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Preparation Budget/Grant 2015 S2

From Wikimedia Belgium
statusSUBMITTED
WM BE/Budget 2015 S2
This is a 6 month grant application for the activities of the Wikimedia Belgium chapter. It includes the first steps in the goal of our association Engaging people in free knowledge .
targetWikimedia Belgium impacts wiki communities mainly in Dutch, French, German and English; and the communities of smaller Belgian dialects.
strategic priorityIncrease participation
start dateJuly 1st
start year2015
end datedecember 31
end year2015
budget (local currency)7,810 €
budget (USD)8878,25 USD
grant typeGroup
non-profit statusYes
creator• MADe,DerekvG
contact• maarten@wikimedia.be• derek@wikimedia.be
organization•

09 September 2015 GRANT REQUEST SUBMITTED
Please don change this page anymore after this date

Preamble

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Our first grant was entitled PEG/WM_BE/Budget_2015_H1 because in Anglo Saxon accounting standards, activity and accounting periods are referred to as S1, S2 for semester or 6 month periods and Q1, Q2, Q3 and Q4 for quarterly or 3 month periods of the standard calendar start January 1st, WMBE will adhere to this convention and name our budgets and grant requests accordingly. The report of our 2015 H1 grant will refer to that period under its existing name.

Despite the de-facto reduction of the WLA 2015 Grant with the amount of 4005 € of underspend funding; this grant request will account for the carry-over of those underspend funds. Accounting wise WLA is a closed set of activities that is separate from the semester budgets for general chapter-activities, most planned expences are directly related to WLA activities and will be accounted for projectwise to WLA. The general chapter expences are not ralted to a single specific project but to the overall activities.

Goals and Objectives for 2nd Semester 2015

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Wikimedia Belgium was set up at the end of 2014.
This is an application for the activities of the Wikimedia Belgium chapter in the 2nd semester of 2015 (July-December). It includes

  • Part #1 - outreach efforts and community building ;
  • Part #2 - the projects ; and
  • Part #3 - WMBE organisational development & WMBE board capacity building

Planning

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Activities

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Part #1 - outreach efforts and community building

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  • Organisation of one WM BE Project Day to foster new projects
    • Engage with our community of off-wiki volunteers and institutions during 4-hour Project Day, our proposed one-stop-shop to discuss with WM BE new projects, arrange (micro) grants with Wikimedia Belgium for 2016
    • Present projects and recruit volunteers for projects
    • Recruit trainees for our off-wiki volunteer formation program
    • we will adapt he format of the event and the announcement to make sure we get more attending volunteers and organsiations willing to organise projects with WMBE around the wiki projects
  • Preparation of a sequence Mind the (gender) gap edit-a-thons/wiki cafés in collaboration with the ladies from the ART+Feminism project
  • We aim to organise once a month (from september-december) a public event day (inspired by "WikiZaterdag" at WMNL) in the morning (10-12) the board will have a monthly (board-)meeting, together with the project volunteers; in the afternoon (from 13-18 ) we will have an "open" event, for the general public, current editors, newbees, and other interested people. The format of such an event would be a "Wikicafe" (edit-a-thon, walk-in open workshop).
  • Getting in touch with our community and determining their needs:
    • Preparation and planning of multi-lingual Community ON-WIKI survey to be held in the course of 2016 in the FR NL DE EN + smaller wiki projects
    • Preparation and planning of NL/FR/DE OFF-WIKI (mail, email, on-line) or face to face survey to be held in BE and LUX @ regular & evening schools, women's, cultural and educational organisations, professional associations, etc about Wikipedia, participation hurdles and interest for Wikipedia presentations
  • Photographer and editor Wikipedia workshop(s), as part of Wiki Loves Art

Part #2 - the projects

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  • Wikiducation Belgium
    • Launch of Wikiducation Belgium Pilot(s)
      • - VIVES College in Kortrijk together with Benedicht Wydooghe
      • - THOMAS MORE College in Turnhout, Antwerp and Mechelen with different lecturer
    • Introductory presentations to the college lecturere, (other) staff and students
    • Campusvolunteer workshops (formation of volunteers)
    • monthly wiki cafés on site for all involved in the pilots and other interested people
  • Wiki Loves Art 2016 (separate project plan and grant)
    • GLAM recruitment / presentations
    • Establishing Collaboration programs
    • GLAM Education workshop(s)
  • Wikimedia in residence & GLAM projects
    • Requirement and feasibility studie of WiR- projects for 3 potential partners
      • Ghent University Library (de Boekentoren)
      • Antwerp Plantijn-Moretus museum and Prentencabinet (historical prints collection)
      • Antwerp Felixarchive (city archives)
    • Collaboration protocol about WiR with Flemisch ministery of CJSM (culture, GLAMś), and partners Faro and Packed, with the Flemisch comittee for Uncesco, KikIrpa
    • International collaboration program with IRCCOM and Ashar Brussels, Rome, Tunis, Dubai, Kuwait

