Grants:PEG/WM ZA/WLM-ZA-2013/Report

Report accepted
This report for a Project and Event grant approved in FY 2013-14 has been reviewed and accepted by the Wikimedia Foundation.
  • 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.

Compliance and completion

Did you comply with the requirements specified by WMF in the grant agreement?
Is your project completed?
Did you use any of the grant funds?

Activities and lessons learned


Event launch (1 September 2013)

Prestwitch Memorial in Cape Town was the site of the event launch.

To celebrate Heritage month, the official launch of the 2013 Wiki Loves Monuments photographic competition was held at Prestwich Place Memorial on 1 September 2013. The event was relatively small with roughly 20 people attending ranging from participants to event supporters from Western Cape Heritage and judges.

Presentations were given by event organiser Douglas Scott and Wikimedia ZA president. This was followed by a speech from Heritage Western Cape CEO Andrew Hill.

The event was preceded by the 3rd Cape Town meetup and Wikimedia ZA's Annual General Meeting.

For the organisation of this event over 100 email invitations were sent out to journalists and photographic societies throughout the Western Cape region where Cape Town is located.

Articles that appeared in the local press both before and after the event:

Events during the competition

The invitation to the launch event at the Preswich Memorial on the 1 September.
  • Launch event: held at the Preswich Memorial in Cape Town on the 1st September. Cape Town was a natural location choice for three reasons. One is that half of all the grade 1 and 2 monuments in South Africa are in the Western Cape and half of all the monuments in the Western Cape are in Cape Town. Second is that Cape Town as one of, and possibly the, largest communities are Wikipedia edtors in the country. Third is that Cape Town is the centre of South Africa's film, photographic and media industry.
Some of the particpants in the Wiki Loves Monuments takes Stellenbosch treasure hunt event taking photographs of historical homes in Stellenbosch.
  • Wiki Loves Monuments takes Stellenbosch, Western Cape. The historical town of Stellenbosch is situated just outside of Cape Town and home to one of South Africa's most prestigious universities. A treasure hunt for historical buildings in the down town area was a success even though the number of participants was small and the event its self had to be cut short due to rain. It took place on Saturday the 21st September 2013. Attempts were made to setup an upload marathon at the local library but this was unsuccessful as we were unable to contact the chief librarian in the two weeks before the event. See facebook event page
  • Cape Town Heritage Day walking tour, Western Cape. We combined our Cape Town tour with Iziko Museums for a guided tour of the historical city centre of Cape Town on Heritage Day (24 September 2013). See facebook event page

Photo adjudication


The judging for 2013 was divided into two phases. The first phase, concluded on 16 October 2013 facilitated the selection of the best photographs for final judging in the last phase. This last phase was concluded on 28 October 2013.

Uploaded photographs were viewed by the Competition Jury on Wikicommons where the judges selected their favourite 15 photographs.

Three criteria were used for selection during this first round :

- Aesthetic Value
- Composure
- How effectively the photograph informs the viewer of the monument (which is to say gives them a feel for what it is like being at the monument)

Judges were asked to rate the photographs on a scale from 1 to 5 where 1 is poor and 5 is brilliant.

During the second phase the top 15 photographs from each judge were put together and the judges were asked to select their three favourite photographs.

Awards ceremony (23 November 2013)

The winning participants and the event organisers posing for a picture at the awards ceremony.
The Wiki Loves Monuments South Africa 2013 awards gala in Johannesburg, South Africa.

On Saturday the 23rd of November 2013 Wikimedia South Africa hosted the awards gala for the 2013 Wiki Loves Monuments Photographic competition.

This year 6,432 photographs were submitted to Wiki Loves Monuments South Africa. This is a fantastic increase from the 1,858 submitted last year. In addition the quality of pictures submitted in 2013 has greatly increased. A total of 89 participants submitted photographs in 2013.

Lessons learned

What went well?
Basic pre-ported metrics of success in the form of number of photographs submitted. We exceeded what we considered to be an already ambitious goal of 5 000 photographs. Heritage Western Cape have also become even more enthusiastic supporters and have now committed to contributing R15 000 for the next three years to photographs taken in the Western Cape region of South Africa. They see it as a great way to cheaply and more effectively monitor the status of heritage sites across the province.

