Commons:Wiki Loves Monuments 2012/Timeline

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This page contains the organisational timeline for Wiki Loves Monuments 2012, to be used and consulted by the organising teams of the contest: the local ones (see #LOC), and the international one (#INT).

The timeline is supposed to be mainly an advise, especially when it comes to local organisation: you can choose to do things differently, and if you want to start working on some things earlier or to prepare your own timeline, you are very welcome to do so! The dates are only suggestive, and often not meant to be that specific, unless marked in bold. You can make a local copy of the timeline, and adapt it at your wishes.

Timeline for local teams[edit]

Due time Task  Status 
January 2012
January 31 indicate that you're interested
February 2012
February 1 start a heritage project on your local Wikipedia and analyse if the community wants to join the project
February 5 analyse what information is available in your country (e.g. full address, coordinates, unique identifiers etc.)
February 18 make the final decision on joining the project (or not)
February 18 set up a portal page for Wiki Loves Monuments on your local Wikipedia
February 19 register your local wikilovesmonuments.TLD domain. Create a redirect to Wikimedia Commons if you have no content yet
February 19 create your local OTRS queue and team
February 20 (if needed) create a mailing list for your local Wiki Loves Monuments
February 21 start preparing a task management system, divide the work between the people
February 22 contact your government or other responsible institution/organisation and ask for the lists of monuments
February 22 decide if you'd like to have local workshops organised by the international team and let them know
February 25 create a page on Wikimedia Commons (see the portal page) and fill in the progress table for your country
February 26 have all main organisers subscribed to the global mailing list
February 29 (if needed) create a timeline for your local Wiki Loves Monuments; feel free to use this one as a base!
March 2012
March 1 contact other partner organisations or institutions
March 2 start advertising the project in your local Wikimedia community
March 4 start a discussion on defining communication channels (including outside ones)
March 11 have structured list templates finished
March 21 have the list of monuments received from the government/other responsible institution
March 24 have some structured lists ready
March 25 create environment where people can report errors in the lists
March 25 create a local helpdesk (including legal questions)
March 30 (if applicable) go to the Chapters Meeting and take part in the brainstorming session
March 31 have a landing page ready at your local wikilovesmonuments.TLD page
April 2012
April 1 consider asking your local Ministry of Culture or other cultural heritage institution to formally support the contest in your country
April 8 decide on RL meeting with volunteers, try to identify local problems & possibilities
(including freedom of panorama and other copyright issues)
April 15 start working on the official (external) website
April 16 start working on local documentation (how to locate monuments on a map using software available in your country etc.)
April 30 start looking for local sponsors to provide awards
May 2012
May 1 start thinking about some promotional materials and goodies to give to the participants
May 13 set up category structure for your local monuments on Wikimedia Commons
May 16 (if possible) start working on a local events programme
May 23 join the work on a pre-announcement to be sent to all Village Pumps
May 30 have the official website up, running and shining
May 30 have an OTRS queue set up with at least two-three people with access
May 31 have the pre-announcement posted to your local Village Pump
June 2012
June 1 partners should be ready, participating & informed about the goings-on
June 2 write an announcement asking people to submit nominations for your local jury
June 10 start processing already existing pictures on Wikimedia Commons
June 17 have the promotional materials and goodies designed and at least being produced if you want to distribute them
June 30 have the rules of the contest set up and posted to your external website
July 2012
July 1 have somebody join the international Wiki Loves Monuments translation team
July 2 have somebody join PR team to work on press releases and external outreach
July 12-14 go to Wikimania and take over the world take part in RL discussions about Wiki Loves Monuments
July 29 local sponsors should be ready & informed about the goings-on
July 30 have the international website translated into your language
July 31 (if needed) set up a Flickr group (and other platforms) for an easy upload
July 31 have your local jury fully formed and set up judging criteria
August 2012
August 1 start preparing Commons infrastructure (UploadWizard) and CentralNotice in your language
August 11 (if possible) finalise local events programme
August 12 monuments lists should be finished; finish processing already existing photos on Wikimedia Commons
August 15 have promotional materials and goodies sent out to volunteers around your country
August 16 decide if you want to hold an awards ceremony and (if agreed on) start preparations
August 19 have local PR people start working on an announcing press release
August 24 have all upload environment in your language tested
August 25 start sending invites to Flickr users in relevant groups to join the contest
August 27 have UploadWizard and CentralNotice translated to your language and ready
August 28 have the announcing press release ready and translated into your language; send it to the media!
August 31 have all crucial infrastructure and pages on Wikimedia Commons as well as the tools translated into your language
September 2012
September 1 start the contest!
September 9 have local PR people start working on a middle-of-the-contest press release
September 12 have the middle-of-the-contest press release ready and translated into your language; send it to the media!
September 16 have the local awards ceremony confirmed
September 25 have local PR people start working on a final press release
September 30 finish the contest!
October 2012
October 1 have the final press release ready and translated into your language; send it to the media!
October 9 have the participants survey ready and translated into your language
October 21 October 31 Hard deadline: have the final decision of the local jury; send your nominations to the international level
October 22 October 31 have your local winners informed about the results of the contest
November 27 have a press release about the results of your local contest ready and sent out to the media
November 2012
November 4 send thank-you letters or e-mails to the volunteers, partners and sponsors and invite them to your local awards ceremony
November 11 start working on the evaluation of the project
November 18 (if applicable) hold your local awards ceremony
November 25 make sure all photos are in the lists and are properly categorised
November 30 have the evaluation ready & posted to your local Wikipedia; translate at least the most important parts of it into English
December 2012
December 1-31 get some rest! well done! :-)

