hi @Andrerodriguex @Aklapper I want to take this microtask.

Hi @Aklapper and @Andrerodriguex,

I would like to suggest two open-source tools for the QW2025 event:

1. Jitsi Meet

Overview: Jitsi Meet is a powerful open-source video conferencing solution that allows users to easily create and join video calls. It is particularly well-suited for hybrid events due to its accessibility and flexible integration options.

Key Features:

1. Video Conferencing: High-quality video and audio capabilities with no limit on the number of participants.
2. Screen Sharing: Participants can share their screens, making it easy to present materials and collaborate in real-time.
3. Integration: Can be integrated with other platforms (like Google Calendar) for seamless scheduling and joining.
4. No Account Required: Users can join meetings without creating an account, promoting accessibility and ease of use.
5. End-to-End Encryption: Provides enhanced security for private discussions.

Strengths:

1. User-Friendly: Intuitive interface that is easy to navigate, making it accessible for all participants, including those with limited technical skills.
2. Self-Hosted Option: Organizations can host their own Jitsi servers, providing greater control over data and privacy.
3. Customizable: The tool can be tailored to fit specific needs, such as branding and features.

Limitations:

1. Internet Dependency: Requires a stable internet connection for optimal performance.
2. Limited Features in Free Version: While the basic features are robust, advanced functionalities may be limited compared to paid solutions.

Links:
I did the task to Research and write about privacy/security and accessibility in FLOSS tools
https://meta.wikimedia.org/wiki/WikiProject_remote_event_participation/Privacy,_security_and_accessibility

Jitsi Meet Official Website
https://meet.jit.si/

otter.ai
for documentation and notes taking purpose we can use otter.ai
https://otter.ai/

So we can use jitsi to achieve these tasks

1. Video Conferencing
2. Live Streaming
3. Registration and Scheduling
4. Documentation

For Project Management we should go with Phabricator

2. Phabricator
Overview: Phabricator is a suite of open-source tools for peer code review, task management, and project collaboration.
Key Features:

1. Task management and project tracking.
2. Code review and repository hosting.
3. Built-in documentation (Wikis).
4. Custom workflows and application integration.
5. Integration with Jitsi: Jitsi can be used for real-time discussions around tasks or code reviews.

Website: https://phabricator.wikimedia.org/

@Aklapper @Andrerodriguex I would be suggessting the above two tools

hello! I am working on this task, the open source tools I have choosen are : Nextcloud Talk and BigBlueButton

Hello @Aklapper @Andrerodriguex and everyone, just to clarify, in regards to the two selected tools, are we supposed to highlight how they can be used together to achieve the tasks and goals for the event or how they can be used individually ?

In T376238#10198209, @leenaaize wrote:

Hello @Aklapper @Andrerodriguex and everyone, just to clarify, in regards to the two selected tools, are we supposed to highlight how they can be used together to achieve the tasks and goals for the event or how they can be used individually ?

Hi @leenaaize, you can write about how they're generally implemented and explain how they could be useful to the conference development.

Hi @Aklapper and @Andrerodriguex

I want o suggest this open-source tools for the QW2025 event:

1. MiroTalk

Mirotalk official website

MiroTalk is an open-source, self-hosted real-time video conferencing tool that leverages WebRTC technology. It is designed to facilitate seamless communication through high-quality audio and video without the need for additional downloads or plugins. Given its versatile features, MiroTalk is well-suited for hybrid conferences like QW2025, which will require robust tools for video conferencing, live streaming, registration, scheduling, documentation, and project management.

Key Features of MiroTalk

1.Browser-Based Accessibility: MiroTalk operates entirely in web browsers, eliminating the need for users to download software or create accounts. This ease of access is crucial for large events where participants may have varying levels of technical expertise

2.Unlimited Conference Rooms: The platform allows for an unlimited number of conference rooms with no time restrictions, making it ideal for concurrent sessions during a hybrid conference

3.High-Quality Video and Audio: MiroTalk supports resolutions up to 4K and provides features such as echo cancellation and noise suppression, ensuring a clear communication experience

4.Collaboration Tools: Features include screen sharing, file sharing (with drag-and-drop), collaborative whiteboards, and chat functionalities with emoji support. These tools enhance interaction among participants, whether they are in-person or remote

5.Security and Privacy: MiroTalk prioritizes user privacy with end-to-end encryption and does not collect personal data, making it suitable for sensitive discussions.

