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