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Grants:PEG/WM BE/Wiki Loves Art 2016/Report/Interim3

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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?
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
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

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

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

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.
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

6. Closing event for interested and participating institutions
  • Organisation closing event for institutions - Needs updating postponed till Spring 2017
  • 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 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.


  • 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

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?

Outcomes and impact[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.
Further, we have completed the photo contest part with great success and great results.

Progress towards targets and goals[edit]

Measures of success[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 so far 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.

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 focus of 2015 was to get most of the brochures and other printing materials designed and printed. In the early part of 2016 to get ready and to meet with various cultural institutions, in July and August the photo contest, and on 25 November 2016 the prize ceremony for the participating photographers.

Number Category Item description Unit Number of units Actual cost per unit Actual total Budgeted total Currency Notes
Part 1: website Website 114.42 605.00 (incl. tax) Euro
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 3333.28 3550.14 (incl. tax) Euro
Part 3: Management expenses Food & drinks at events and meetings, photographic materials, post, promotional bags, hard drive to preserve WLA drive 1194.76 3630.00 (incl. tax) Euro
Part 3: Travel expenses Travel and stay for meetings, talks, presentations, etc 2176.07 2420.00 (incl. tax) Euro
Part 4: Gifts for jury Gift coupons & Belgian chocolate 324.31 302.50 (incl. tax) Euro
Part 4: Prizes Books, notebooks, stickers 627.91 726.00 (incl. tax) 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. Also our partners invested time during working hours in the project with an economic value of EUR 29600.

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 9731.15
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.