6.Integration Capabilities: The tool supports REST API for integration with other applications and services, enhancing its utility in a comprehensive event management ecosystem.

7.Live Streaming and Recording: MiroTalk enables live streaming of events and recording of sessions for later access, which is essential for hybrid conferences where not all participants may be able to attend live.

Strengths of MiroTalk

1.Cost-Effective: Being open-source means that MiroTalk can be deployed without licensing fees, making it a budget-friendly option for organizations hosting large events.

2.Scalability: The platform can accommodate both small meetings and large conferences with many participants, adapting to the needs of the event.

3.Customization: Organizations can self-host MiroTalk on their servers or use cloud services, allowing for tailored configurations based on specific requirements.

Limitations of MiroTalk

1.Technical Expertise Required: Self-hosting may require technical knowledge to set up and maintain the system effectively.

2.Dependency on Internet Quality: As a web-based tool, the quality of service can be affected by participants' internet connectivity.

3.Limited Support Options: While community support is available, organizations may need to invest in dedicated support if they require immediate assistance during critical events.

Summary
MiroTalk emerges as a strong candidate for facilitating the QW2025 event due to its comprehensive suite of features tailored for hybrid conferences. Its browser-based accessibility ensures that all participants can easily join without technical barriers. The platform’s emphasis on security and privacy aligns well with the increasing demand for data protection in online communications.
Furthermore, the combination of unlimited conference rooms, high-quality audio/video capabilities, and robust collaboration tools positions MiroTalk as an effective solution for managing diverse tasks during QW2025—from video conferencing to project management. By leveraging its open-source nature and scalability, organizers can customize their experience while maintaining cost-effectiveness.
In conclusion, adopting MiroTalk at QW2025 could significantly enhance participant engagement and streamline event management processes, making it a valuable asset in the realm of hybrid conferencing solutions.

2. PlugNmeet

PlugNmeet Official website

PlugNmeet is an open-source video conferencing tool designed for seamless integration and customization, making it a strong candidate for use in the upcoming QW2025 hybrid conference. This platform offers a range of features that support various tasks such as video conferencing, live streaming, registration, scheduling, documentation, and project management.

Key Features of PlugNmeet

1. Easy Integration and Customization
PlugNmeet can be easily integrated into existing systems such as WordPress, Moodle, and Joomla, allowing event organizers to customize URLs, logos, and branding colors to match the event's theme.

2. High-Quality Video and Audio
The platform supports high-definition audio and video calls, screen sharing, and virtual backgrounds. This ensures that both in-person and remote participants can engage effectively during sessions.

3. RTMP Broadcasting
PlugNmeet allows users to broadcast meetings to platforms like YouTube and Facebook through RTMP (Real-Time Messaging Protocol). This feature is particularly useful for reaching a larger audience during live events.

4. Collaboration Tools
The inclusion of shared notepads and whiteboards facilitates real-time collaboration among participants, enhancing engagement during discussions or workshops.

5. Secure Communication
As a WebRTC-based platform, PlugNmeet ensures encrypted communication, safeguarding user privacy during meetings.

6. Device Compatibility
The tool is compatible with various devices and browsers, including Google Chrome and Firefox for desktops, and Safari for iOS devices. This flexibility enhances accessibility for all attendees.

7. Performance Features
With simulcast and Dynacast capabilities, PlugNmeet maintains functionality even with varying internet speeds, ensuring a smooth experience for all participants.

Strengths of PlugNmeet

Open Source: Being open-source allows for continuous improvement and community support.

Cost-Effective: As a self-hosted solution, it reduces costs associated with proprietary software.

Customizable: High levels of customization cater to specific event needs.

Privacy Control: Users have more control over their data compared to cloud-based solutions.

Limitations of PlugNmeet

Technical Expertise Required: Initial setup may require technical knowledge for integration.

Limited Built-in Event Management Features: Unlike dedicated event platforms, it may lack comprehensive features for registration and scheduling without additional plugins or integrations.