Part #3 WMBE organisational development & capacity building

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  • Organisation of meetings with our partners and stakeholders
Board meetings and office space; Free space is an illusion (in Brussels)
Currently our we share office space with Dimi (Open Knowledge Foundation and Wikimedia Germany), result we have no office cost, basically it provides a postal address, and the official address of the chapter, however no reception area, workspace or fax/phone facilities are available/included in the deal. Because our office doesn't provide any meeting space, therefore we cannot have our board meetings or public events at the office, and we've had to pay for event and meeting space. The board has decided that more regular face to face meetings for the board and projectvolunteers are necessary, electronic means do not suffice to make things work. So the board has decided to establish an agenda of combined Board meetings and publicfacing events. We will have to pay for spaces to rent.
Dimi has indicated he cannot pay as much attention to WMBE as he would like and has indicated he wants to resign from his board function. His resignation will require us to look for alternatives office space with meeting and event space, or alternatively he will have to keep his board position, but without being fully active. The board needs to investigate and prepare the 2016 budget for expences in this field.
    • board meetings will be linked with public facing events
      • WikiSaturdays (see part #1)
      • one project day ( see part #1)
      • one general assembly to address 2016 budgets and forecasts
  • On-wiki and off-wiki volunteers : recruitment and training
    • On line Volunteer recruitment
    • Volunteer training , mentorship, presentation techniques and workshop facilitation
  • Set up of WM BE website, (continued from 1st semester)
  • Planned Conference Attendance :
    • WM related conferences
    • Regular meetings with WM NL, and meetings with FR and DE.
    • Similar minded conferences (see Agenda)

Agenda

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June 2015 (not covered by H1)
September
    • 3-4 September 2015 SOIMA conference ICCROM, (with pre conference 27 aug-2sep)
    • 15 September 2015 start of the first Wikiducation pilot at nl:VIVES, Kortrijk
    • 22 September 2015 kick off of the second Wikiducation pilot at nl:Thomas More school, Antwerp/Mechelen/Turnhout
    • Preparation of WMBE Project day
    • Wikicafe and board meeting
    • Wikicon 2015 Germany
October
    • Wikicafe and board meeting
    • Wikiducation presentations at Vivies and Thomas More, planning of lecturere and student workshops
    • Wikiducation Wiki Cafe at Vives and Thomas more
    • Vorming plus Intro to Wikipedia workshop GVP
November
    • Wikicafe and board meeting
    • General meeting, Presentation Budget 2016
    • 22 November 2015 Wikisource conference Vienna
    • Wikiducation Wiki Cafe at Vives and Thomas more
    • Erasmusprice celabration in Netherlands
    • Wikimedia NL General assembly
December
    • Wikicafe and board meeting
    • Wikiducation Wiki Cafe at Vives and Thomas more
    • Grant request 2016 S1

Impact

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Target public

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Belgium is a multilingual community best compared to Canada and South Afrika. Like Canada the isn't thing like a "Belgian language" the official languages are Dutch, French, German (de iure) and de facto English, so Belgian wiki contributors work in the Dutch, French, German and English wikiprojects. Like South Afrika, Belgium has a larger number of languages and therefore Wikimedia Belgium impacts other Wiki communities, apart form the Dutch, French, German and English, like those of smaller Belgian dialects.


More specifically, WM BE wants to reach out to

  • the existing Wikiproject volunteers, contributors, illustrators
  • GLAM organisations, GLAM institutions and GLAM-support organisations
  • Education institutions
  • existing open knowledge organisations in Belgium ('Communication efforts')
  • off-wiki volunteers (to strengthen the Micro Grant Program).

