It is difficult in Belgium to get institutions with the result that it often takes much more time to get through all the layers of the bureaucracy. But the project gained a much wider interest and more and more institutions start to reach out to us.
50-100 participating photographers who visit the institutions and upload their photos to Commons. 71 people uploaded photos less participants than expected, but with average more uploads each
50-100 article editors, which we will follow-up on in order to make them regular contributor still under progress, but difficult hard to get photographers active as writers
1000-2500 photos send in about works of art and other educational materials. 3012 photos uploaded a happy result

Provide an overall assessment of how your project is going according to these measures.
Seeing the results we have in purely the photo contest itself, we have by average reached what we were aiming at. We had less participating institutions, but following them up takes much time, and multiple institutions organised two events. Also some institutions just opened their doors for the photographers on every day the institution was open.
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.
The primary goal of the project was not the photo contest, the photo contest was a mean to reach the goal of getting to/in museums and collaborating with them. The project served also as introduction of Wikipedia/Wikimedia to the cultural institutions, and that worked great. The challenge is now to stay in touch and continue the collaboration in coming months and years.
A secondary goal of the project is also to get more people from Belgium involved in the activities and projects of Wikimedia and Wikipedia. We got great enthusiasm with the many participants we liked to participate but also like to stay in touch with us, 95%+ rate.

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 Lacking an easy workable tool
2. # of new editors unknown Lacking an easy workable tool
3. # of individuals involved 300+ Including participants in the contest, staff of museums and heritage libraries, organisers/volunteers from Wikimedia
4a. # of new images/media added to Wikimedia articles/pages unknown Lacking an easy workable tool
4b. # of new images/media uploaded to Wikimedia Commons (Optional) 3012+ Uploaded during photo contest.
5. # of articles added or improved on Wikimedia projects unknown Lacking an easy workable tool
6. Absolute value of bytes added to or deleted from Wikimedia projects unknown Lacking an easy workable tool
Learning question
Did your work increase the motivation of contributors, and how do you know?
Yes, we know because our events were successful and participants showed interest in participating again in next year's photo contest.


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 attracting photographers to our Belgian Wikimedia community.

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

  • There are more images available about art for use in Wikipedia. Also as result GLAM partnerships started that result(ed) in new material on Wikimedia platforms.

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

  • If more material is available, better articles are created, more people find the information they are looking for.

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.
Category Item description Actual total Budgeted total
(incl. tax)
Currency Notes
Part 1: Website Website 214.32 605.00 Euro
Part 1: 2 brochures (design) Design costs of brochures, etc 2710.40 2710.40 Euro
Part 1: 2 brochures (printing) Printing costs of brochures, etc 2146.54 2146.54 Euro Underestimated by the "digital" WMF, highly valuable to keep a good lasting impression with our partners and institutions.
Part 1: Cheatsheets (printing) Printing costs of cheatsheets, etc 701.80 701.80 Euro
Part 2: handouts (printing) Printing costs of flyers, etc 541.39 701.80 Euro
Part 2: Investment beamer and portable PA 0 1996.50 Euro We decided not to spend money on this as it appeared we have not much need for it.
Part 3: Management expenses Food & drinks at events and meetings, photographic materials, post, promotional bags, hard drive to preserve WLA drive 2175.38 3630.00 Euro
Part 3: Travel expenses Travel and stay for meetings, talks, presentations, etc 2628.17 2420.00 Euro
Part 4: Gifts for jury Gift coupons & Belgian chocolate 324.31 302.50 Euro
Part 4: Travel expenses jury/speakers Travel and stay with closing event 326.74 302.50 Euro
Part 4: Prizes Books, notebooks, stickers 627.91 726.00 Euro
Part 4: Venue Location costs of closing event(s)
Catering costs and designer costs
1486.00 1512.50 Euro We got offered the venue for free, while the catering costs were higher and some updates/work had to be done by a designer. We got approval to re-allocate these costs.
Part 4: Catering ceremony Catering of the closing event 605.00 605.00 Euro
Part 5: 10% unforeseen expenses Costs we did expect to happen 1482.17 1837.46 Euro
Total project budget (from your approved grant submission)
EUR 37 566
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 20 198
Total amount spent on this project including in kind
EUR 54 388.21
Total amount of Project and Event grant funds spent on this project
EUR 15 970.13
Are there additional sources that funded any part of this project? List them here.
  • WMNL sponsored website for multiple years
  • Designer sponsored twice
  • Partners sponsored employee time
  • Venue for introduction & information sessions sponsored
  • Prizes (including 70 books) award ceremony sponsored by multiple institutions
  • Venue of award ceremony was sponsored by KIK-IRPA
  • Catering of award ceremony was sponsored by KIK-IRPA
  • 100 books Sharing is Caring sponsored from abroad
  • Discount on stickers and some other materials
  • Travel costs speakers sponsored by own institutions
  • Venue of seminar was sponsored by KIK-IRPA
  • Catering of seminar was partly sponsored by KIK-IRPA + gave discount afterwards


Update: 13 July 2017
Since the submission of this final report a reallocation request came up. We would like to reallocate 315 EUR to invest in a Mobile router and Wi-Fi access point that we can use to give edit-a-thons and related trainings on locations where there is no fixed internet connection. We have a concrete case of the Mariemont museum where there is no fixed internet connection. We already had to reschedule the edit-a-thon which is embarrassing for all parties and partners.

  • A Raspberry Pi + peripherals: 131 EUR
  • Mobile data dongle: 79 EUR
  • Monthly mobile data subscription of 7 x 15 = 105 EUR
  • Total amount to reallocate: 315 EUR

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.
Remaining funds from this grant have been returned to WMF in the amount of 3,912.87 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 4 227.87
This amount is excluding the costs as described under the header Reallocation. The remaining amount including these costs will be EUR 3 912.87
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.
Reallocation requested for EUR 315, see above.
Remaining unused funds (EUR 3 912.87) return to WMF.