Grants:PEG/MADe - WM BE/WLM BeLux 2013

Funded

This submission to the Project and Event Grants Program was funded in the fiscal year 2013-14. This is a grant to a group.

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This grantee has requested a change to the budget submitted here and this change has been approved by WMF. Please see the discussion page for details.

Basic information

Project details

Official project name

WikiLovesMonuments BeLux 2013

Project start date (include month, day, and year)

June 1, 2013

Project completion date (include month, day, and year)

November 15, 2013

Please describe the project in 1–2 sentences

Organisation of the yearly WikiLovesMonuments competition in Belgium and Luxembourg.

Financial details

Currency requested

EUR

Amount requested in currency requested

4.340 EUR

Equivalent amount in US$ on the date of this submission

5.590 USD

List the exchange rate used to calculate the amount listed in US$

1,29 (as of July 9, 2013)

Grantee details

Are you an organization, an individual, or an individual submitting on behalf of a group?

Wikimedia Belgium is in a startup phase. It has not yet been incorporated, so at the time of application this is a group of Wikimedians.

Group information

Name of group:

Wikimedians in Belgium wishing to become Wikimedia Belgium

Purpose of group:

Founding of local organisation to support free knowledge in general and WMF projects in particular. Affiliation with the WMF thereafter. See Grants:User:Dimi z - WMBE/Start-up Grant - WMBE.

Link to information about your group:

http://www.wikimedia.be

Contact information

1st Project Lead

Project lead name:

Maarten

Project lead username or email:

User:MADe

Project lead title (position within group), if any:

Project Manager

2nd Project Lead

Project lead name:

Dimitar P. Dimitrov

Project lead username or email:

User:Dimi_z or dimitar.parvanov.dimitrov@gmail.com

Project lead title (position within group), if any:

Project Manager

3rd Project Lead

Project lead name:

Romaine

Project lead username or email:

User:Romaine

Project lead title (position within group), if any:

Project Manager

Goals and measures of success

Project goal

Project goal

We want to encourage and facilitate the capturing and uploading of photographs of Belgian and Luxembourg heritage sites or monuments in September (goal I). On an organisatorial level, we want to strengthen our organisation (goal IIa), achieve a high media coverage (goal IIb) and anchor our relationship with the different collaborating organisations (goal IIc).

Measures of success

Measures of success

We will consider this project a success if we can:

• Get 10.000 uploaded pictures of Belgian and Luxembourg heritage sites (4403 in 2012, 6102 in 2011) (goal I)
• Get 40 new contributors (both in 2011 and 2012 around 20 new contributors) (goal I)
• Achieve a high 'diversity' of the uploaded pictures and contributors (eg. professional photographers vs hobby photographers, Dutch/French/German contributors) (goal I)
• Create of a professional volunteering organising team (goal IIa)
• Achieve the same media impact as last year (goal IIb)
• Get a commitment from the partners for Wiki Loves Monuments 2014 during the Award Session (goal IIc)

Project scope and activities

The project is centered around the organisation of WikiLovesMonuments in Belgium. We will organise the following activities:

Part 1- July meeting of the project volunteers

Meeting with all people wanting to collaborate. Clarify what needs to happen, what we expect from everybody, who will do everything. We estimate the full project team to be present (6 persons).

Part 2- September start-up meeting

Startup meeting. We estimate that the core team will be present (4 people). We will invite interested people and contributors to be present. During the meeting, we will present the competition to them, and will show them how to upload, how to file the images ...

Part 3- Judging session

Come together with the six judges. These judges will have had two weeks of time to make their personal shortlist of 10 images. During the judging event, the judges will discuss how the winning image should look like, and they will make the final list of winners.

This event will probably be hosted by "Heemkunde Vlaanderen" in a heritage building ("Huis De Zalm" in Mechelen)

Part 4- October Award Session

Award session. We will give away our prices, thank all collaborating organisations and the contributors. Networking possibility. Event supported by the KIK-IRPA. They will arrange for a venue, catering, and staffing during the event.