However this particular situation has an impact on our expences. Printing is still a matter of 90% of cost for the first copy and 10% for the rest of the edition, i.e. the cost of printing the first 100 brochures is 90% of the cost of printing 1000 copies, however we need to produce each brochure, leaflet or folder in 4 different language, which quadruples the cost of any printed brochure produced. Luckily we don't need to produce printed matter for the dialects, the 4 base languages are enough. We notice that our public relies heavily on printed folders, brochures, and leaflets. When we present ourselves, that printed material is realy in demand even from digital natives.

Fit with strategy

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WMBE Effort Fits with Goal(s) How respond Intended outcome
Part #1 - outreach efforts and community building Increasing participation increase the number of editors
both High impact:
- improve editor diversity,
- onboarding and educating new editors with a plan for follow-up and mentorship (e.g. workshop and edit-a-thon series)
Lower impact potential
- recruiting new contributors limited participation
- without explicit follow-up 		Mind the gender gap edit-a-thons, Vormingplus intro-workshop, wikicafs
Part #2 - the projects Encourage Innovation onboarding and educatin educators (secondary teachers and college lecturers) to use the Education extension facilities,
associated Wikimetrics, with a plan to recruit wikicontributors through the formal education system institutions, follow-up and mentorship (e.g. workshop and edit-a-thon series) 		Wikiducation pilot, presentations, workshops, wikicafes
Increasing participation increase the number of editors
High impact:
- improve editor diversity,
- onboarding and educating new editors with a plan for follow-up and mentorship (e.g. workshop and edit-a-thon series) 		Moderator worshops and certification program for curent moderators to increase friendly environement for newcomers, generate an AGF polite attitude and mentoring newbee- skill otherwise ther is no need to start recruiting new contributors
Increasing quality increase the amount of high-quality content
Photo events ( high quality submissions) with associated edit-a-thons focused on integrating media on wiki projects 		Mind the gender gap
Part #3 - WMBE organisational development & capacity building Expand public awareness and support for the Wikimedia movement. Spread information about Wikimedia’s mission, vision, values and practices. Help people better understand our work, and motivate them to help us do it.
Grow the number of Wikimedia donors, to ensure steady, robust support.
Increase capacity to safeguard the movement's reputation and support the advancement of legal conditions that enable unimpeded access to information online, worldwide. 		GLAM information and eductaion sessions (planned as part of Wiki Loves Art )

Measures of success

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WM BE working on our communication with the media
ICAB Business and Technology Incubator in Brussels, the proposed location for our General Assembly
Outreach efforts to our community (Part #1)
  • Well organised General Assembly (November);
  • Finished website (by October, postponed from earlier request);
  • Continuous communication to our members;
Projects (Part #2)
  • Organisation of a Project Day, attended by 20 people in total
  • 5 projects organised directly by WM Belgium or by partners.
Capacity building of the board (Part #3)
  • organisation of 3 public board meetings;

Resources and risks

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Resources

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The grant request is supported by the Wikimedia Belgium board.

Project Volunteers

Project Volunteers Art+Feminism organisers :

And members

and +/- 40 other on our memberlist

Risks

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Risk Impact on Mitigating measures
A lack of experience in the first years of our organisation Organisation "Capacity building": trainings for the board and our volunteers
Different expectations between the board members and volunteers Organisation Conflict Resolution, including mediation efforts. ""face to face"" board meetings"
Peer review of budget and financial activities Budget, Projects Avoid single person projects, always a reviewer. Following good accounting principles"
Lack of procedures, and resistance against procedureal approach Organisation Apply procedures as imposed by BE-authorities, WMF. Organise trainings.
Troll attack on our activities (eg. On our budget requests) Organisation, WMF contacts
Lack of external funding Budget, WMF contacts Request contributions in kind from our partners. Request support from surrounding chapters. As we get more established in the collaboration with our GLAM partners we can discuss more openly their resource commitments, and funding through their grant/subsidy channels"
Difficulties finding volunteers Organisation, Projects Increase membership, good communication with our members. Organise events and trainings.
Staffing problems : experience, commitment, volunteer burn out; Organisation, Projects WMF Capacity Building programme. Volunteer trainings
Unwelcomming attitude for new users at wikipedia Organisation, Projects
Lack of good meeting venue. No clear view on offices in Belgium Budget, WMF contacts Discuss plans with WMF and other chapters with office in Belgium. Find good meeting venue.

Budget

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Please provide a detailed breakdown of project expenses according to the instructions here. See Budget Guidelines. Grantees are subject to line-item scrutiny of expenses. Changes to the approved budget beyond 10% in any category must be approved in advance.


