Grants:PEG/WM BE/Wiki Loves Art 2016/Report/Interim2

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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.



Project status[edit]

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?
NO
Did you use any of the grant funds?
YES


Activities and lessons learned[edit]

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


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


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


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

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


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


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


2.4 Meetings
  • Creation list of talking points that have to be discussed with institutions - Yes check.svg Done
  • Meeting with institutions throughout Belgium - Yes check.svg Done + Symbol wait.svg Doing...


3. Photo contest itself
3.1 Preparations
  • Creation of infrastructure for uploading - Symbol wait.svg Doing...
  • Creation of info pages about institutions for participants - in future
  • Contacting schools for art and photography to participate in Wiki Loves Art - Symbol wait.svg Doing...


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.

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


Metrics[edit]

  • 70+ organisations contacted and communicated with about Wiki Loves Art

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?
Contacts with our partners and preparations are going well
What did not go well, or is not going well?
  • 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.
- the grant making process took far too long after submitting the grant request
- some comments and questions on the project comment page were experienced as hurtful and mean rather then constructive
We welcomed the friendly space initiative of Alex to address the comment issues.
  • 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 very difficult (in any of the language areas), particularly in the Dutch speaking northern region.
Belgian wiki users hide the fact that they are from/live in Belgium, and not in the least because many contributors and volunteers have "fled" from the Dutch to the English Wikipedia, many motivated contributors who were likely to act as off-wiki volunteers have given up and spend their energy and efforts outside Wiki. Even our godfather photographer Michiel Hendryckx utterly convinced of Wiki and willing to donate his complete oeuvre (works) cannot be bothered because the way he's being treated by the...(fill in here any appropriate wording).
From your answers above, do you plan to change anything you are doing as your project continues?
No.

Outcomes and impact[edit]

Outcomes[edit]

Provide the original project goal here.
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.
Do you expect to reach your project's goal? Why or why not?
Currently there are no indicators we will not reach our goals, however the recruitment of additional volunteers is not at the levels we had hoped for, which is due to a noticeable lack of enthusiasm by mainly former contributors and reticence on the part of new contributors. We find that this hurdle of negative image of nl.wikipedia has a larger impact then expected.

Progress towards targets and goals[edit]

Measures of success[edit]

Project metrics

Target outcome Achieved outcome Explanation


Provide an overall assessment of how your project is going according to these measures.
We a re not yet in a stage where these metrics come into play
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.
PLACEHOLDER TEXT

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

Impact[edit]

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

Documentation[edit]

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[edit]

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 focus of 2015 was to get most of the brochures and other printing materials designed and printed. In 2016 to get ready and to meet with various cultural institutions.

Number Category Item description Unit Number of units Actual cost per unit Actual total Budgeted total Currency Notes
Part 1: design Design costs of brochures, etc 1960.40 2710.40 (incl. tax) Euro
Part 1: printing (2x) +
Part 2: printing
Printing costs of brochures, etc 3075.82 3550.14 (incl. tax) Euro
Part 3: Management expenses Food & drinks meetings 39.90 3630.00 (incl. tax) Euro
Part 3: Travel expenses Travel and stay for meetings, talks, presentations, etc 979.29 2420.00 (incl. tax) Euro
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 6055.41
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.