Project grants/The GLAM-Wiki Revolution

Basic information

Project details

Full project name

The GLAM-Wiki Revolution

Project start date (include month, day, and year)

30 June 2014

Project completion date (include month, day, and year)

6 August 2014 (planning to be finished before but late date given to allow contingency)

Please describe the project in 1–2 sentences

In July, we will produce a short documentary film (The GLAM-Wiki Revolution) about GLAM outreach efforts in the United Kingdom, with interviews from those involved in GLAM projects at institutions around the country.

Amount requested

£810-£860

Project lead details

Are you an individual or an organisation?

Individuals

Are you currently members of Wikimedia UK?

Yes and yes

Project lead names

User:Rock drum, Joe Sutherland

Project lead usernames or email

Rock drum (email), Foxj (email)

Project lead titles (position), if any

Director/Producer, Director

Goals and measures of success

Project goal

Please briefly describe what will be accomplished if the project is successful.

Project goal

The primary goal for this project is to create a 15-20 minute short documentary piece about GLAM in the UK, looking at its history - and its future. The aim of this is to be both a celebration of the work of those volunteers and Wikipedians in Residence who have contributed to the project, and also as an outreach resource to assist in encouraging future GLAM partnerships. We are aiming to screen the film at Wikimania 2014 in London, and it will be available for WMUK to use for outreach and promotional purposes as needed, licensed CC-BY-SA.

Secondly, we will also create a short video (~3 minutes) designed for use in outreach, for example in presentations to institutions. It will give a summary of what GLAM is about and how institutions have worked with Wikimedia. We will also create short videos and blog posts for each of the Wikipedians in Residence we interview. These will serve as case studies for these projects.

Graded b-roll shot on the project will also be uploaded to Wikimedia Commons, under CC-BY-SA.

Measures of success

Please provide a list of measurable criteria that will be used to determine how successful the project is. You will need to report on the success of the project according to these measures after the project is completed.

Measures of success

We will consider this project a success if it results in a 15-20 minute film that can be displayed at Wikimania 2014 in London, and can be used by the chapter for their promotional efforts; we will also craft shorter videos that can be used in partnership with the institutions profiled to further increase awareness of GLAM's aims and objectives throughout the cultural sector.

Budget and resources

Project budget breakdown

We aim for the whole project to be very low cost for the return it provides to the chapter. Although the majority of filming is taking place in London we also intend to travel to York and Edinburgh to interview Wikipedians in Residence there. We are primarily seeking funds to allow us to travel to the various filming locations and to stay there for enough time to shoot the interviews and other required footage. To factor in changes in prices we have rounded up where appropriate to give a margin of error, thus there will likely be some underspend.

• Travel: Train/bus costs between home and London, and London and other locations. Estimated at £271.40 overall if by train.
• Accommodation (in non-London locations): £140
• Sustenance: Two options either: £400 (to cover food, drink, additional expenses during the entirety of the project) or £450 in per diems for three people (2 volunteers, 1 staff)
• Total: £810-£860

Non-financial assistance requested

With this project, we are hoping to make extensive use of the WMUK volunteer equipment. It would be also helpful if 2 HDDs and - if possible - FTP server space could be provided for the duration of the project so that all of the material shot can be stored safely.

Staff time

WMUK staff will also be assisting us on this project, to varying degrees. Katie Chan has provisionally agreed to join us, helping with production and acting as our chapter liaison.

Impact and benefits

How will this project support Wikimedia UK's charitable objects and its vision, values and mission?

The purpose of this project is to create a short film documenting the Galleries, Libraries, Museums and Archives (GLAM) efforts in the United Kingdom, to be used for promotional efforts by both GLAM and Wikimedia UK. In addition to its use as an outreach tool, this film also serves as a celebration of the work of the volunteers who have worked hard over the past four years to open up the cultural heritage held by the UK's cultural institutions. This aligns with strategic goals G2a, G3.2 and G5.

Discussion

Thank you for the application. I will notify the Grants Committee and other possible interested parties about this application. -- Katie Chan (WMUK) (talk) 14:43, 26 March 2014 (UTC)

Jonathan Cardy's view

Very happy to support this and will make time to help the bidders achieve their project. I have had the pleasure of seeing Rock drum's work on several occasions and have every confidence that this project would also be a success. I'm sure many of the trainers would welcome having a clip from this, and if I may suggest it would be great to have this on Youtube as well. Jonathan Cardy (WMUK) (talk) 15:23, 26 March 2014 (UTC)

Comments from Daria

Fab idea. I'd like to see more info though about what's the plan for the video once it's produced. Are we envisaging any goals for distribution, usage? If you look at it in this way, the video becomes also a tool for raising awareness of GLAM work of Wikimedia UK, which perhaps would fit more into G3.2 There is increased awareness of the benefits of Open Knowledge. Daria Cybulska (WMUK) (talk) 12:14, 27 March 2014 (UTC)

Hi Daria. Personally I think our options are open for using the finished video. Besides the obvious - display at Wikimania, distribution on Commons, etc - it could be used to attract potential new partner institutions, open their minds about the concept of Wikipedians-in-Residence and so on. As a promotional tool for WMUK this could be pretty powerful especially among those organisations that perhaps haven't heard of the GLAM-Wiki movement yet. Jrbsu (talk) 21:54, 27 March 2014 (UTC)

