Grants talk:PEG/UG GR/Wiki Loves Earth in Greece

A decision has been made on this grant. Comments are still welcome on this page.

GAC members decisions

GAC members who support this request

1. --Packa (talk) 21:56, 24 May 2016 (UTC) Adequate expenses and very good ratio between prices and other expenses.

GAC comments

Banner

What is the banner going to be used for? Is it going to be reusable for possible next rounds? Thanks.

— Danny B. 00:48, 3 May 2016 (UTC)

Danny B. Yes. We lack a banner for the events we organise or participate. We have a very old one that we used till recently but it even lacks some of the sister projects. Wikidata for instance. -- Magioladitis (talk) 23:28, 9 May 2016 (UTC)

Ah, so it's not WLEGR banner, but some generic for UG GR? (Image is worth thousand of words - got any mockup yet?)
— Danny B. 23:41, 9 May 2016 (UTC)

Danny B. Yes, we need a generic banner for the various events. In our presence in the open source conference in Greece last year (Fosscomm 2015) we had an old banner and in the Wiki Loves Science event we has nothing in or outside the room to indicate that this was a wiki event. Some people asked whether they were in the correct room/building. Maybe geraki has a photo of the old banner. -- Magioladitis (talk) 07:29, 10 May 2016 (UTC)

D, M. The existing banner is the one displayed in this set of photos from 2012. The new one will probably look like that or File:Wikimedia family logo WP centred.svg. Since we will be having activities in many cities it will be cheaper to have at least one more banner instead of sending it to other cities by post as we did some times. --Geraki ^T_L 12:07, 11 May 2016 (UTC)

WMF Comments

Hi Geraki and Magioladitis. Thank you for submitting this request, we are happy to hear that the European Science Photo Contest was successful, and that you learned useful lessons about planning photo contests . We have a few questions about your plans:

• One measure of success you have listed is that 20 new places will be photographed. Do you have a list of locations or things that need images?
• Are you planning any editathons or other projects to encourage people to use contest images in articles, or to write statements for Wikidata?
• Will you do anything special to teach participants how they can take photos that will quality for valued, quality or featured status?
• Have you resolved issues with the jury tool that came up in the last photo contest?

We look forward to your responses so that we can learn more about your plans. If you have any questions or need clarification on our comments, please let us know. --KHarold (WMF) (talk) 23:21, 9 May 2016 (UTC)

KHarold (WMF)

• geraki to reply on that
• Yes. There will be certainly an editathon during the event as we did in Wiki Loves Science
• Yes. Ggia, member of out user group will organise this. He has 28 featured images in commons and he is a quite experienced photographer.
• geraki to reply on that. -- Magioladitis (talk) 17:49, 10 May 2016 (UTC)

@KHarold (WMF):

• This is my page at commons Georgios Giannopoulos (Ggia). I have 28 featured images in commons. Ggia (talk) 10:40, 13 May 2016 (UTC)

NATURA 2000 protected areas

@KHarold (WMF):

• Yes, we have a list of areas valid for the competition (Commons:Wiki Loves Earth 2016 in Greece/Areas) which in fact are all protected areas per the Natura 2000. See the map for the coverage of Greece. Linked from our list are info about each area, with the exact location and notable species in the area (example) We have included in the rules that each photo must be submitted with the area code. Our expectations on the number of areas are modest as we expect that most of the submissions will come from areas around Athens and Greece where lives 40% of the population.
• In the last photo contest we were expecting Commons:WLX Jury Tool but finally used Wiki-Loves-Jurytool (by pixelhaufen) which I installed in a private host: http://goblin.geraki.net/jurytool It will be trivial to be reinstalled or reconfigured for the new contest.

-Geraki ^T_L 11:54, 11 May 2016 (UTC)

Funding decision

Hi Geraki and Magioladitis, thank you for posting replies to our comments and questions. It is good to hear that you have strategies in mind to deal with the jury tool and to support your goals of improving quality and geographic reach of contest images. We are pleased to approve this request, however we ask that you choose a design for the banner that is more general and can be used for events after the contest has ended. The 79.83 EUR remaining from \Grants:PEG/UG_GR/European_Science_Photo_Competition_Greece_2015/Report will be deducted from the payment for this grant. Let us know if you need support to complete the outcomes and impact sections of that report in time for the 19 May due date. Cheers, --KHarold (WMF) (talk) 17:59, 12 May 2016 (UTC)

Additional funding for main event in Athens

Per discussion and per email exchange, we will require some additional grant for holding the main event in Athens in September 2016.

Number	Category	Item description	Unit	Number of units	Cost per unit	Total cost	Currency	Notes
8	Catering	catering served during the edit-a-thon and Award ceremony	n/a	n/a	n/a	300.00	EUR	The catering includes beverages, snacks and finger-food that will be served during the editathon and award ceremony. We will order less food than in ESPC.
9	Travelling expenses	travelling and accommodation expenses for the editathon and Award ceremony	person	n/d yet	n/a	450.00	EUR	tickets+hotel for awarded photographers, jury members, and organising commitee. We can't predetermine how many will need transportation and/or lodging, as we don't know yet the location of residence of the winners (since we 'll have more information we will provide a more accurate figure), but in any case unused funds will be reimbursed to WMF
10	Venue	Venue for the editathon and Award ceremony	n/a	n/d yet	n/a	240.00	EUR	Most probably we will arrange for an appropriate venue for free, as in the last competition. Nevertheless we need to be safe on this. This price was negotiated with an institution during ESPC, before we get the NCSR Demokritos for free.