What did not go well?
  • Participation during the events (launch event and treasure hunts) was poor with a low turn out. Additionally the value of treasure hunts to promote participation is still unproven and unclear.
  • Low quality of many of the submitted images.
  • Participation is still largely limited to established Wikipedians despite our efforts to publicise it further in the media. Future success of the event is reliant on expanding the events appeal outside of the editing community.

What would you do differently if you planned a similar project?
In the 2014 iteration of the project we plan to expand outreach activities to photographic societies and professionals. The best means of doing this is by:
  • Increasing the media coverage of the event: this will mean expanding our network of media contacts and work harder at informing them of the event.
  • Focus on increasing the quality of the submitted photographs even at the expense of quantity. Critical to this strategy is focusing more on increasing participation with the photographic community in South Africa.
  • Raise interest in the photographic community:
    • organise an -or a number of- exhibitions of 2013 winning photographs - this is currently under way with Orms kindly printing the winning photographs for free and a free venue having being secured.
    • organise and host workshops about submitting content to the creative commons at photographic societies months before the event to build up anticipation.
    • expand contacts with local photographic societies and professional bodies - this is also currently under way, Orms has a mailing list of around 16 000 photographers and have become very supportive of the event offering to inform them of it in 2014. Additionally we are developing stronger contacts with local photographic societies through the Photographic Society of South Africa and have established contact with photographic societies at (so far) least one local university.

Project goal and measures of success


Project goal

Did you achieve your project goal? How do you know your goal was achieved? Please answer in 1 - 2 paragraphs.
We believe that we reached the above goal, as the measures of success below show. As stated during Wikimania 2013 we set ourselves the ambitious goal of getting over 5 000 photographs submitted. In total 89 people entered the competition, submitting 6432 photos with a total size of 19GBytes. This exceeded our goal of 5 000 photographs by 28% and was a 346% increase over the 1 858 photographs submitted in 2012.

Measures of success

List the measures of success exactly as provided in the approved grant submission, and evaluate your project according to each measure listed there.

The following measures of success were set at the beginning of the project and we believe that we achieved fairly good indicators in this regard.

Content upload and use


This year 6,432 photographs were submitted to Wiki Loves Monuments South Africa.

All the photographs submitted during Wiki Loves Monuments South Africa 2013 can be viewed on WikiCommons

Collaboration with heritage organisations


This project was supported by the following organisations :

- South African Heritage Resources Agency
- Heritage Western Cape
- Art South Africa
- Africa Centre
- Creative Commons South Africa
- Orms

Potential chapter members


Here we looked at possible fire starters for provinces outside Gauteng and Western Cape. We have confirmed with Second Price winner (Orange Free State) and Nominated Monument winner (Eastern Cape) their interest in assisting us to arrange local picture hunts for their towns. Further from the above arrangement we are keeping in contact with them in order to explore other ways of supporting their local efforts.

Chapter event management

  • Chapter participation
  • Rationalisation
  • Ease of implementation

Provide an overall assessment of how your project went according to these measures.
  • Chapter participation: participation amongst chapter members was enthusiastic with a significantly large number of participants also being members.
  • Rationalisation: the event also allowed us to rationalise and reduce running costs by allowing us to host our Annual General Meeting on the same day as the launch event thereby allowing us to cut transportation costs (South Africa is a big place and travel is expensive).
  • Ease of implementation; good but strained. because of lessons learned and systems put in place during 2012 (our first WLM event) and the subsequent refining of them in 2013 the even ran more smoothly this year with greater media coverage. However the number of organisers in the 2012 was much larger than the 2013 event which whist reducing confusion and increasing accountability and focus (both great improvements from 2012) it also limited implementation capacity and the ability to organise events across the whole country. With hiring of Wikimedia ZA's first full time employee and further refinement of organising protocols and systems this limitation looks set to be significantly mitigated in 2014.
If you were to plan a similar project, would you measure it differently? If yes, please explain how.
  • further increase awareness by:
    • increased use of Wikimedia banner adds
    • messages on userpages and portal pages
    • expanding the mailing list and keeping members better and more regularly informed



The impact of this project is visible in many aspects. Below are some statistics that we pulled off the official WLM statistics page and social media pages.

WLM Server statistics


From the WLM Server tool, we noticed a curious result. We had a decrease of participants who actually uploaded photos onto commons. In 2012 we had 128 uploaders and yet only had 89 uploaders in 2013. With that said, however we had motivated participants who actually uploaded images, as we managed to get 3.6 times the quantity of images we got in 2012. See stat image below.