Continuous tasks[edit]

There are, of course, some tasks that would need to be performed every now and then during the preparations for the contest and the contest itself. A short list of such tasks follows here; the most important ones have been marked with a yellow background:

Task Due time
driving the decision-making process February-November
motivating the organisers and the volunteers February-November
task and budget management February-November
keeping the timeline up-to-date February-November
writing regular blog posts on the official website of your local project April-November
social media management April-November
# operate transfer bots for secondary uploads (flickr) and do the moderation

# post regular updates on progress both on your external website and on the international mailing list
# organise local meetups with a focus towards monuments and try to get press atenttion, especially in local media
# keep adding all new photos to the lists on your local Wikipedia

September

Timeline for the international team[edit]

Due time Task  Status 
January 2012
January 15 create a timeline for international and local teams on Wikimedia Commons Crystal Clear app clean.png
January 16 start working on a manual for the new countries joining Wiki Loves Monuments
January 16 publish a progress report for December 2011 - January 2012 Crystal Clear app clean.png
January 22 start coordinating international partners Crystal Clear app clean.png
January 30 have a better management system for the mailing list(s) up and running
January 31 contact all possible parties, i.e. every local Wikimedia community or chapter
February 2012
February 1 start preparing a task management system, divide the work between the people
February 6 start coordinating local workshops in participating countries Crystal Clear app clean.png
February 15 publish a progress report for January-February Crystal Clear app logout.png
February 18 have a clear overview of which countries are willing to participate Crystal Clear app clean.png
February 26 start including structured lists in the monuments database on the Toolserver
February 29 have a manual for the new countries written and posted to Wikimedia Commons
March 2012
March 1 start the search for international sponsors Crystal Clear app clean.png
March 2 prepare a base for an internal helpdesk and a Q&A
March 4 start a discussion on defining communication channels (including outside ones)
March 16 publish a progress report for February-March
March 18 keep adding more countries to the central monuments database
March 30 go to the Chapters Meeting, organise a brainstorming session
March 31 have a landing page ready at wikilovesmonuments.org
April 2012
April 3 start the work on tools based on the monuments database
April 15 start working on the official (external) website
April 16 publish a progress report for March-April
April 29 have all countries added to the monuments database
April 30 have the task management system up and running, all the work should be divided between the people
May 2012
May 1 start a discussion on promotional materials and goodies, coordinate the efforts
May 2 announce the need for OTRS queues, suggest Raymond as the ultimate WLM-friendly OTRS administrator
May 16 publish a progress report for April-May
May 23 contact all local teams and create a pre-announcement for local Village Pumps
May 29 start writing documentation for the webtools
May 30 have all communication channels defined and running
May 30 have the official website up, running and shining
May 30 make sure that all countries have an OTRS queue and at least two-three people with access to each of them.
May 31 have the pre-announcement posted to the Village Pumps of all participating projects
June 2012
June 1 write an announcement on the mailing list asking people to submit nominations for the European jury
June 2 manage technical contact with people at the Wikimedia Foundation
June 3 start working on a mobile application for taking and uploading pictures to Wikimedia Commons
June 10 start the work on metrics and statistics
June 16 publish a progress report for May-June
June 17 have the promotional materials ready, translated and available for print in respective countries
June 29 have some nice webtools based on the monuments database running at least in beta phase
June 30 have the international partners ready and informed
July 2012
July 1 create a core team of translators, define communication channels, inform them about the work to come
July 2 create a core team of PR & media people, define communication channels, inform them about the work to come
July 8 have the Wikimania talk/presentation ready
July 12-14 go to Wikimania, take over the world present the project to the audience
July 18 publish a progress report for June-July