Hi Daria. Thanks for your comments. I've added a link to G3.2 to the grant page. Thanks, Rock drum (talk) 22:12, 27 March 2014 (UTC)

Theresa Knott's opinion

Looks like a great idea. I don't quite understand the "sustenance" part. either £400 in total or £450 per day? is that a typo, or is that me being stupid (completely possible). Theresa knott (talk)

Total for the whole project. Either as an estimated £400 for receipted itemised expenses, or as general per diems as per our expense procedures. -- Katie Chan (WMUK) (talk) 16:09, 27 March 2014 (UTC)

Thanks, that makes much more sense. Theresa knott (talk) 08:41, 28 March 2014 (UTC)

Comments from CT Cooper

Wikimania 2014 will probably be the once in a decade opportunity to show Wikimedia UK to the global community with what one might consider to be a captive audience and projects like are a great way to get more out of the conference for the chapter. This is clearly in line with chapter goals and so I don't see any overarching reason to turn this down. That said, while I don't get the impression being claimed are unreasonable, I would like to see a further breakdown on where the money is going if possible, particularly with travel, just in case there are any savings to be found. On sustenance, I would naturally prefer to go with the cheaper option, as long as it's realistic, though again a break down would be appreciated so we can see clearly where the £400 would go. CT Cooper · talk 16:48, 30 March 2014 (UTC)

Hi! The travel costs are harder to estimate (especially for me, a guy who rarely travels in England at all) but we came up with a reasonable breakdown of costs. I'll need to confirm them with Rock drum later today (this week has not been a good one for me in terms of time free for this). Foxj (talk) 11:15, 4 April 2014 (BST)

Hi Christopher, sorry it's taken me so long to get back to you on this. Here's a breakdown of the travel budget line:

• Travel to/from London for two: £72
• Train from London to York for three: £41
• Train from York to Edinburgh for three: £81
• Train from Edinburgh to London for three: £77
• Total: £271

With regards to the "sustenance" portion, we felt it would be more efficient to spend the money from one pot rather than distribute it as per diems. This money will largely be spent on food and drink during shoot days (the first ~2 weeks of July) for Joe, Katie and myself and additional living expenses for Joe and myself during the remainder of the project. I hope this helps. Rock drum (talk) 19:36, 4 April 2014 (BST)

w.r.t the accommodation costs - did you have places in mind? £140 seems a little bit on the low side for two rooms for two nights in popular cities in July. Theresa knott (talk) 23:01, 4 April 2014 (BST)

Hi Theresa. We do have places in mind (which is how we generated the figures). The £140 is for two rooms, for on night in York. We have been offered free accommodation in Edinburgh, and so in the interests of keeping costs low will be using that, rather than staying in a hotel. Thanks, Rock drum (talk) 14:11, 5 April 2014 (BST)

Excellent! Well it looks like your estimated costs seem completely reasonable to me. I am happy to support this project. Theresa knott (talk) 17:08, 7 April 2014 (BST)

The travel costs seem very reasonable to me, as does the accommodation. I agree that the sustenance portion is best dealt with via a single pot, and I don't think keeping hold of receipts and having them processed will be a major inconvenience. However, since it appears that the Grants Committee don't agree on this and it's a minor issue in the big picture, I will agree to leave this to the Chief Executive's judgement. Overall, I think this is a good proposal which has received sufficient scrutiny and I'm happy to give it my support. CT Cooper · talk 19:16, 8 April 2014 (BST)

Comments from Sjgknight

Re: travel there may be group bookings you can get, but the costs given seem v reasonable. Re: sustenance expenses, I'd leave it to the CE's judgement whether receipts or per diems are better, my instinct is given reasonable cost estimates and reasonable per diem rates the cost of processing receipted claims adds an unnecessary burden.

Generally this looks like a good project and one we should support, I don't know if others in the community would be interested in being involved, or/and gathering materials from the various locations might provide a focus point to also bring together stories and media from community members which could be used in the run up to Wikimania (and are just a nice thing to have and share!), but that might be worth thinking about. Given the license, and length of the longer video, I wonder if it would be cool if we could make sure the disaggregate parts were available for others to use bits (maybe individual GLAM orgs would want their "bit" for their own purposes). At some point the 'staff time' element should probably be included as an allocation, but that's for the CE to deal with. Sjgknight (talk) 09:37, 5 April 2014 (BST)

Hi Simon. Thanks for your comments. With regard to using the footage for other things, one of the goals we've specified for the project is to create short videos about how the institutions we visit are working with Wikimedia, and we will of course be putting any useful b-roll footage onto Commons under CC-BY-SA. Thanks, Rock drum (talk) 14:11, 5 April 2014 (BST)

Comments from MichaelMaggs

This looks to be an excellent project. I definitely support, particularly given the opportunity to show this at Wikimania. --MichaelMaggs (talk) 18:51, 5 April 2014 (BST)

Approval

Rock drum & Foxj, I am please to inform you that this grant application has been approved by the Chief Executive. The sustenance will be offered on a per diems basis to reduce the cost of processing receipted claims here at the office. -- Katie Chan (WMUK) (talk) 11:21, 9 April 2014 (BST)

Thanks, Katie - and everyone else. We're looking forward to getting started on this project. --Rock drum (talk) 18:39, 11 April 2014 (BST)

We've just posted the grant report. Thanks, Rock drum (talk) 15:27, 5 November 2014 (GMT)