Budget and resources

Project budget table

Description	costs requested from WMF (EUR)	costs borne by external party (EUR)	Total costs (EUR)
Part 1: July meeting of the project volunteers
Accomodation		450	450
Travel expenses	180		180
Part 2: September start-up meeting
Accomodation		300	300
Travel expenses	120		120
Part 3: Judging session
Gift packages for the judges	150	210	360
Travel expenses	120		120
Venue rental		125	125
Part 4: October Award Session
Award prices	600	350	950
Catering during the reception		460	460
Venue rental + crew hire		1250	1250
Travel expenses	1200		1200
Accomodation		450	450
Compensation for team (diner)	120		120
Part 5: General costs
Website		50	50
Postal address		240	240
Cellphone expenses	100		100
Project Management Costs	1750		1750
Total
	5180 4340 EUR	3885 EUR	9065 8225 EUR
	57% 53%

Total cost of project

9065 EUR 8225 EUR EUR

Total amount requested from the WMF Grants Program

5180 EUR 4340 EUR

43% 47% of the total project, about 4000 euro, will be sourced externally.

Additional sources of revenue that may fund part of this project, and amounts funded

The following organisations have supported the project in the past, and have shown interest to support the project this year as well:

Logo KIK	Logo Agentschap Onroerend Erfgoed	Picture of the logo of Institut du patrimoine wallon	Logo Brussels
Royal Institute for Cultural Heritage	Agentschap Onroerend Erfgoed (VIOE)	Institut du Patrimoine Wallon	Brussels Capital Region

Non-financial requirements

Requests for non-financial assistance

1. By the current timeline, we will have incorporated Wikimedia Belgium before August. We also estimate to have finished the Affiliation procedure with the WMF before the competition month (September). For full certainty, we would ask for the right to use the Wikimedia logos during the competition. We will ask confirmation from trademark AT wikimedia.org after the grant is secured.
2. Wikimedia t-shirts for the project staff (4-8 people)

Resources

2011 award session

2011 upload statistics

Resources

• We have a strong track record in organising this event in Belgium in 2011 and 2012.
• We are building a experienced team that will support the organisation this year
• We expanded our media coverage last year (source), and will continue approaching new media organisations this year
• The governmental organisation that supported our project the past years have pledged to support this year's edition

Impact

In the sections below, please describe how the project is related to the Wikimedia mission and Wikimedia's strategic priorities.

Fit to strategy

How will this project support the key organizational objectives of

• increasing reach (more people will access or contribute to Wikipedia or our other projects),
• participation (more people actually contributing),
• quality (more content, more useful content, or higher-quality content),
• credibility (more trust in our projects),
• organizational maturity and effectiveness (how it will move you or the Wikimedia community forward),
• or financial sustainability (how it will help you achieve more in the long run)?

This statement should address at least one of the strategic priorities listed here specifically. See WMF Grants Program criteria for decisionmaking.

We organised the event the last two years. This year we want to accomplish the following objectives:

1. Quality and quantity (goal I). Firstly, the competition will lead to a influx of new contributors and more quality images. This is proven by the results in 2011 and 2012.
2. organizational maturity (goal IIa). Wikimedia Belgium considers WLM as his year's "pilot program" in the creation of the Belgian chapter. During the competition and the organisation of the competition, we will gather interested people and volunteers. We want to show them that WM BE is alive and kicking! This concentration will allow us to kickstart the Belgian Wikimedia organisation. We believe that the new approach (including project managment renumeration, travel reimbursements) will lead to a better, more professional and sustainable project, with the option to copy-paste the new project idea to the coming years.
3. Anchor relationships (goal IIb). The past years, we worked with different (governmental) organisations on a "ad hoc" basis. We want to expand and anchor our relationship with these entities, by signing collaboration agreements, by inviting them to our different events, and by trying to convince them to organise new events with WM BE.
4. Increase reach (goal IIc): Achieve at least the same media coverage as the 2012 edition (extremely successful)

Benefits

If the project will benefit a specific online community, please tell us.

The project will benefit the Belgian population, divided over the French, Dutch and German Wikipedia

Please provide a brief statement about how the project is related to other work in the Wikimedia movement. For example, does the project fit into a work area such as GLAM, education, organizational development, editor retention, or outreach?

WLM BeLux is a part of the International WLM organisation. This is a "GLAM" iniative.

If successful, will the project have the potential to be replicated successfully by other individuals, groups, or organizations? Please explain how in 1–2 sentences.

This year's main goal is the professionalisation of the organisation and project preparations. This will lead to stronger and more future events.

Please list other benefits to the movement here.

1. Increased professionalism of WM BE
2. Press coverage, networking possibilities
3. Bring the different language communities together

For grantees

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• Create a request for an extension of the approved project completion date.
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