Timeline

Launch Event Time Line (Cape Town)

Due time	Task	Status
August 2012
August 06-10	Secure booking for Venue (SA Mission MUSEUM - Formerly known as Old Slave Church)	Done
August 12	Complete press kits (Brochures that must be written)	Doing...
August 15	Send out invitations to City of Capetown dignitaries and press.	Doing...
August 20	Complete design of Banners and event badges and send out for printing.	Doing...
August 25	Finalize accommodations; flights and car rental bookings.	Doing...
August 27	Finalize launch program. Decide who will speak and for how long.	Doing...
August 29	Finalize order for finger snacks and drinks.	Doing...
August 30	Fetch all banners and event badges. Start preparing/loading press kits.	Doing...
September
September 1	Launch day	Doing...

International Time line

Due time	Task	Status
January 2012
January 31	indicate that you're interested
February 2012
February 1	start a heritage project on your local Wikipedia and analyse if the community wants to join the project
February 5	analyse what information is available in your country (e.g. full address, coordinates, unique identifiers etc.)
February 18	make the final decision on joining the project (or not)
February 18	set up a portal page for Wiki Loves Monuments on your local Wikipedia
February 19	register your local wikilovesmonuments.co.za 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 22	decide if you'd like to have local workshops organised by the international team and let them know
February 25	create a page on Wikimedia Commons (see the portal page) and fill in the progress table for your country
February 26	have all main organisers subscribed to the global mailing list
February 29	(if needed) create a timeline for your local Wiki Loves Monuments; feel free to use this one as a base!
March 2012
March 1	contact other partner organisations or institutions
March 2	start advertising the project in your local Wikimedia community
March 4	start a discussion on defining communication channels (including outside ones)
March 11	have structured list templates finished
March 21	have the list of monuments received from the government/other responsible institution
March 24	have some structured lists ready
March 25	create environment where people can report errors in the lists	Doing...
March 25	create a local helpdesk (including legal questions)
March 30	(if applicable) go to the Chapters Meeting and take part in the brainstorming session
March 31	have a landing page ready at your local wikilovesmonuments.co.za page
April 2012
April 1	consider asking your local Ministry of Culture or other cultural heritage institution to formally support the contest in your country
April 8	decide on RL meeting with volunteers, try to identify local problems & possibilities (including freedom of panorama and other copyright issues)
April 15	start working on the official (external) website
April 16	start working on local documentation (how to locate monuments on a map using software available in your country etc.)
April 30	start looking for local sponsors to provide awards
May 2012
May 1	start thinking about some promotional materials and goodies to give to the participants
May 13	set up category structure for your local monuments on Wikimedia Commons
May 16	(if possible) start working on a local events programme	Doing...
May 30	have the official website up, running and shining
May 30	have an OTRS queue set up with at least two-three people with access
June 2012
June 1	partners should be ready, participating & informed about the goings-on
June 2	write an announcement asking people to submit nominations for your local jury
June 10	start processing already existing pictures on Wikimedia Commons	Doing...
June 17	have the promotional materials and goodies designed and at least being produced if you want to distribute them	Doing...
June 30	have the rules of the contest set up and posted to your external website
July 2012
July 1	have somebody join the international Wiki Loves Monuments translation team	Not done
July 2	have somebody join PR team to work on press releases and external outreach
July 12-14	go to Wikimania and take over the world take part in RL discussions about Wiki Loves Monuments
July 29	local sponsors should be ready & informed about the goings-on
July 30	have the international website translated into your language	Not done
July 31	(if needed) set up a Flickr group (and other platforms) for an easy upload	Not done
July 31	have your local jury fully formed and set up judging criteria	Doing...
August 2012
August 1	start preparing Commons infrastructure (UploadWizard) and CentralNotice in your language
August 11	(if possible) finalise local events programme	Doing...
August 12	monuments lists should be finished; finish processing already existing photos on Wikimedia Commons	Doing...
August 15	have promotional materials and goodies sent out to volunteers around your country	Not done
August 16	decide if you want to hold an awards ceremony and (if agreed on) start preparations
August 19	have local PR people start working on an announcing press release	Doing...
August 24	have all upload environment in your language tested	Doing...
August 25	start sending invites to Flickr users in relevant groups to join the contest
August 27	have UploadWizard and CentralNotice translated to your language and ready
August 28	have the announcing press release ready and translated into your language; send it to the media!
August 31	have all crucial infrastructure and pages on Wikimedia Commons as well as the tools translated into your language
September 2012
September 1	start the contest!
September 9	have local PR people 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	have the local awards ceremony confirmed
September 25	have local PR people start working on a final npress release
September 30	finish the contest!
October 2012
October 1	have the final press release ready and translated into your language; send it to the media!
October 9	have the participants survey ready and translated into your language
October 21	have the final decision of the local jury; send your nominations to the international level
October 22	have your local winners informed about the results of the contest
October 24	have a press release about the results of your local contest ready and sent out to the media
November 2012
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 2012
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
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