Grants:PEG/WM ZA/Wiki Loves Monuments/Report

Report accepted

This report for a Project and Event grant approved in FY 2012-13 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 ZA/Wiki Loves Monuments.

• 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?

YES

Is your project completed?

YES

Did you use any of the grant funds?

YES

Activities and lessons learned

Event launch (1 September 2012)

WLM Cape town launch

It was decided that the competition should be started with a launch event in Cape town due to good reception and support from the City of Cape town's Heritage department. The following is an abridged order of event leading to and during the launch event.

• Isla from the Africa Centre provided assistance while WMZA was setting up its bank account and organizational details.
• This allowed us to purchase the prizes and host the launch in Cape Town at the Sendinggestig Museum (Old Slave Church).
  • Before the launch a guided tour in the Castle of Good Hope was organized free of charge for the attendees.
  • The purpose of the launch was for potential participants to:
    • Learn more about the competition
    • Meet the local Wikipedians
    • Meet photographers and heritage enthusiasts
    • Get a sampling of the local heritage sites
  • This opportunity was used to introduce our partners and thank them for the involvement in the competition.
  • Afterwards there was a finger dinner and an occasion for attendees to network.
• On the same day our annual general meeting was held were three of the organizers were elected board members.
  • This enabled us to open a bank account and manage our funds ourselves without the need of an intermediary.

Events during the competition

Cape Town (8 September)

Cape town pum

• The first scavenger hunt was held in the City bowl, focusing on the area around the Company's Gardens.
• Around twenty people joined from a diverse range of backgrounds ranging from photographers and other people involved in the creative industries to local Wikipedians.
• This event was followed up by a second scavenger hunt in the monument rich area between Long Street and Bree Street in Cape Town.
• One the second last weekend of September the Cape Town upload marathon was held at the Fringe in the Eastern part of the City Centre.
• Many thanks to the Fringe and the Cape Town Partnership for the use of the Fringe's offices and bandwidth during the upload marathon.

Durban (10 September)

Durban pum

• An upload marathon was held at uShaka Marine World
• Due to the bad weather only three people showed up. The schedule was changed: the three people already knew the competition, they already uploaded lots of images.
• Heritage sites in and around Durban were discussed

Kimberley (29 September)

• A scavenger hunt and upload marathon was held at the McGregor Museum.
• The outcome of the event was nor as desired or as expected:
  • Though this area contains a very large amount of monuments, we got very few locals interested in participating.
  • The main reason why this happened is believed to be due to the Maloof World Skateboarding Championships that was held on that same weekend.
  • Press releases were sent out to multiple local newspapers, but did not attract participants for some reason.

Gauteng (29 September)

JHB - PUM

• A scavenger hunt and upload marathon was held at University of Witwatersrand in Johannesburg.
• Around 30 people came through for the event and to traverse the selected route to some of the well known sites of national and provincial monuments.
  • We got a fair amount of locals interested in participating, even though most of them were curious students.
  • Our PR and media releases were late for this event, hence we believe that we could have had a lot more participants.
  • Contact details to the Johannesburg Heritage foundation were received very late as a result most heritage enthusiasts were not aware of this event.

Photo adjudication

• It was decided to do the photo adjudication electronically.
• This did slow the process, but a large portion of the grant was not used.
• Some of the judges struggled with the approach used.
• Will use the global system developed by the international team the next year.

Awards ceremony (17 November 2012)

• Awarding ceremony was held at the Premier Hotel O.R. Tambo.
• They partially sponsored this event together with one of the competition prizes.
• Competition judges, organizing committee, winners and sponsors were invited to this event.
• The event included a dinner where all of the attendees could socialize and network

Lessons learned

Better PR and media relations campaign

• Compile a comprehensive list of media contacts beforehand
• Clearly define who is accountable for handling this complicated task
• The media is much different across the different provinces of the country
• Spend more time trying to understand how to improve media efficiency

Implement the heritage site database better

• In the current state, some found the database difficult to understand
• Make it easier to obtain the ID for each of the sites
• Possibly try to included software to take care of it
• Try to recover information lost in initial database processing
• Find a method of verifying coordinates (even if it is very crude)

Meet earlier with governmental agencies

• Contact governmental agencies well in advance
• Take budget timelines of these agencies into consideration
• Plan for long delays at all stages of competition

What went well?

Collaboration between Organizers and partner institutions was at a very high level of professionalism, as a results we have received early commitments towards WLM-ZA-2013.

What did not go well?

From the lessons learned above it is clear that we need to build our capacity and organization inorder to be able to spread workload evenly amongst members.

What would you do differently if you planned a similar project?

All above items on lessons that were learned.