Items to be included in budget

Board meetings and office space

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Currently our office space is shared with Dimi and funded by Wikimedia Germany and the Open Knowledge Foundation. Therefore we have no office cost, basically it provides a postal address, and the official address of the chapter.

It doens't provide a receptionand/or meeting area, workspace or fax/phone facilities. Board member Dimi works at the office and therefore receives our mail, as our total administration fits into the space of 2 folders they ar kept in his cupbaord . This set-up currently suffices for our current office/workspace needs and for this coming semester.
However because our office doesn't provide any meeting space we cannot have our board meetings at the office. During H1 and S2 we had to pay for meeting space. Moreover this setup has proven to have been outgrown and too dependant on the availability of Dimi in the oficce for access to our materials. By the way "Free space is an illusion" in Brussels where garages are converted to offices.
The board has decided that more regular face to face meetings for the board and projectvolunteers are necessary, electronic means do not suffice to make things work. SO the board has decided to establish an agenda of publicfacing events. We will organise once a month a publicevent day ( cfr WikiZaterdag at WMNL) in the mornign the board will have a monthly (board-)meeting, together with the project volunteers; the afternoon we will have an "open" event, for the general public, current editors, newbees, and other interested in the format of a "Wikicafe", "Wikinic", "Wikiclinic", "Surf-the-Wiki", "Wiki-marathons¨, workshop style ... let your imagination go.
We will have to pay for spaces to rent, but we can also rent spaces that do not offer facilities (such as a beamer and pa) because we can put the beamer from the wiki loves art project to good use, and pay for cheaper refreshements from wholesalers (rather then buying them from the venue (with a markup).
we are looking for alternative (shared) office space, and looking forward to collaboration (spacesharing) with other organsiations

website

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During H1 we made start with establishing purpose, functionality, requirements and content of the website , Budget we are discussing hosting with a local partner and with WMNL we need to discuss website design / budget plan with a designer

SOIMA 2015 (GLAM)

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? to organisers ? expected number of attendees + type of public + nationalities

    • some poster space ;
    • a booth to show a Wikimedia video ;
    • we will supply a leaflet on Wikimedia Belgium / wikipedia in the conference bag ;
    • Dimi to attend the panel on copyright,
    • our German colleagues will get a slot for a keynote
    • we also would like a number of free tickets (including meals) (like 5 ) to attend the 2 day conference (not the pre-conference)
    • perhaps also 1 free ticket to attend the preconference
    • access badges for boot volunteers and to be invited for all the cocktail events.
    • WMNL intersted to participate +/- 500 €
    • Talk urgently to WMDE , WMUK and WMFR to participate too (500€)

Project budget table

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Activity Total budget estimated New funding requested Funding carried over from H1 Comments breakdown
outreach efforts to our community (Part #1)
1.1 "WikiSaturdays : Organisation of monthly public facing events Including Board Meeting, General Asembly and project day + wikicafe € 2100,00 € 1.780,00 € 155,00 + 165.00 € 3x Rent of the venue (400€ per event) and stipend (150€) and refreshments 250 € (combined with project day and GA) (carry over 155 € from H1-3.1 boardemeetings and 165 form project days)
1.2 Organisation project days (2x) € 750,00 € 0,00 € 915,00 Planned in November, In collaboration with Transforma Bxl. Rent of the venue (400€/event) and transport costs (100€), refreshments 250€
1.2 Setup website € 1.070,00 €0.00 € 1.070,00 Includes website design (800€), cloudhosted website (Drupalgardens, 150€), and cost mail server (120€)
1.3 Communication (postal mail, telephone) € 900,00 € 750,00 € 150,00 Postal mail surveys to education community with pre-paid answer envelope, printing surveys
1.4 Organisation General Assembly (2 time) € 1500,00 € 1595,00 -95.00 venues 400€. refreshments 250€ stipend 100€
1.5 Advertising on social media € 150,00 € 150,00 Promotion of our Twitter account (budget of 50€ pm).
1.6 Promotion of three onwiki writing competitions € 450,00 € 450,00 Support three writing competitions on the NL, FR, EN, DE wiki projects by giving prices. We plan 3 visits "behind the scenes" in Belgian museums, estimated at 150€ each.
1.7 Preparation and printing of multilingual brochures leaflets a, posters and gadgets € 3000,00 € 3.000,00 Printing of Folders, leaflets, Brochures, and gadgets (stickers, pins, pens, usb sticks)
Tshirts from WMF ? [T 1] (design)
Subtotal part#1 : € 9920.00 € 7725.00
Projects and Micro Grant program (Part #2)
2.1 Organisation Project Day see 1.1 "WikiSaturdays".

