Commons:Wiki Loves Monuments 2015 in Sweden/Timeline

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Timeline for local teams

[edit]
Due time Task Importance Done by Status
January 2015
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 N/A
February 2015
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
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 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 2015
March 1 contact other partner organisations or institutions (cultural institutions, governmental offices in charge of heritage, etc.)
March 2 start advertising the project in your local Wikimedia community (if exists)
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
March 25 create environment where people can report errors in the lists
March 25 create a local helpdesk (including legal questions)
March 31 have a landing page ready at your local wikilovesmonuments.TLD page
April 2015
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
April 3 Create WLM 2014 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 2015
May 1 start thinking about some promotional materials and goodies to give to the participants
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 category(ies), Commons templates/campaign and add to WLM-database André N/A
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
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 2015
June 2 write an announcement asking people to submit nominations for your local jury
June 10 have the pre-announcement posted to your local Village Pumps & specific users
June 10 start processing already existing pictures on Wikimedia Commons
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 2015
July 31 (if needed) set up a Flickr group (and other platforms) for an easy upload N/A
August 2015
August 4 start preparing Commons infrastructure (UploadWizard) and CentralNotice in your language André
August 4 (if possible) improve Upload forms to get up-loaders more help to input applicable data André
August 4 update list of ships André
August 11 (if possible) finalise local events programme John
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 Ina
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! Ina
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
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 2015
September 1 start the contest!
September 9 start working on a middle-of-the-contest press release Ina
September 12 have the middle-of-the-contest press release ready and translated into your language; send it to the media! Ina
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 Ina
September 27 have judging criteria and tool ready for the jury
September 30 finish the contest!
October 2015
October 1 have the final press release ready and translated into your language; send it to the media! Ina
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 Ina
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 2015
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 2015
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 Done by
driving the decision-making process February-November John
motivating the organisers and the volunteers February-November John
task and budget management February-November John
keeping the timeline up-to-date February-November John
writing regular blog posts on the official website of your local project April-November Ina
social media management April-November Ina
post regular updates on progress on your external website September Ina
organise local meetups with a focus towards monuments and try to get press atenttion, especially in local media September John+Ina
keep adding all new photos to the lists on your local Wikipedia September