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Grants:PEG/WM BE/Wiki Loves Art 2016/Report/Interim

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Interim report accepted
This interim report for a Project and Event Grant has been reviewed and accepted by the Wikimedia Foundation.



Project status

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Are you complying with the requirements specified by WMF in the grant agreement?
YES
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

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List of activities

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1. Preparations
1.1 Creative Commons brochure for cultural institutions
English Creative Commons brochure
Dutch Creative Commons brochure
French Creative Commons brochure
  • Obtain source files - Done
  • Requesting WMDE to deliver a set of brochures in German - Done
  • Obtain Royal Library identification - Done
  • Changing design and text & editing - Done
  • Search for translators in Dutch - Done
  • Search for translators in French - Done
  • Translation to Dutch & editing - Done
  • Translation to French & editing - Done
  • Creation English brochure together with designer - Done
  • Creation Dutch brochure together with designer - Done
  • Creation French brochure together with designer - Done
  • Having English version printed for SOIMA 2015 - Done
  • Having Dutch and French version printed - Done
  • Presentation and handing out of brochure to our partner Royal Institute for Cultural Heritage (KIK-IRPA) at international conference - Done
  • Publication of brochure in three languages - Done
  • Deposit Creative Commons brochures in three languages at the Royal Library of Belgium - Done


1.2 GLAM brochure for cultural institutions
English GLAM brochure
Dutch GLAM brochure
French GLAM brochure
  • Obtain source files - Done
  • Obtain Royal Library identification - Done
  • Rewriting to Belgian situation - Done
  • Search for translators in Dutch - Done
  • Search for translators in French - Done
  • Translation to Dutch & editing - Done
  • Translation to French & editing - Done
  • Creation English brochure together with designer - Done
  • Creation Dutch brochure together with designer - Done
  • Creation French brochure together with designer - Done
  • Having English version printed for SOIMA 2015 - Done
  • Having Dutch and French version printed - Done
  • Presentation and handing out of brochure to our partner Royal Institute for Cultural Heritage (KIK-IRPA) at international conference - Done
  • Publication of brochure in three languages - Done
  • Deposit GLAM brochures in three languages at the Royal Library of Belgium - Done


1.3 Cheatsheets for educational institutions and students
  • Evaluation Dutch old version - Done
  • Evaluation English old version - Done
  • Evaluation French old version - Done
  • Creation new Dutch cheatsheet - Done
  • Creation new English cheatsheet - Done
  • Creation new French cheatsheet - Done
  • Having the cheatsheets printed - Done
  • Publication of cheatsheets - Deferred Deferred to future/unknown


1.4 Website for cultural institutions
  • Creation of navigational structure - Doing...
  • Writing texts - Doing...
  • Translation to English - in future
  • Translation to French - in future


2. Contracting cultural institutions
  • Presenting ourselves at international conference SOIMA 2015, including present Belgian cultural institutions - Done
  • Presenting ourselves at meeting for cultural institutions in Flanders in Brussels - Done

Activities

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Soima 2015 Conference
Romaine and I attended SOIMA 2015 and spoke to many people (see SOIMA report) , some of the conversations had some immediate results
- I was invited to speak on a conference in Budapest (Hungary) unfortunately i could not make the trip, (budget)
- I was invited to the Wikisource conference in Vienna, which I could not attend either, (budget 2015 S2)
- I was approached by ICCROM (EU) [1] and and Athar (UAE) [2] about assisting them with a project for public access to preserved AV heritage in the Persian Gulf region.
We also established an improved working relationship and build confidence with our WLA partner KIK-IPRAs staff.

Lessons learned

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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?
Contacts with our partners and preparations are going well
What did not go well, or is not going well?
  • In the planning, budgeting and grantmaking phase of this project there are too many unknown variables which depend on whether or not the project grant will be agreed. Some expenses might occur during the planning process and some opportunities might present itself which do require to invest money in order to launch the project.
- the grant making process took far too long after submitting the grant request
- some comments and questions on the project comment page were experienced as hurtful and mean rather then constructive
We welcomed the friendly space initiative of Alex to address the comment issues.
  • We have trouble getting off-wiki volunteers to register with the project long in advance, during the start-up phase. Off wiki-Volunteer recruitment in general for WMBE is very difficult (in any of the language areas), particularly in the Dutch speaking northern region.
Belgian wikinauts hide the fact that they are from/live in Belgium, and not in the least because many contributors and volunteers have "fled" from the Dutch to the English Wikipedia, many motivated contributors who were likely to act as off-wiki volunteers have given up and spend their energy and efforts outside Wiki. Even our godfather photographer Michiel Hendryckx utterly convinced of Wiki and willing to donate his complete oeuvre (works) cannot be bothered because the way he's being treated by the...(fill in here any appropriate wording).
From your answers above, do you plan to change anything you are doing as your project continues?
I think WMF/ grantmaking regulations should allow for project development expenses (rel. start date of project) during the grantmaking process

Outcomes and impact

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Outcomes

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Provide the original project goal here.
Wiki Loves Belgian Art 2016 is a photo project in which photographers and volunteers from Wikipedia visit museums, archives, galleries and libraries to take photos of pieces of art designated by the institutions.
For the newly established chapter Wikimedia Belgium, Wiki Loves Belgian Art 2016 will help to recruit expand the number of active volunteers, establish good confidence based relationships with a limited number of GLAM partners and provide valuable experience in organising events and cooperating with those partners.
Do you expect to reach your project's goal? Why or why not?
Currently there are no indicators we will not reach our goals, however the recruitment of additional volunteers is not at the levels we had hoped for, which is due to a noticeable lack of enthusiasm by mainly former contributors and reticence on the part of new contributors. We find that this hurdle of negative image of nl.wikipedia has a larger impact then expected.

Progress towards targets and goals

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Measures of success

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Project metrics

Project metrics Target outcome Achieved outcome Explanation


Provide an overall assessment of how your project is going according to these measures.
We a re not yet in a stage where these metrics come into play
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.
PLACEHOLDER TEXT

Remember that you will need to report on Global Metrics in your final report.

Impact

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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

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This section describes the grant's use of funds

Documentation

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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

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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.

The focus of 2015 was to get most of the brochures and other printing materials designed and printed.

Number Category Item description Unit Number of units Actual cost per unit Actual total Budgeted total Currency Notes
Part 1: design Design costs of brochures, etc 1960.40 2710.40 (incl. tax) Euro
Part 1: printing (2x) +
Part 2: printing 		Printing costs of brochures, etc 3075.82 3550.14 (incl. tax) Euro
Total amount spent on this project so far (with currency)
EUR 6904.22
Total amount of WMF grant funds spent on this project so far (with currency)
EUR 5036.22
Based on your spending, will you need to request any changes to your budget? If you do, please see the guidelines for requesting changes to your budget.
Answer NO.
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