Commons:Wiki Loves Monuments 2013/Timeline

From Wikimedia Commons, the free media repository
Jump to: navigation, search
  Main page     Countries     Timeline     Progress     Winners     Documentation     Tools     FAQ     Media     Survey     Future     Discuss  


This page contains the organisational timeline for Wiki Loves Monuments 2013, 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 they have been marked with three red starts Starred.svgStarred.svgStarred.svg. You can make a local copy of the timeline, and adapt it at your wishes.

For your convenience we have added from 1 to 3 stars for each task to give an indication about their importance. As remarked above, beside very few exceptions in bold, their scope is purely indicative:

  • StarIconGold.png - optional tasks: from nice to very nice to have
  • StarIconGold.pngStarIconGold.png - normal tasks: needed to run smoothly Wiki Loves Monuments 2013 in your country, these tasks help the international team helping you
  • StarIconGold.pngStarIconGold.pngStarIconGold.png- important tasks: these are structural to the running of the competition
  • Starred.svgStarred.svgStarred.svg - very important task: if you don't do this is very likely to compromise the participation of your country to Wiki Loves Monuments

Timeline for local teams[edit]

Due time Task Importance Status
January 2013
January 31 from this date you are invited to indicate that you're interested in organizing WLM in your country by sending an email to wikilovesmonuments@lists.wikimedia.org StarIconGold.png
February 2013
February 1 contact local Wikipedians (if any) to start a heritage project on your local Wikipedia StarIconGold.pngStarIconGold.png
February 5 analyse what information about the monuments is available in your country (e.g. full address, coordinates, unique identifiers etc.) StarIconGold.pngStarIconGold.pngStarIconGold.png
February 18 add your country to the participating countries list and set up a page with general information about your local contest StarIconGold.pngStarIconGold.png
February 19 register your local wikilovesmonuments.TLD domain. Create a redirect to Wikimedia Commons if you have no content yet StarIconGold.pngStarIconGold.png
February 19 create your local OTRS queue and team StarIconGold.png
February 20 (if needed) create a mailing list for your local Wiki Loves Monuments StarIconGold.png
February 21 start preparing a task management system, divide the work between the people StarIconGold.png
February 22 contact your government or other responsible institution/organisation and ask for the lists of monuments StarIconGold.pngStarIconGold.png
February 25 Add your country to this list on Wikimedia Commons and create a page for it. Also, fill in the progress table for your country StarIconGold.pngStarIconGold.png
February 26 have all main organisers subscribed to the global mailing list StarIconGold.pngStarIconGold.pngStarIconGold.png
February 28 (if needed) create a timeline for your local Wiki Loves Monuments; feel free to use this one as a base! StarIconGold.png
March 2013
March 1 contact other partner organisations or institutions (cultural institutions, governmental offices in charge of heritage, etc.) StarIconGold.pngStarIconGold.png
March 2 start advertising the project in your local Wikimedia community (if exists) StarIconGold.pngStarIconGold.pngStarIconGold.png
March 4 start a discussion on defining communication channels (including outside ones) StarIconGold.png
March 11 have structured list templates finished StarIconGold.pngStarIconGold.png
March 21 have the list of monuments received from the government/other responsible institution StarIconGold.pngStarIconGold.png
March 24 have some structured lists ready StarIconGold.png
March 25 create environment where people can report errors in the lists StarIconGold.pngStarIconGold.png
March 25 create a local helpdesk (including legal questions) StarIconGold.png
March 31 have a landing page ready at your local wikilovesmonuments.TLD page StarIconGold.pngStarIconGold.png
April 2013
April 1 consider asking your local Ministry of Culture or other cultural heritage institution to formally support the contest in your country StarIconGold.png
April 8 decide on "real life" meetings with volunteers, try to identify local problems & possibilities
(including freedom of panorama and other copyright issues)
StarIconGold.pngStarIconGold.png
April 15 start working on your official (external) website StarIconGold.pngStarIconGold.png
April 16 start working on local documentation (how to locate monuments on a map using software available in your country etc.) StarIconGold.pngStarIconGold.png
April 30 start looking for local sponsors to provide awards StarIconGold.png
May 2013
May 1 start thinking about some promotional materials and goodies to give to the participants StarIconGold.png
May 13 set up category structure for your local monuments on Wikimedia Commons StarIconGold.pngStarIconGold.png
May 16 (if possible) start working on a local events programme StarIconGold.png
May 23 join the work on a pre-announcement to be sent to all Village Pumps StarIconGold.png
May 30 have the official website up, running and shining StarIconGold.pngStarIconGold.png
May 30 have an OTRS queue set up with at least two-three people with access StarIconGold.pngStarIconGold.png
May 31 have the pre-announcement posted to your local Village Pump StarIconGold.pngStarIconGold.pngStarIconGold.png