--->

2.2 Preparation of Wikiducation pilots € 3.900,00 € 3.900,00 Printing of translated Education Brochures (different printing then in WLA project grant) 3000,€ + travel expences 12 sessions * 75 € =900,00 €.
2.3 Preparation of a Wikimedian in residence projects € 1000,00 € 1000,00 1000.00€ is planned expenditure for the current semester (total of the 4 projects below) Analysis of the project, planning GLAM education, requirement definition and concept, planned activities, staffing, KPI, Grants and budget preparation
€ 250,00 2.3.1- Boekentoren Gent Analysis of the project, Education of GLAM, requirement definition and concept, planned activities, staffing, KPI, Grants and budget total budget estimate for this plan 1000 € of whihc 250,00 in 2.3 for budget S2
€ 250,00 2.3.2- PLantijn Moretus Antwerp Analysis of the project, Education of GLAM, requirement definition and concept, planned activities, staffing, KPI, Grants and budget total budget estimate for this plan 1000 € of whihc 250,00 in 2.3 for budget S2
€ 250,00 2.3.3- Felixarchief Antwerp Analysis of the project, Education of GLAM, requirement definition and concept, planned activities, staffing, KPI, Grants and budget total budget estimate for this plan 1000 € of whihc 250,00 in 2.3 for budget S2
€ 250,00 2.3.4- Collaboration framework agreement for Wikimedian in residence project with minitery for culture felmish gouvernement; Analysis of the project, Education of GLAM, requirement definition and concept, planned activities, staffing, KPI, Grants and budget total budget estimate for this plan 1000 € of whihc 250,00 in 2.3 for budget S2
2.4 Provisioning projects (6x under 150€, 1x under 1500€) € 2.400,00 € 240,00 € 2.160,00 Excludes projects above 1500€, as these will be discussed directly with the WMF in the PEG system
Subtotals part #2 : € 7300.00 € 5140.00 €
Capacity building of the board (Part #3)
3.1 Organisation regular Board Meetings € 0,00 see 1.1 "WikiSaturdays".
3.2 GLAM : Participation in SOIMA € 2.500,00 € 1.000,00 total participation cost cost, booth see program of SOIMA; Contributions form France 500, Austria 500 and WMNL 500 ( € 1500.00 covered by participating chapters).
3.3 Attendance at meetings of Dutch, French and German WM € 900,00 € 100,00 € 800,00 Transport and accomodation costs
3.4 Wikimedia presence at Open data dag Vlaamse overheid € 400,00 € 560,00 €-160.00 250€ budgetted for promotion (eg. flyers, brochures, banners, installation of booth), 100€ attendance fee, 50€ stipend)
3.5 Creative Commons Belgium organises a conference € 500,00 € 1000,00 -500,00€ 250€ budgetted for promotion (eg. flyers, brochures, banners, installation of booth) + 150€ attendance fee, 100€ stipend).
3.6 General Administrative expences € 500 € 500 € 0 copies, postage, official documents etc..
3.7 Particiaption MUZEUM@DIGIT Conference Budapest € 600 € 600 € 0 Hotel 375,- (75*5) and flight 225 (brussels budapest) might be in part funded by organisers
Subtotal aprt #3 : € 5400.00 €3760.00
Totals : €22720 €16625 € 3875 financed from 3rd sources € 1500.00
  1. ↑ Belgium is multilingual (see target public) and we will need brochures and printed items atleast in 4 languages to serve all parts of our community, in Dutch, French, German and English. The flyers will be used for different projects, events and activities of WMBE.

Summary Report of 1st semester

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These links provide an insight in the first semester budget and its report

Discussion

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see Talk:Preparation Budget/Grant 2015 S2

Community notification

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You are responsible for notifying relevant communities of your proposal, so that they can help you! Depending on your project, notification may be most appropriate on a village pump, talkpage, mailing list. Please paste a link below to where the relevant communities have been notified of this proposal, and to any other relevant community discussions. Need notification tips?

Endorsements

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The grant request is supported by the Wikimedia Belgium board.


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