Grants:PEG/Romaine/WLM BeLux 2014

This submission to the Project and Event Grants Program was funded in the fiscal year 2014-15. This is a grant to an individual.

IMPORTANT: Please do not make changes to this page without the explicit approval of Project and Event Grants Program staff. They will be reverted.

Romaine/WLM BeLux 2014
Organisation of the yearly Wiki Loves Monuments competition in Belgium and Luxembourg.
targetDutch Wikipedia, French Wikipedia, German Wikipedia, English Wikipedia, Wikimedia Commons
strategic priorityIncreasing Participation
start dateSeptember 28
start year2014
end dateDecember 15
end year2014
budget (local currency)2140 EUR
budget (USD)2,778
grant typeindividual
non-profit statusNo

Project idea edit

Basic information edit

Project details edit

Official project name
Wiki Loves Monuments 2014 in Belgium and Luxembourg
Project start date (include month, day, and year)
September 28, 2014
Project completion date (include month, day, and year)
December 15, 2014
Please describe the project in 1–2 sentences
Organisation of the yearly Wiki Loves Monuments competition in Belgium and Luxembourg.

Financial details edit

Currency requested
Amount requested in currency requested
2140 EUR
Equivalent amount in US$ on the date of this submission
2772 USD
List the exchange rate used to calculate the amount listed in US$
0.7720 (as of September 6, 2014)

Grantee details edit

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:

Contact information edit

1st Project Lead
Project lead name:
Project lead username or email:
Project lead title (position within group), if any:
Project Manager
2nd Project Lead
Project lead name:
Geert Van Pamel
Project lead username or email:
User:Geertivp or
Project lead title (position within group), if any:
Project Manager

Goals and measures of success edit

Project goal edit

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). To ensure continuity in our activities towards the user community (goal III).

Measures of success edit

Measures of success

We will consider this project a success if we can:

  • Get 16.000 uploaded pictures of Belgian and Luxembourg heritage sites (3179 in 2013, 4403 in 2012, 6102 in 2011) (goal I)
  • Get 40 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)
  • Have a considerable number of participants at the award prizegiving session (goal III)

Project scope and activities edit

The project is centered around the organisation of Wiki Loves Monuments in Belgium and Luxembourg. 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 core project team to be present (4 persons).

Part 2- September 28th, Wiki Takes... a city

A group of participants make a tour and take pictures of monuments in a certain city (~4-10 people) of what we miss many photos of.

Part 3- Judging session

Come together with the four-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.

Part 4- November 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 edit

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
Travel expenses 120[1] 120
Part 2: September 28th, Wiki Takes... a city
Travel expenses 120[1] 120
Part 3: Judging session
Gift packages for the judges 150[2] 210[2] 360
Travel expenses 120[1] 120
Venue rental 125[3] 125
Part 4: November Award Session
Award prices 600[4] 350[5] 950
Catering during the reception 460[6] 460
Venue rental + crew hire 1250[6] 1250
Travel expenses 600[7] 600
Part 5: General costs
Website 100[8] 100
Postal address 240[9] 240
Cellphone expenses 100[10] 100
Project Management Costs 330[11] 330
2140 EUR 2735 EUR 4875 EUR
44% 56%
Total cost of project

4875 EUR

Total amount requested from the WMF Grants Program

2140 EUR 56% of the total project, about 2735 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:

  1. a b c Calculated at an average travel cost of 30€ for car/train/bus.
  2. a b Last two years, we worked with 6 judges. We will give them a little present (value of 25€). The governmental organisations thank them with the same book package the WLM winners will get (approx 35€ pp)
  3. The governmental organisations have shown interest to arrange for the venue location for the final judging meeting. This cost includes coffee, water and sweets.
  4. Similar prices as the last two editions: 1x 250€, 2x 100€, 3x 50€ (vouchers)
  5. Two project partners have pledged to donate 10 packages to the winners (eg. books, subscription to heritage magazines, free entry tickets for museums). These price packages were are an estimated 35€ pp worth
  6. a b As the last three years, the KIK/IRPA pays for a venue rental central in Brussels, top quality catering, and staffing during the event. This kind of support is very important for the organisation.
  7. Due to the international structure of the project team (people from Bulgaria, Luxembourg, The Netherlands) we included three international travels in the budget.
  8. The existing website will be used. Costs are paid by Wikimedia Nederland.
  9. As included in the WM BE startup grant
  10. Estimation, ment for the telephone expenses incurred as part of the project.
  11. Project leads and volunteers will need to travel to meet the different governmental organisations.

Non-financial requirement edit

Request for non-financial assistance
  1. By the current timeline, we will have incorporated Wikimedia Belgium in 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.

Resources edit

2011 award session
2011 upload statistics
  • We have a strong track record in organising this event in Belgium & Luxembourg since 2011.
  • We have built an experienced team that will support the organisation this year.
  • We expanded our media coverage last year, and will continue approaching new media organisations this year.
  • The governmental organisations that supported our project the past years have pledged to support this year's edition.

Impact edit

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

Fit to strategy edit

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 three 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 2011-2013.
  2. organizational maturity (goal IIa). We consider WLM as our first activity after 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 the Belgian volunteers are alive and kicking! This concentration will allow us to kickstart the Belgian Wikimedia organisation. We believe that this approach (including project managment renumeration, travel reimbursements) will assure a better, more professional and sustainable project, with the option to copy-paste the new project idea to the coming years. Also we want to ensure continuity in our activities (goal III).
  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 our organisation.
  4. Increase reach (goal IIc): Achieve at least the same media coverage as the 2013 edition.

Benefits edit

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 "GLAM" iniative with cultural institutions and government organisations and gives them trust to work together with the Wikimedia community.
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 further 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 and the awareness and participation of potential members in Wikimedia Belgium.
  2. Press coverage, networking possibilities
  3. Bring the different language communities together
For grantees

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Endorsements edit

  • WLM in Belgium-Luxembourg has always been successful -- User:Namayan (talk) 07:23, 20 September 2014 (UTC)