WikiProject remote event participation/Documentation/Wikimedia Summit 2022

Title of the event: Wikimedia Summit 2022
Date: 09-11 September 2022
Organizers: Wikimedia Deutschland

Format of the event

Main format: hybrid

Duration

3 days

Main goal

The Wikimedia Summit is the place for Affiliates and the Wikimedia Foundation to come together to discuss and shape the future of the Wikimedia Movement.

Main target audience

Wikimedia affiliates

Total number of participants

About 200 in-real-life participants in Berlin, and up to 200 online participants.

TBD (Participants' list)

First plenary session - online 114 participants

Number of organizers: Wikimedia_Summit_2022/Participants%27_list#Staff

Language(s) spoken during the event

English

Tools used

vistream.online, with embedded Jitsi rooms for small online chats and BigBlueButton for hybrid breakouts.

The production company, Kreuz, runs their own BBB servers to provide the video conferencing capability, and says their performance is scalable, with the notable exception of Russia and China, where it is harder.

See a Flickr photo gallery of the tech setup and schematic.

Methods used

Communication

Lessons learned

Success

The chat function for online participants was steady throughout.--Windblown29 (talk) 13:32, 9 September 2022 (UTC)[reply]

It was generally observed that the hybrid format was effective and done well, from the response of the audience in the IRL conference on the last day in Berlin, and from online comments. - Fuzheado (talk) 08:21, 12 September 2022 (UTC)[reply]

Challenges

Possible improvements

Recommendations

It would be valuable to have someone who welcomes online participants for 5 minutes before the event and until the event starts. It can create a nice atmosphere and the feeling there is a fully organised event also online (which is actually the reality :) --iopensa (talk) 08:26, 9 September 2022 (UTC)[reply]
Nice to have breaking rooms but it needs to be accompany more (both starting and ending). iopensa (talk) 08:34, 9 September 2022 (UTC)[reply]
- Attendees suggest 30 seconds or 1 minute warning before transitioning into a breakout room or back to the main room (YW).
Form filling activity might have benefited from completing it beforehand the event (EH)
I personally found difficult to participate online for 3 days for 6 hours a day. I think online is difficult to participate up to this extend. Maybe it can be useful to create self-standing sessions (sessions in which you can contribute and they are not strictly connected to other sessions) and it can be useful to descrive the precise theme and output in the program --iopensa (talk) 05:53, 12 September 2022 (UTC)[reply]

Other comments

Documentation

Link to videos, slides, etc.
Notes of the event
Link to the structure/schedule

Questions & discussions

If you want to talk to the the organizers, ask further questions, feel free to use the talk page.