Social Media Statistics


After the launch event in Cape Town, we realised that most first time participants of the competition in the country preferred to simply get updates via social media and not necessarily attend picture hunts. We then decided to embark in a robust Facebook and Twitter campaign and regular updating. We paid for Facebook advertising to boost our posts within South Africa and decided to cancel planned provincial upload marathons. This decision yielded better success than we had anticipated. See stats below, pulled from only our Event facebook page.


A very interesting insight from above stats is the prevalence of female participation in the competition, this was also reflected in the actual winners being predominantly female. This fact we are very proud of!

Attendance of GLAM stake Holders


We had an acceptable attendance of GLAM stake holders at the Awarding event, including representatives from SAHRA, City Of Johannesburg and Heritage Western Cape.

Further local support


We have finally secured a sponsorship of R15 000 per year for the next three years (2013 - 2015) from Heritage Western Cape to be used towards planning of Wiki Loves Monuments. This came to fruition after the excellent results witnessed during and after the end of the 2013 competition. We are very excited about this. As it challenges us to find ways of making this competition sustainable into to the future way after it may have stopped being world record breaking international event.

Reporting and documentation of expenditures



Did you send documentation of all expenses paid with grant funds to grants at wikimedia dot org, according to the guidelines here?



Documentation of expenditures has been received by WMF.

Please list all project expenses in a table here, with descriptions and dates. Review the instructions 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 WMF Grants Program staff. For all other variances, please provide an explanation in the table below.

Detailed breakdown

Requested Funds Used Funds
Qty Rate Total (Rand) Qty Rate Total (Rand) Notes
Bill No. 1 - Preliminaries and General
1.1 Postage 1 500.00 500.00 0 0.00 0.00
1.2 Telcom Costs 1 3 000.00 3 000.00 0 0.00 0.00
1.3 Printed T-Shirts for the competition 150 100.00 15 000.00 50 123.80 6 190.20
1.4 Incidental Costs and Contingencies 10 2 500.00 2 500.00 1 630.00 630.00 [1]
1.5 Project Management 3 5 000.00 15 000.00 2 5 000.00 10 000.00 [2]
TOTAL BILL Number 1 36 000.00 16 820.20
Qty Rate Total (Rand) Qty Rate Total (Rand) Notes
Bill No. 2 - Event Launch (Target: 100 People)
2.1 Competition Pamphlets 1000 0.97 970.00 0 0.00 0.00
2.2 Event Badges 5 100.00 500.00 0 0.00 0.00
2.3 Finger Snacks 10 500.00 5 000.00 1 3 625.00 3 625.00
2.4 Press Kits 10 200.00 2 000.00 0 0.00 0.00
2.5 Demonstration Stations 2 1 000.00 2,000.00 0 0.00 0.00
2.6 Transport (Incl flights + Car rental)
2.6.1 Flights 5 2 500.00 12 500.00 1 3 966.00 3 966.00
2.6.2 Car rentals 2 1 000.00 2 000.00 1 1 043.83 1 043.83
2.7 Accommodation (Duplexes and single rooms)
2.7.1 Single rooms 1 1 300.00 1 300.00 1 1 160.00 1 160.00
2.7.2 Duplex rooms 4 750.00 3 000.00 0 0.00 0.00
TOTAL BILL Number 2 29 270.00 9 794.83
Qty Rate Total (Rand) Qty Rate Total (Rand) Notes
Bill No. 3 - Provincial Upload Marathon
3.1 Competition Pamphlets 45 20.00 900.00 0 0.00 0.00
3.2 Upload Stations 2 1 000.00 2 000.00 0.00 0.00 0.00
3.3 Transport (Incl flights + Car rental)
3.3.1 Flights 1 2,000.00 2 000.00 0.00 0.00 0.00 [3]
3.3.2 Car rentals 1 1 000.00 1 000.00 0 0.00 0.00 [3]
3.4 Accommodation (Single room per province) 1 1 300.00 1 300.00 0 0.00 0.00
3.5 Meals 1 300.00 300.00 0 0.00 0.00
TOTAL BILL Number 3 7 500.00 0.00
Qty Rate Total (Rand) Qty Rate Total (Rand) Notes
Bill No. 4 - Prize Giving Event (Target : 100 people)
4.1 Event Catering 100 200.00 20 000.00 50 236.80 11 840.00
4.2 Themed Decoration 1 4 000.00 4 000.00 1 7 000.00 7 000.00
4.3 National Prizes 1 20 000.00 20 000.00 1 20 000.00 20 000.00
4.4 Transport (Incl flights + Car rental)
4.4.1 Flights 15 2 500.00 37 500.00 12 3 139.17 37 670.00 [4]
4.4.2 Car Rentals 3 1 000.00 3 000.00 0 0.00 0.00
4.5 Accommodation (1 night)
4.5.1 Single Rooms 5 1 300.00 6 500.00 10 950.00 9 500.00
4.5.2 Duplex Rooms 10 750.00 7 500.00 1 1 085.00 1 085.00
TOTAL BILL Number 4 98 00.00 87 095.00
Qty Rate Total (Rand) Qty Rate Total (Rand) Notes
Bill No. 5 - Project Variations
5.1 Facebook Advertising 0 0.00 0.00 1 2 542.65 2 542.65 [5]
5.2 Competition Pamphlets 0 0.00 0.00 1 5 149.72 5 149.72 [6]
5.3 Gala Night Venue Hire 0 0.00 0.00 1 10 000.00 10 000.00 [7]
5.4 AV Equipment Hire 0 0.00 0.00 1 5 000.00 5 000.00 [7]
5.5 Airport Shuttles 0 0.00 0.00 1 4 700.00 4 700.00 [8]
TOTAL BILL Number 5 0.00 27 392.37
  1. Team meeting lunch cost. Held a day after the awarding gala and printing of event evaluation forms. Drawn from contingencies
  2. Project management claimed for only two project leads.
  3. a b After a poor turnout at event launch, we decided to cancel PUMs and rather focus on social networking accounts (Facebook advertising and Twitter updates).
  4. Average flight cost taken for 8 national flights
  5. Facebook Advertising proved to yield more participation as people liked and followed our Facebook project page and Twitter account.
  6. This item accounts for items (2.1 and 2.1 x 6) which are a total of R 6 370.00 Thus presenting a net saving.
  7. a b We were unable to receive Venue and AV equipment for free this time around.
  8. Because we were unable to book OR Tambo Premier Hotel, we had to shuttle out of town delegates to and from Midrand Premier Hotel. This amount should be used to replace Item 4.6.2 (Car Rentals).


