Commons:Wiki Loves Monuments 2014 in Sweden/Timeline

Timeline for local teams

Due time	Task	Importance	Done by	Status
January 2014
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 wikilovesmonumentslists.wikimedia.org			N/A
February 2014
February 1	contact local Wikipedians (if any) to start a heritage project on your local Wikipedia			N/A
February 5	analyse what information about the monuments is available in your country (e.g. full address, coordinates, unique identifiers etc.)			N/A
February 15	start to identify and contact local partners
February 15	start to identify and contact local volunteers for photo safaris
February 15	start working on your official (external) website
February 18	add your country to the participating countries list and set up a page with general information about your local contest
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			N/A
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			N/A
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
February 26	have all main organisers subscribed to the global mailing list
February 28	(if needed) create a timeline for your local Wiki Loves Monuments; feel free to use this one as a base!
March 2014
March 1	contact other partner organisations or institutions (cultural institutions, governmental offices in charge of heritage, etc.)			N/A
March 2	start advertising the project in your local Wikimedia community (if exists)			N/A
March 4	start a discussion on defining communication channels (including outside ones)
March 15	Finalize the scope (what's included) for the contest
March 21	have the list of monuments received from the government/other responsible institution			N/A
March 25	create environment where people can report errors in the lists
March 25	create a local helpdesk (including legal questions)			N/A
March 31	have a landing page ready at your local wikilovesmonuments.TLD page			N/A
April 2014
April 1	start looking for local sponsors to provide awards
April 1	consider asking your local Ministry of Culture or other cultural heritage institution to formally support the contest in your country
April 3	start to improve instructions on wikilovesmonuments.TLD		Stefan
April 3	Create WLM 2013 statistic		André
April 8	decide on "real life" meetings with volunteers, try to identify local problems & possibilities (including freedom of panorama and other copyright issues)
April 13	have the rules of the contest set up and posted to your external website (you can check out and adapt other countries' rules)
April 30	have the official website up, running and shining
May 2014
May 1	start thinking about some promotional materials and goodies to give to the participants			N/A
May 1	start organizing a local jury
May 6	Create and run script to update BBR & FMIS lists
May 15	Check WLM on Labs		André
May 15	Arbetslivsmuseerna: create link to www.arbetslivsmuseer.se, Commons categorie/s, Commons templates/campaign and add to WLM-database		André
May 15	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			N/A
May 30	have an OTRS queue set up with at least two-three people with access
May 30	local sponsors should be ready & informed about the goings-on
May 31	decide prices for the contest
June 2014
June 2	write an announcement asking people to submit nominations for your local jury			N/A
June 10	have the pre-announcement posted to your local Village Pumps & specific users
June 10	start processing already existing pictures on Wikimedia Commons			N/A
June 12	have the pre-announcement posted in local bloggs on wikilovesmonuments.TLD and wikimedia.se
June 16	have your local jury fully formed
June 19	have structured list templates finished		André
June 19	have most of structured lists ready
July 2014
July 31	(if needed) set up a Flickr group (and other platforms) for an easy upload			N/A
August 2014
August 4	start preparing Commons infrastructure (UploadWizard) and CentralNotice in your language
August 4	(if possible) improve Upload forms to get up-loaders more help to input applicable data		André
August 4	update list of ships
August 11	(if possible) finalise local events programme
August 14	decide on "real life" meetings with volunteers
August 14	(if applicable) Update local documentation
August 16	decide if you want to hold an awards ceremony and (if agreed on) start preparations
August 19	start working on an announcing press release
August 19	have a announcement posted to local Village Pumps & specific users
August 21	have a announcement posted in local bloggs on wikilovesmonuments.TLD and wikimedia.se
August 21	have the announcing press release ready and translated into your language; send it to the media!
August 24	have all upload environment in your language tested
August 24	monuments lists should be finished; WLM-database updated; finish processing already existing photos on Wikimedia Commons		André, Stefan
August 25	start sending invites to Flickr users in relevant groups to join the contest			N/A
August 31	have UploadWizard and CentralNotice translated to your language and ready
August 31	have all crucial infrastructure and pages on Wikimedia Commons as well as the tools translated into your language
September 2014
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 and translated into your language; send it to the media!
September 16	(if applicable) have the local awards ceremony confirmed
September 16	have a middle-of-the-contest announcement ready and posted on local Village Pumps and in blogg on wikilovesmonuments.TLD!
September 25	start working on a final press release
September 27	have judging criteria and tool ready for the jury
September 30	finish the contest!
October 2014
October 1	have the final press release ready and translated into your language; send it to the media!
October 2	have a after-the-contest announcement ready and posted on local Village Pumps and in blogg on wikilovesmonuments.TLD!
October 9	have the participants survey ready and translated into your language
October 25	Collect prices from sponsors
October 30	have your local winners informed about the results of the contest
October 30	have a press release about the results of your local contest ready and sent out to the media
October 30	have an announcement about the results of your local contest ready and posted on local Village Pumps and in bloggs on wikilovesmonuments.TLD & wikimedia.se
October 31	Hard deadline: have the final decision of the local jury; send your nominations to the international level
November 2014
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 2014
December 1-31	get some rest! well done! :-)

Continuous tasks

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	Done by
Central promotion	February-June
driving the decision-making process	February-November
motivating the organisers and the volunteers	February-November
task and budget management	February-November	John
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
# post regular updates on progress on your external website # 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