Project goal and measures of success

Project goal

Competition winners

• South Africa has a rich cultural heritage landscape that needs conservation and protection
• Properly identify and catalogue all heritage sites
  • The official listings maintained by SAHRA were used for the competition
  • This database was not in a good shape and required hours of cleanup
  • Fortunately, this is almost completed now, and can be used again next year
  • This databases still needs further processing to enable easier access
  • The official maintainer of the database (SAHRA) wants us to share our changes and remarks on the database
• Raising public awareness about these sites
  • The competition launch attracted a large amount of people
  • Many of these later attended the scavenger hunts and upload marathons
  • Out of a media point of view, we could have achieved much more in this area
• The addition of free-to-use and licensed contemporary quality photographs of South African heritage sites
  • One of the wining photographs were used as the front page image of a prestigious art magazine
  • A large amount of pictures entered were of low quality, including some of the winners
  • This issue should be addressed specifically the next year
• The aim of this project is to encourage and facilitate the capturing and upload of photographs of South African heritage sites
  • Given the amount of images uploaded, this goal is considered achieved
  • We did not pursue the avenue of getting people to write about their images. This issue should be addressed the next year if resources allow so.

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.

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

• A total of 1862 photographs were uploaded.
• Five prizes were awarded in two categories. These prizes were sponsored by:
  • Heritage Western Cape whom donated R5000 for pictures taken in the Western Cape.
  • Wikimedia Foundation who provided this grant from which R7000 was used for the national prizes.
  • Decided on getting vouchers from Camera SA (national distribution) as prizes.
• The winning image of the mosaic walkway was used as the cover image of Art South Africa.

• 
  1st Prize McClean Observatory Cape Town by Wimfilmalter
• 
  2nd Prize Mosaic walkway at the Donkin Reserve Port Elizabeth by Kay-africa
• 
  3rd Prize Swartberg Pass by Chris Snelling

Collaboration with heritage organisations

• We made good contacts with the responsable authorities. This included financial support by HWC (Heritage Western Cape) and SAHRA (South African Heritage Resources Agency).
• A lot of time and effort was put into getting funded by the NHC (National Heritage Council). The grant request was not approved, however, the NHC endorsed the competition, and promsed to help with advertising the contest through their media channels and their website.
• The WM ZA-team has build up an network of relevant contacts. We will use them to get more financial support for WLM 2013.

Potential chapter members

• Many of the contributors showed interested in joining the chapter
• Large diversity of people to get involved in Wikimedia activities
• All of the contributors will be contacted to ask about joining

Chapter event management

Event organizers at the awarding ceremony

• These members organized their first large event
• In many aspects this event is considered a success
• The current board learned how to work together efficiently
• Managed to establish good ties with governmental agencies and local businesses
• This will enable them to manage similar and large projects in the future

Provide an overall assessment of how your project went according to these measures.

Against the above measures of success, it is safe to say that the project was a significant success for a young chapter like ours.

If you were to plan a similar project, would you measure it differently? If yes, please explain how.

No. We would measure it using the same model.

Impact

The impact of this project is visible in many aspects. Below are some statistics that we pulled off our dedicated event wiki and social media pages.

Server statistics

• For the months of the competition (September and November) indicate:
  • Approximately 29,000 unique visitors
  • Which resulted in more than 608,000 hits
  • Very little traffic from tertiary education institutions (6 %)
    • University of Stellenbosch (73 %)
    • University of Cape Town (13 %)
    • University of KwaZulu-Natal (6 %)
    • University of Witwatersrand (3 %)
  • Traffic sources suggest we need more coverage than just Wikimedia banners:
    • Majority of traffic from banners (87 %)
    • Direct linking (8 %)
    • Search engines (3 %)
    • Social media (1 %)

Reporting and documentation of expenditures

Documentation

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

"Yes", There are however few documents that are still outstanding.