Requested Funds Used Funds
1 BILL NO. 1 : PRELIMINARY & GENERAL R 36 000.00 $ 2 051.99 R 16 820.20 $ 2 051.99
2 BILL NO. 2 : EVENT LAUNCH R 29 270.00 $ 1 194.93 R 9 794.83 $ 1 194.93
3 BILL NO. 3 : PROVINCIAL UPLOAD MARATHONS R 7 500.00 $ 0.00 R 0.00 $ 0.00
4 BILL NO. 4: PRIZE GIVING EVENT R 98 500.00 $ 10 625.23 R 87 095.00 $ 10 625.23
5 BILL NO. 5: PROJECT VARIATIONS R 0.00 $ 3 341.76 R 27 392.37 $ 3 341.76
6 SUBTOTAL R 208 770.00 $ 17 213.91 R 141 102.40 $ 17 213.91
7 VAT (14%) R 29 227.80 $ Included R Included $ Included
8 TOTAL BUDGET PRICE R 237 997.80 $ 17 213.91 R 141 102.40 $ 17 213.91
  • Above dollar totals were calculated at an exchange rate of R8.197. Recent exchange rate to be applied on total value in Rands of this budget.

Financial Overview charts

Total project budget (from your approved grant submission)
ZAR 237,997.80 or $29,098.64
Total amount requested from WMF (from your approved grant submission, this total will be the same as the total project budget if the WMF grant is your only funding source)
ZAR 237,997.80 or $29,098.64
Total amount spent on this project (this total should be the total calculated from the table above)
ZAR141 102.40 or $17 213.91
Total amount of WMF grant funds spent on this project (this total will be the same as the total amount spent if the WMF grant is your only funding source)
ZAR141 102.40 or $17 213.91
Are there additional sources of revenue that funded any part of this project? List them here.

Remaining funds

The funds remaining from this grant in the amount of ZAR96895.4 were deducted from another grant payment for Grants:WM_ZA/2013_OSF_bridging_funding.
Are there any grant funds remaining?
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.)
ZAR96 895.4 Or $11, 846.85
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.
Remaining Funds have been returned to WMF through deductions on funds held for other projects