June 2013
June 2 write an announcement asking people to submit nominations for your local jury StarIconGold.pngStarIconGold.png
June 10 start processing already existing pictures on Wikimedia Commons StarIconGold.pngStarIconGold.png
June 30 have the rules of the contest set up and posted to your external website (you can check out and adapt other countries' rules) StarIconGold.pngStarIconGold.png
July 2013
July 29 local sponsors should be ready & informed about the goings-on StarIconGold.pngStarIconGold.png
July 31 (if needed) set up a Flickr group (and other platforms) for an easy upload StarIconGold.png
July 31 have your local jury fully formed and set up judging criteria StarIconGold.pngStarIconGold.png
August 2013
August 1 start preparing Commons infrastructure (UploadWizard) and CentralNotice in your language StarIconGold.pngStarIconGold.png
August 11 (if possible) finalise local events programme StarIconGold.png
August 31 monuments lists should be finished; finish processing already existing photos on Wikimedia Commons StarIconGold.pngStarIconGold.png
August 16 decide if you want to hold an awards ceremony and (if agreed on) start preparations StarIconGold.pngStarIconGold.png
August 19 have local Public Relations people start working on an announcing press release StarIconGold.pngStarIconGold.png
August 24 have all upload environment in your language tested StarIconGold.pngStarIconGold.pngStarIconGold.png
August 25 start sending invites to Flickr users in relevant groups to join the contest StarIconGold.png
August 31 have UploadWizard and CentralNotice translated to your language and ready StarIconGold.pngStarIconGold.png
August 31 have the announcing press release ready and translated into your language; send it to the media! StarIconGold.pngStarIconGold.pngStarIconGold.png
August 31 have all crucial infrastructure and pages on Wikimedia Commons as well as the tools translated into your language StarIconGold.pngStarIconGold.pngStarIconGold.png
September 2013
September 1 start the contest! Starred.svgStarred.svgStarred.svg
September 9 have local Public Relations people start working on a middle-of-the-contest press release StarIconGold.pngStarIconGold.png
September 12 have the middle-of-the-contest press release ready and translated into your language; send it to the media! StarIconGold.pngStarIconGold.pngStarIconGold.png
September 16 have the local awards ceremony confirmed StarIconGold.pngStarIconGold.png
September 25 have local Public Relations people start working on a final press release StarIconGold.pngStarIconGold.png
September 30 finish the contest! Starred.svgStarred.svgStarred.svg
October 2013
October 1 have the final press release ready and translated into your language; send it to the media! StarIconGold.pngStarIconGold.pngStarIconGold.png
October 9 have the participants survey ready and translated into your language StarIconGold.pngStarIconGold.png
October 31 Hard deadline: have the final decision of the local jury; send your nominations to the international level Starred.svgStarred.svgStarred.svg
October 31 have your local winners informed about the results of the contest StarIconGold.pngStarIconGold.pngStarIconGold.png
November 27 have a press release about the results of your local contest ready and sent out to the media StarIconGold.pngStarIconGold.pngStarIconGold.png
November 2013
November 4 send thank-you letters or e-mails to the volunteers, partners and sponsors and invite them to your local awards ceremony StarIconGold.pngStarIconGold.png
November 11 start working on the evaluation of the project StarIconGold.png
November 18 (if applicable) hold your local awards ceremony StarIconGold.pngStarIconGold.pngStarIconGold.png
November 25 make sure all photos are in the lists and are properly categorised StarIconGold.pngStarIconGold.png
November 30 have the evaluation ready & posted to your local Wikipedia; translate at least the most important parts of it into English StarIconGold.pngStarIconGold.png
December 2013
December 1-31 get some rest! well done! :-) Starred.svgStarred.svgStarred.svg

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 2013
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 2012 - January 2013
January 22 start coordinating international partners
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 2013
February 1 start preparing a task management system, divide the work between the people
February 6 start coordinating local workshops in participating countries
February 15 publish a progress report for January-February
February 18 have a clear overview of which countries are willing to participate
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 2013
March 1 start the search for international sponsors
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 2013
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 2013
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 2013
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 2013
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 2013
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 2013
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 2013
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 21 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 2013
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 2013
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