Grants:PEG/WM BE/Public facing Activities 2016 S1/Report

Report accepted

This report for a Project and Event grant approved in FY Dec 2016 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/Public facing Activities 2016 S1.

You may still comment on this report on its discussion page, or visit the discussion page to read the discussion about this 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?: ...

Do you expect this project to be completed by the date specified in the approved grant submission?: YES

Did you use any of the grant funds?: YES

Activities and lessons learned

In the past period (January-December 2016) we organised 19 open edit-a-thons, 8 workshops for closed public, had 2 education collaborations, gave 45 presentations about Wikipedia/Wikimedia, organised/participated in 13 other open events, organised 12 wikimeets, had 2 general assemblies, 4 board meetings, 88 organisational meetings with external partners or internal meetings as part of a project, published 2 newsletters (each in 3 languages), published 17 reports, 26 other publications (press releases, announcements, official letters), 4 times a volunteer followed a training, 27 people participated in/presented at 14 conferences or conference like events, organised 2 photo contests, had 21 photography sessions, and 1 double writing week. This resulted in (registered, among more output) implementation of Freedom of Panorama (FOP) in Belgium, 1737 previously deleted files restored on Commons thanks to FOP, in 6027 new files, 418 new articles in 15 languages and 52 largely improved articles (photo contests + Brussels writing weeks). Another outcome is the addition of 30,000 artworks from 8 Flemish museums to Wikidata + a whitepaper being written about how to do so, another 456 PIDs added to Wikidata, as well as the almost entire collection of one museum in Brussels in Wikidata. Other projects and activities also had output, but those output is not registered or project is still ongoing.

List of activities

For an overview of all activities done by Wikimedia Belgium on location are available at Activities.

Some remarkable activities were:

Two Public Domain Day events
Brussels writing weeks (info)
Multiple edit-a-thons
Freedom of Panorama event on first day it came into force (info)
Dutch Wikipedia printed in Ghent (art project)
Two classes of students in colleges/universities in the education program

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.

Metrics

Fragmented or unavailable

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?: Collaborating went well, reaching out to GLAMs started to grow, education program started, done great activities, were sponsored and we started to make a difference in Belgium.
What did not go well, or is not going well?: Administration was a mess when it was taken over in the 2nd half of 2016, as well as issues with how funds have been spent in first half of 2016.

Outcomes and impact

Measures of success

Project metrics

Project metrics	Target outcome	Achieved outcome	Explanation
Wikipedia 15 event
20 people present, including 10 members at least two peope organising the event at least three people presenting during the event press coverage	Nothing was organised
Communications to community and general public
Send out 6 newsletters (1 per month)	In 12 months time we published 2 newsletters, available in 3 languages. We intend to publish 3 newsletters a year, next one to come in January.	The measure of success of a newsletter a month is completely unrealistic in a country with multiple official languages and communities that often do not speak the other languages, as well as that we do not have staff and are doing our work in our free time (after work/school/etc).
Update the website at least 18 times	Estimated about 4 updates took place
1x paper communication to our members	At the end of 2015 or beginning of 2016 a Christmas card has been sent to our members.
implementation of the agenda in our website	Currently not visible on website
Presence during Wikimania with 2 board members
Support our members to send in a Wikimania scholarship. Our goal is to get support for 7 WM BE members	2 members were present, only one funded through WMBE budget	Costs were high, budget was too low
Document the event in a report	Not happened
Set up a list of 25 people that are valuable for our organisation, and add them to our mailinglist or membership list	Not happened	Besides nobody took this up, it is not sure if this would have been a good approach.
Follow-up the communication to the 25 people by sending them an email / chatting with them (Q3 2016)	Not happened
WikiSaturdays
on average 8 people present during the events 2 of the 5 WikiSaturdays combined with a board meeting on average 4 new people per event (new to Wikimedia Belgium, or new to the Wikimedia projects)	No WikiSaturdays took place	WikiSaturdays are a good idea, but very impractical for a chapter without suitable office/meeting space that can be used.
General Assembly
15 members present	13 members present	Close enough
6 new board members elected	In January a new board with 6 members was elected.
prepare the board functions with a clear responsibility	The board functions are clear
Outreach efforts to our community
Well organised General Assembly (January 2016);	Was well organised
Redesigned website (June 2016)	???
Organisation of a WMBE Training Day
Get 5 board members and 8 interested volunteers to the event Increase the level of involvement of 5 board members	No training day took place

Provide an overall assessment of how your project is going according to these measures.: According to these measures the project was very little successful.

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.: If we ignore the original listed measures, and look at what we did and what for impact it had, we were successful. ...

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.

Number	Category	Item description	Unit	Number of units	Actual cost per unit	Actual total	Budgeted total	Currency	Notes
Running general and administrative costs
	Website maintenance, hosting costs, email hosting					72.07	725	Euro
	Communication (postal mail, telephone)					382.97	215	Euro
	General Administrative expenses					577.50	400	Euro
Programmatic activities
	Wikipedia 15 event					0	200	Euro
	Organisation of 5 Wiki Saturdays					0	1053	Euro
	Organisation of general Assembly					224.42	406	Euro
	WM BE Training Day: for board members and for volunteers					0	562	Euro
	Presence of two board members at Wikimania Event					632.33	600	Euro
Not budgeted costs
	Edit-a-thons					349.96	0	Euro
	GLAM program					481.92	0	Euro
	Education program					141.38	0	Euro
	Training for volunteer(s)					108.90	0	Euro
	Freedom of Panorama event & preparations					56.04	0	Euro
	Public Domain Day event					32.80	0	Euro
	Wikipedia Printed					80.73	0	Euro
	Internal audit					29.10	0	Euro
	Board meetings					175.98	0	Euro
	Conferences local					408.54	0	Euro
	Expenses unaccounted for					228.56	0	Euro

Total amount spent on this project by others (sponsored) (with currency): above EUR 6000

Remaining funds

The funds remaining from this grant in the amount of 516.80 EUR were deducted from another grant payment for Grants:Project/WM BE/Public facing activities 2017.

Are there any grant funds remaining?

YES

Total amount of WMF grant funds spent on this project (with currency)

EUR 3983.20

Please list the total amount (specify currency) remaining here. (This is the amount you did not use, or the amount you still have after completing your grant.)

EUR 516.80

If funds are remaining they must be returned to WMF, reallocated to mission-aligned activities, or applied to another approved grant.

Please state here if you intend to return unused funds to WMF, submit a request for reallocation, or submit a new grant request, and then follow the instructions on your approved grant submission.

Returned to WMF or used as part of Grants:Project/WM BE/Public facing activities 2017, depending what is most suitable for WMF.