Expenses

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	Press advertising slots (7 days before competition)	10	500.00	5,000.00
1.2	Postage	1	500.00	500.00	1	213.50	213.50
1.3	Website domain costs (1 year contract)	1	900.00	900.00	1	938.59	938.59
1.4	Telcom costs, including contact with overseas stakeholders	1	3,000.00	3,000.00	1	2,300.53	2,300.53
1.5	Printed T-shirts, for the competition	50	100.00	5,000.00	100	90.21	9,021.00
1.6	Incidental costs & contingencies	1	2,600.00	2,600.00	1	200.00	200.00
1.6.1	Board Meeting to finalize WLM report documentation				1	5,445.82	5,445.82
	TOTAL BILL Number 1			12,000.00			18,119.44
		Qty	Rate	Total (Rand)	Qty	Rate	Total (Rand)	Notes
	Bill No. 2 - Event Launch (Target: 100 People)
2.1	Banners	4	500.00	2,000.00	2	766.26	1,532.52
2.2	Competition pamphlets	200	20.00	4,000.00	3000	0.97	2,905.35
2.3	Event badges	5	100.00	500.00
2.4	Finger snacks	10	500.00	5,000.00	50	54.18	2,709.00
2.5	Press Kits	10	200.00	2,000.00
2.6	Demonstration stations	5	1,000.00	5,000.00	3	758.52	2,275.56
2.7	Transport (Incl flights + Car rental)
2.7.1	Flights	5	2500.00	12,500.00	3	2,557.00	7,671.00
2.7.2	Car rentals	2	1,000.00	2,000.00	2	356.47	712.94
2.8	Accommodation (Duplexes and single rooms)
2.8.1	Single rooms	1	1,300.00	1,300.00	3	768.27	2,304.80
2.8.2	Duplex rooms	4	750.00	3,000.00
2.9	Other
2.9.1	Castle tour, Gift to venue sponsor and drinks				1	1,727.40	1,727.40
	TOTAL BILL Number 2			37,300.00			21,838.57
		Qty	Rate	Total (Rand)	Qty	Rate	Total (Rand)	Notes
	Bill No. 3 - Provincial Upload marathon
3.1	Banners	9	500.00	4,500.00	2	764.54	1,529.08
3.2	Competition pamphlets	405	20.00	8,100.00
3.4	Transport (Incl flights + Car rental)
3.4.1	Flights	9	2,000.00	18,000.00
3.4.2	Car rentals	9	1,000.00	9,000.00	3	1,274.70	3,824.11
3.5	Accommodation (Single room per province)	9	1,300.00	11,700.00	2	1,338.59	2,677.18
3.6	Meals	1	300.00	2,700.00	22	148.96	3,277.03
3.7	Other
3.7.1	Demonstration stations				2	794.12	1,588.25
	TOTAL BILL Number 3			54,000.00			12,895.65
		Qty	Rate	Total (Rand)	Qty	Rate	Total (Rand)	Notes
	Bill No. 4 - ADJUDICATION
4.1	Transport (Incl flights + Car rental)
2.7.1	Flights	5	2500.00	12,500.00
2.7.2	Car rentals	1	1,000.00	1,000.00
4.2	Accommodation (2 nights)	2	6,500.00	13,000.00
4.3	Meals (2 nights)	2	1,500.00	3,000.00
	TOTAL BILL Number 4			29,500.00
		Qty	Rate	Total (Rand)	Qty	Rate	Total (Rand)	Notes
	Bill No. 5 - Prize giving event (Target: 50 People)
5.1	Event catering	50	300.00	15,000.00	50	250.48	12,524.00
5.2	Themed decoration	1	4,000.00	4,000.00	1	1,096.49	1,096.49
5.4	Event badges	10	100.00	1,000.00
5.5	National Prize	1	7,000.00	7,000.00	1	10,320.00	10,320.00
5.6	Transport (Incl flights + Car rental)
5.6.1	Flights	10	2500.00	25,000.00	11	1,706.04	18,766.44
5.6.2	Car rentals	3	1,000.00	3,000.00	1	296.70	296.70
5.7	Accommodation (1 night)
5.7.1	Single rooms	2	1,300.00	2,600.00	15	1,087.12	16,306.80
5.7.2	Duplex rooms	8	750.00	6,000.00
5.8	Other
5.8.1	Photographer				1	2,150.00	2,150.00
	TOTAL BILL Number 5			63,600.00			61,460.43

Summary

PROJECT BILL OF QUANTITIES PRICE SUMMARY PAGE
Requested Funds						Used Funds
1	BILL NO. 1 : PRELIMINARY & GENERAL	R	12,000.00	$	1,463.95	R	18,119.44	$	2,210.50
2	BILL NO. 2 : EVENT LAUNCH	R	37,300.00	$	4,550.45	R	21,838.57	$	2,664.21
3	BILL NO. 3 : PROVINCIAL UPLOAD MARATHONS (9 Provinces)	R	54,000.00	$	6,587.78	R	12,895.65	$	1,573.22
4	BILL NO. 4: ADJUDICATION	R	29,500.00	$	3,598.88	R		$
5	BILL NO. 5: PRIZE GIVING EVENT	R	63,600.00	$	7,758.94	R	61,460.43	$	7,497.92
6	SUBTOTAL	R	196,400.00	$	23,959.99	R	114,314.08	$	13,945.84
7	VAT (14%)	R	27,496.00	$	3,354.40	R	16,003.97	$	1,952.42
8	TOTAL BUDGET PRICE	R	223,896.00	$	27,314.38	R	130,318.06	$	15,898.26

• 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)

$27,314.38

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)

$27,314.38

Total amount spent on this project (this total should be the total calculated from the table above)

$15,898.26

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)

$15,898.26

Are there additional sources of revenue that funded any part of this project? List them here.

Western Cape Heritage - $609.98

Remaining funds

The funds remaining from this grant in the amount of US$12,111.50 were deducted from another grant payment for Grants:WM ZA/WLM-ZA-2013.

Are there any grant funds remaining?

YES

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.)

$12,111.50

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.

New grant request for Grants:WM ZA/WLM-ZA-2013