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

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/Wiki Loves Art 2016.
You may still comment on this report on its discussion page.
Please visit Grants:PEG/WM BE/Wiki Loves Art 2016/Report 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?: NO

Did you use any of the grant funds?: YES

Activities and lessons learned

List of activities

1. Preparations

1.1 Creative Commons brochure for cultural institutions

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.

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 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
- Announcements available in Dutch at websites of Packed ^(archived) and FARO ^(archived)

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 - 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

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 - postponed till Spring 2017
Adding images to articles in Wikipedia and items in Wikidata - 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

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

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

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

Outcomes

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

Measures of success

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.

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 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.