@Geraki: to fill this up. -- Magioladitis (talk) 15:53, 30 May 2016 (UTC)

@Magioladitis:: Ready. -Geraki ^T_L 21:27, 30 May 2016 (UTC)

@KHarold (WMF): Following the emails exchange we had, please review this. -- Magioladitis (talk) 21:30, 30 May 2016 (UTC)

Hi @Magioladitis: and @Geraki:, you have mentioned that the award ceremony for the for the European Science Photo Contest benefited your community and that you think it is important to host another for this contest. It would be helpful if you could share your observations about how the event benefited your community and/or made the contest a success, and also share any lessons you learned from it that have influenced your plans for this event. Below are a few additional questions about your past experience and current plans:

• How many people attended the last awards ceremony, and how many do you expect to attend this event?
• Of the 81 contest images that were used in articles, how many of those were added during the editathon at the awards ceremony?

Let us know if this information has been reported elsewhere, or if there is other important information we should be aware of. --KHarold (WMF) (talk) 22:28, 8 June 2016 (UTC)

KHarold (WMF) In the previous edit-a-thon participated approx. 40 people. In the tutorial before there were a little less. We uploaded approx. 20 photos. The number is low because that we did the mistake to not ask people to bring their own laptops. We won't do this mistake this time. Moreover, the Science Photo Contest needs more expertise than Wiki Loves Earth and the photos were also not directly connected to specific wiki pages. On the other hand, for Wiki Loves Earth we already have a list of the Natura places so it will be much easier for us to create new pages or add content to existing ones. -- Magioladitis (talk) 07:26, 10 June 2016 (UTC)

Hi Magioladitis, thank you for providing additional details about the past award event and your plans for the future event. We understand that you learned lessons from the previous awards event and editathon that have influenced your future plans, however the budget of 990 EUR for this awards event is far too high for an event that does not have more specific goals and outcomes related to the development of your community or the success of the contest. We can approve an additional 250 EUR for an additional event as part of this contest - you can use it for either an awards ceremony, or editathons in a location that is central to your community members. This amount would bring the total cost of the WLE contest to $2,000 USD, which is the limit for other grantees applying for rapid grants for contests. Please let us know if you would like to increase the budget for this grant by 250 EUR to host an event, and we will make an amendment to the grant agreement. --KHarold (WMF) (talk) 03:49, 17 June 2016 (UTC)

KHarold (WMF) thanks for the reply. Yes, we will try to organise an edit-a-thon as we did last year with this amount of money. :) The idea is to enhance the contest with an editathon in Athens and I think we can be successful in that. -- Magioladitis (talk) 07:07, 17 June 2016 (UTC)

Thanks, Magioladitis. We have approved an additional 250 EUR and will send the funds shortly. Alex Wang (WMF) (talk) 17:14, 22 June 2016 (UTC)

Extension

Hi Magioladitis, we understand that you held and additional event in September and have requested by email to extend the grant to 14 October 2016, and will submit your report 30 days after that. Your request for an extension is aproved. In the future, please request extensions using explicit language and proposing a new end date on Meta. We hope your September events go well and we look forward to reading your report! --KHarold (WMF) (talk) 18:03, 15 September 2016 (UTC)

KHarold (WMF) Thanks. The event will take place in October 1. -- Magioladitis (talk) 18:14, 15 September 2016 (UTC)

Changes to line items within our budget

Hello, as we have started to prepare the editathon & award ceremony for Wiki Loves Earth we would like to inform you that we have already booked a venue for free. The venue is a gallery in the Kifisia urban district, a north suburb of Athens. Its name is Estudio Gallery. Some details:

• the capacity is about 60 - 80 persons
• wi-fi, giga-monitor, the poster and everything we need for the editathon will be arranged
• we will have extra help from the owners of the Gallery without any extra costs

Need to say here that while the contest is going very well so far (3.309 uploads when the goal was 2.500) we didn't manage to make a photoexpedition during June. But still there are many things to be done, as the actual usage of pictures in articles is around 4% (based on the initial target). We need to achieve also our other targets related to readership and participation. What we need:

• Tickets for 2 of the organizers (Magioladitis and I) in order to be present during the event : 150 euro (we will not cover hotels or other lodging expenses)
• We have contacted all the the winners. Some of them have replied already, but still very few are willing to come. We can give them an incentive paying bus or train tickets (only from the mainland of Greece). Let's say maximum 3 tickets (might be less, but we don't know the distances and the accurate number of travellers yet) : 150 euro
• Soft drinks, water , snacks, cookies (not actually real food) : 100 euro

We are applying the lines 5 & 8 of the budget:

Number	Category	Item description	Unit	Number of units	Cost per unit	Total cost	Currency	Notes
5	Travelling expenses	travelling expenses for possible photo expeditions	person	n/d yet	n/a	150.00	EUR	for getting the organisers to some of the areas in case of an organised wikiexpedition. The accurate number of participating winners is not known yet, but in any case unused funds will be reimbursed to WMF
8	Edit-a-thon & Award Event	Expenses for oragnizing the editathon and the award ceremony	n/a	n/a	n/a	250.00	EUR	This item will be generally used to cover the events expenses, as travel costs, venue, etc

To be shaped as following:

Number	Category	Item description	Unit	Number of units	Cost per unit	Total cost	Currency	Notes
5	Travelling expenses	travelling expenses for organizers and winners for Editathon and Award ceremony	person	5	60	300.00	EUR	for getting the organisers and the winners to the award ceremony
8	Edit-a-thon & Award Event	Expenses for soft drinks, cookies, snacks etc	n/a	n/a	n/a	100.00	EUR	This item will be generally used to cover other event's expenses as explained above

--Γλαύκος (talk) 08:16, 15 September 2016 (UTC)

Hi --Γλαύκος . Thank you for this update. We are fine with the budget changes. Cheers, Alex Wang (WMF) (talk) 16:56, 15 September 2016 (UTC)