July 22 start the discussion about the global awards ceremony
July 29 have the international website translated into all languages
July 30 have the mobile application up and running
July 30 have as many tools as possible up, running and translatable
July 31 have the international sponsors ready and informed
July 31 have the nominations for the European and local juries confirmed
August 2012
August 1 start preparing Commons infrastructure (UploadWizard) and CentralNotice
August 5 start finding out on which conferences the project can be presented in September and afterwards
August 12 have the documentation on running local events (with case studies etc.) ready and posted to Wikimedia Commons
August 15 publish a progress report for July-August
August 16 have the final decision on the global awards ceremony made and (if agreed on) start preparations
August 19 contact all local teams, start working on an announcing press release
August 20 start working on the European Heritage Awards nomination
August 24 have all upload environment tested
August 25 set up a system for starting the contest in due time, divide the work
August 26 have promotional T-shirts delivered to the local teams
August 27 have UploadWizard and CentralNotice translated to all languages and ready
August 28 have the press release ready, translated and sent out to the media
August 31 have all crucial infrastructure and pages on Wikimedia Commons as well as the tools translated
September 2012
September 1 start the contest!
September 9 start working on a middle-of-the-contest press release
September 12 have the middle-of-the-contest press release ready, translated and sent out to the media
September 15 publish a progress report for August-September
September 16 start working on a voting system for local and international juries
September 23 set up a system for closing the contest in due time, divide the work
September 24 have the European Heritage Awards nomination written and sent to Europa Nostra
September 25 contact all local teams, start working on the final press release
September 25 start working on the participants survey
September 30 finish the contest!
October 2012
October 1 have the final press release ready, translated and sent out to the media
October 2 have a voting system for local juries ready and working
October 7 publish a thank-you e-mail, blog post or a video and let the community know about it!
October 9 have the participants survey ready, translated and sent out to the community
October 14 start working on the Guinness World Records application
October 17 publish a progress report for September-October
October 21 Start 'hunting' after jury results
October 21November 1 make the local juries decide on the winning photos and send their nominations to the international level
October 22 initiate the discussion of the international jury, coordinate their efforts
October 24 have all local winners informed about the results of the contests
October 28 start analysing the outcomes of the participants survey
October 31 have the Guinness World Records application filled and sent
November 2012
November 11 have the outcomes of the participants survey ready & posted to Wikimedia Commons for use by the local teams
November 16 publish a progress report for October-November
November 18 make the international jury decide on the winning photos
November 19 inform the international winners :-))
November 21 have the winning press release ready, translated and sent out to the media
November 25 thank the members of the international jury for their work (e-mail, official letter, video etc.)
November 26 start working on the evaluation of the project
December 2012
December 16 publish a progress report for November-December
December 21 have the awards (incl. calendars) received by the winners
December 23 have the evaluation ready and posted to Wikimedia Commons, inform the community
December 1-31 (if possible) present the project at external conferences

Continuous tasks[edit]

There are, of course, some tasks that would need to be performed every now and then during the preparations for the contest and the contest itself. A short list of such tasks follows here; the most important ones have been marked with a yellow background:

Task Due time
database management January-October
driving the decision-making process January-November
coordinating Wikimedia Commons infrastructure, including documentation, categories and templates January-December
writing regular blog posts on the official website of the project or the Wikimedia Foundation blog January-December
keeping the timeline up-to-date January-December
social media management January-December
motivating the organisers and the volunteers January-December
budget management February-December