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.

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

This project has already been funded, but you may still add or review comments on the discussion page.
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Report: Please visit Grants:PEG/MADe - WM BE/WLM BeLux 2013/Report to read this report, comment on this report, or review its status.

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^[1]	450
Travel expenses	180^[2]		180
Part 2: September start-up meeting
Accomodation		300^[1]	300
Travel expenses	120^[2]		120
Part 3: Judging session
Gift packages for the judges	150^[3]	210^[3]	360
Travel expenses	120^[2]		120
Venue rental		125^[4]	125
Part 4: October Award Session
Award prices	600^[5]	350^[6]	950
Catering during the reception		460^[7]	460
Venue rental + crew hire		1250^[7]	1250
Travel expenses	1200^[8]		1200
Accomodation		450^[1]	450
Compensation for team (diner)	120^[9]		120
Part 5: General costs
Website		50^[10]	50
Postal address		240^[11]	240
Cellphone expenses	100^[12]		100
Project Management Costs	1750^[13]		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

↑ ^a ^b ^c We have a international project team, with people from different countries, and the majority living far away from the capital Brussels. We will need to provide some sort of accomodation for them. This was discussed with the persons from the project team living in Brussels. They will allow for some proper "couchsurfing". Normal accomodation would be about 75€ pp pn. This would be 6x75€ = 450€ for the july meeting and the award session, and 4x75=300€ for the startup meeting
↑ ^a ^b ^c Calculated at an average travel cost of 30€ for car/train/bus. For the july meeting and award session (6 people present): 180€, for the startup meeting 120€.
↑ ^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)
↑ Heemkunde Vlaanderen has shown interest to arrange for the venue location for the final judging meeting. This cost includes coffee, water and sweets.
↑ Similar prices as the last two editions: 1x 250€, 2x 100€, 3x 50€ (vouchers)
↑ 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
↑ ^a ^b As the last two 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.
↑ Due to the international structure of the project team (people from Bulgaria, Luxembourg, The Netherlands, South Africa) we included three international travels in the budget.
↑ Diner and drinks for the project team after the award session. This serves as a thank you for their work. Estimated at 35 20€ pp.
↑ The existing website will be used.
↑ As included in the WM BE startup grant
↑ Estimation, ment for the telephone expenses incurred as part of the project.
↑ Project leads and volunteers are fulltime employed and will need to take unpaid leave in order to meet the different governmental organisations during working hours. We propose to compensate them for this periods, at 125 EUR a half day. We estimate we will need 10 7 full days during the project. Eligible volunteers will send an invoice for the amount; these costs are considered as expenses in Belgian tax law

Non-financial requirements

Requests for non-financial assistance

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.
Wikimedia t-shirts for the project staff (4-8 people)

Resources

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:

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.
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.
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.
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.

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

For grantees

If you are the grantee or representative that wrote this grant submission, you may request changes by using these links:

Create a request for an extension of the approved project completion date.
Create a request for changes to the approved project budget.

[accomodation-1] We have a international project team, with people from different countries, and the majority living far away from the capital Brussels. We will need to provide some sort of accomodation for them. This was discussed with the persons from the project team living in Brussels. They will allow for some proper "couchsurfing". Normal accomodation would be about 75€ pp pn. This would be 6x75€ = 450€ for the july meeting and the award session, and 4x75=300€ for the startup meeting

[travel-2] Calculated at an average travel cost of 30€ for car/train/bus. For the july meeting and award session (6 people present): 180€, for the startup meeting 120€.

[judges-3] 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)

[4] Heemkunde Vlaanderen has shown interest to arrange for the venue location for the final judging meeting. This cost includes coffee, water and sweets.

[5] Similar prices as the last two editions: 1x 250€, 2x 100€, 3x 50€ (vouchers)

[6] 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

[KIK-7] As the last two 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.

[8] Due to the international structure of the project team (people from Bulgaria, Luxembourg, The Netherlands, South Africa) we included three international travels in the budget.

[9] Diner and drinks for the project team after the award session. This serves as a thank you for their work. Estimated at 35 20€ pp.

[10] The existing website will be used.

[11] As included in the WM BE startup grant

[12] Estimation, ment for the telephone expenses incurred as part of the project.

[13] Project leads and volunteers are fulltime employed and will need to take unpaid leave in order to meet the different governmental organisations during working hours. We propose to compensate them for this periods, at 125 EUR a half day. We estimate we will need 10 7 full days during the project. Eligible volunteers will send an invoice for the amount; these costs are considered as expenses in Belgian tax law

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