Summary of Benefits for QW2025
PlugNmeet stands out as an excellent tool for the QW2025 hybrid conference due to its robust features that cater to both in-person and virtual attendees. Its ability to integrate seamlessly into existing systems allows for a customized experience that aligns with the event's branding. The high-quality audio/video capabilities ensure that all participants can engage effectively regardless of their location.
Moreover, the collaboration tools enhance interaction among attendees, which is crucial in a hybrid setting where engagement can often be challenging. The secure communication protocols provide peace of mind regarding participant privacy.
In conclusion, PlugNmeet's strengths in customization, cost-effectiveness, and security make it a valuable asset for managing the complexities of a hybrid conference like QW2025. Its limitations can be mitigated through careful planning and integration with other tools for comprehensive event management.

Hello @Andrerodriguex and @Aklapper

For registration and scheduling, I recommend Odoo community. QW 2025 conference organizers can use it to:

• Create customizable registration forms which collect attendee details such as names, email addresses, session preferences, and ticket types.
• Set up registration for different attendee categories (e.g., in-person vs. virtual) and manage capacity limits for each category. Once attendees register, Odoo can automatically send confirmation emails with details such as payment confirmation, event links (for virtual attendees), and personalized schedules.
• Charge payment for tickets (if the conference is paid not free).
• Create a detailed conference schedule with time slots for each session, panel, or activity. Attendees can select specific sessions they wish to attend during registration, and Odoo can help generate personalized schedules for each participant based on their preferences.
• Update schedules in real-time so attendees receive notifications if there are any changes to the event agenda.
• For virtual participants, Odoo can integrate with other tools like Jitsi meet so they can click on the schedule link for a session in Jitsi.

Additional Features of Odoo for Conference Management:

• Customizable tickets: Odoo lets you offer different ticket types, such as early-bird tickets, free tickets for virtual attendees, or VIP passes for in-person events.
• Create a dedicated website for an event: Provide attendees access to activities, schedules, and the option to propose talks.
• Event booths: Create booths, sell booth space and manage reservation of the space.
• Registration Desk: Grant access to registered event attendees as they arrive, and store attendee-related data in the reporting metrics

Strengths

• Integrated system for registration, scheduling, and communication.
• Easy to set up and manage for both small and large-scale conferences.

Limitations

• The Odoo Community version lacks mobile compatibility.

More information can be found here

To document important points from sessions for future reference and to allow attendees to contribute their insights, I recommend Etherpad. It is a highly customizable open source online editor providing collaborative editing in real time.

QW organizers and attendees can use it to:

• Take notes during sessions, workshops, or presentations at the conference.
• Allow attendees to contribute their notes or ideas during discussions or brainstorming sessions.
• Color-Code Edits: Each user’s edits are color-coded, making it easy to track contributions and ensure all voices are heard.
• Create and share detailed agendas for all sessions. These documents can be updated in real-time, ensuring attendees have the most up-to-date information.
• Capture minutes from meetings or breakout sessions.
• After a session ends, Etherpad can serve as a repository where discussions, key takeaways, and action points from each session are documented. This documentation can then be accessed and edited by participants as needed.
• Even after QW2025, attendees can continue refining and updating session notes.
• Link with other open-source tools (such as Nextcloud, Jitsi Meet) to create a seamless documentation workflow for QW2025. For example, links to Etherpad documents could be embedded in the event’s schedule.

Strengths:

• Simplicity: No installation is required, and the interface is user-friendly so it is accessible to all attendees.
• Real-Time Collaboration: Enables active participation from both virtual and in-person attendees.

Limitations:

• No Offline Access: Etherpad requires an internet connection, so attendees must be online to contribute.
• Basic Formatting: Etherpad lacks advanced formatting options, which may limit its use for highly formatted documents

Let me know what you think @Andrerodriguex @Zblace @Aklapper

Hello @Andrerodriguex and @Aklapper, this is my submission

Summary of Nextcloud Talk and BigBlueButton for QW2025 Hybrid Event

1. Nextcloud Talk

Nextcloud Talk is an open-source communication tool fully integrated into the Nextcloud ecosystem, offering secure audio and video conferencing, file sharing, and instant messaging. Available via web, desktop and, mobile apps, attendees can join from various devices. The platform supports high-quality video calls and screen sharing; however, it does not have built-in live streaming capabilities. Software like OBS Studio(Open Broadcaster Software) can be used to capture the screen and stream the session externally to platforms like YouTube, making it accessible for both in-person and remote participants in a hybrid event. Nextcloud Talk's self-hosting capability allows complete control over data creating a safe environment. Providing end-to-end encryption, it ensures privacy and secure communication, which is crucial for LGBTQ+ communities and participants whose confidentiality and safety are paramount. Its customization features facilitate branding to reflect the event's theme and values.

While Nextcloud Talk lacks built-in collaborative documentation features directly in the chat tool, it integrates with Nextcloud’s file-sharing and collaborative editing features (like Nextcloud Documents), enabling real-time editing and sharing of meeting-related documents. Additionally, Nextcloud Talk lacks native scheduling and registration tools. However, its open APIs allow integration with project management systems and registration platforms to address these needs. These features make it a strong choice for creating an inclusive, cohesive hybrid event experience for QW2025.

NextCloud Talk official website: https://nextcloud.com/talk/

2. BigBlueButton

BigBlueButton is an open-source web conferencing system designed for interactive virtual meetings, particularly for education and learning environments. It offers tools like shared whiteboards, polling, and chat which enables interactive participation from both virtual and in-person attendees. Breakout rooms are also available which are ideal for fostering small group discussions in a safe space for participants to connect. The ability to live stream sessions and record them for later viewing ensures that participants across time zones can access the content while maintaining control over their privacy. During the recording process, participants can choose to disable their video feeds if they wish to speak privately, allowing them to contribute without being recorded, thus preserving their anonymity during sensitive discussions.

While BigBlueButton requires technical expertise to self-host and scale for larger audiences, support from hosting services can help address this limitation. Its customizable options and API integrations enable effective scheduling, registration, and project management to meet the event’s needs. Considering its interactive tools, customizable options, API integrations, and strong focus on participant engagement and privacy amongst other features mentioned, BigBlueButton is a suitable choice for creating a safe and inclusive environment for the QW2025 event.

BigBlueButton official website: https://bigbluebutton.org/

QW 2025 Open Source Project Management Software Report

This report covers two different Project Management Open source software packages that would work fantastically for the QW 2025 hybrid conference. Project Libre covers the needs for a Waterfall based traditional Project Management software package. Focalboard is for project management with an Agile focus, with some outstanding features like fantastic kanban style boards and easy task assignment and collaboration.

Project Libre is best for Project Management needs where the schedule of steps and tasks needed and their order is created ahead of time, such as the broadly used Waterfall project management style focused on in the PMBOK guide commonly used for certifications. That is the viewpoint I used when evaluating this software and its use.

Starting with the most important part, there is Gantt chart functionality that has all expected baseline features and it also allows indenting/out-denting and dependent/predecessor tasks with automatic time calculation and calendar positioning for both. When I was using this section it took a little to see what differentiation there was between using dependencies or indenting, but it can be summed up by indenting can be seen as several steps in a large task that updates the total task time automatically, while dependencies fit the classic PM definition of one task not starting until another finishes. Across the software, with all tasks there is more detailed information that can be stored in the task dedicated section including priority, percent completed, etc. Project Libre contains detailed filtering views based on tasks, their status, and other customization features. This allows precise scheduling with some of the dates and times set by automation taking into account dependencies and indentation which makes large projects be completed quicker.I liked being able to spend more time detailing out what I needed to accomplish than having to manually adjust integrated time flows!

In addition to tasks, there are various resource and strategy planning-based options, reports, and views. This includes the very nice to have feature of being integrated with both Work Breakdown Structure (WBS) and Resource Breakdown Structure (RBS) sections. The entire software suite includes helpful analytics such as histograms and reports for both resources and work statuses. This allows secondary functions of project management like budget and time management to be stored and presented without needing more software. I liked also having all that data in a format that could be both centralized for a big overview, but also be accessible within other sections of the software as it makes it easier to plan out your project management strategy when the resources and work allocation details can be brought up anywhere instead of manually copying in a generic not section like other software. Overall it has a comparable suite of features and familiar options for Microsoft Project users and is compatible with their files. Some of its open-source advantages include Open Project integration and an active community so there a lot of experts and options to get a hold of, giving a width of options for users.

Project Libre’s biggest drawbacks are few but do exist. One is it can only have the data be stored in the cloud and accessed remotely if paid cloud options are used. Otherwise, the data has to be exported and transferred outside the software. This was not a big deal when I was testing by myself. However depending upon if your data is distributed by a PMO office or is intended to be easy to recall by any individual stakeholder, this could be a sticking point to have to upload the latest files in a repository if you do not pay for the cloud version. It also has a dated UI look that might be off-putting to those used to modern design, although I found it intuitive enough within about 15 minutes of clicking around. In terms of things that are not necessary but would have been nice to have, it does not create all common Project Management support documents. It is missing tools for things like the Project Charter and official change requests. Finally, there is only a mild learning curve if the user is used to Project Management tools, it is of medium-level complexity otherwise.

The second tool in this report, Focalboard, is perfect for Agile in general, with a focus on Kanban boards and consistently changing and updating goals, tasks, and timing. That was the viewpoint that I analyzed this section of the report with.

Focalboard leads with an intuitive and modern UI allows ease of use and it can be easily understood and used immediately. Within about a minute I could drop in cards for tasks and readjust wordings for columns to fit the statuses I am used to in Agile planning. Its focus is on a classic Kanban board usage that would be familiar to Trello, Asana or Atlassian Kanban/Scrum users. This UI has a unified approach so it often differentiates functionality through templates. Templates are included for most Agile/Project Management tasks and include multiple views of the same data depending upon need, and alternate Calendar/Scheduling views. The out of the box templates were enough that I really did not need to make my own templates. and I only did so for testing purposes. One fantastic feature that absolutely allows it to be focused in use is it has advanced filtering for all views on all expected fields, including important ones like completion statuses. This allows specific details and gaps to be found and addressed quickly.

There are great features in the individual cards/tasks, too. Anyone with the correct permissions can add notes on the tasks/cards and permission controls allows group collaboration with ease. Status changes can be as easy as drag and drop, and priority can be added with a visual flair to see what needs to be the focus next. There is a simple share link for any board so it is not a complex task to open up what you are working on with others, as is needed for Agile methodologies. This increases collaboration and width of users who can be involved simultaneously, which is necessary in an Agile focused Project Management tool from my experience.

There are options for new template types that can be created and standard ones can be fine-tuned to meet specialized needs. This customization fills in any part missing from standard templates not meeting something custom, and keeps it relevant to uses outside of traditional Agile or Scrum uses.

It really does not have any drawbacks. Budget and cost-related features are rarely directly implemented into cards/tasks in Agile project management software, so the lack of them is not anything major and keeps it in line with most paid competitors. There are a variety of useful documentations that also help with your implementation of Focalboard, and it is now completely community-driven.

Links
Project Libre: https://www.projectlibre.com/
Focalboard: https://www.focalboard.com/

My submission for this task :
Open source tools that can be used for QW2025 could be :

1. Wiki.js[[ https://js.wiki/ | ]]
2. Indico https://indico.un.org/

Wiki.js
wiki.js is a free open source tool that would be great for documenting a hybrid conference like QW2025.It can be used on both mobile and desktop which is great if there’s any on the go documentation to be made. Wiki.js has some really cool features that would make it a great choice some of the features that make it suitable include

Real-time collaboration:
Multiple users can edit and update documents, making it easy for conference attendees or organizers to collaborate on ideas to improve the conference, session summaries and take-aways, keynotes, or even to exchange information in real time.It would also facilitate trans-local communication. Changes are also tracked and stored so its easy to review any contribution made.
Version Control:
Changes that are made to each document can be traced and this tool also allows previous versions to be restored. Giving opportunity for reviews and auditing even beyond the conference.
Customizable Structure and Pages:
You can create a well-structured, documentation system that would be easy to navigate by most people with categories, tags, and a search feature. This is crucial for organizing content from multiple sessions, workshops, and panels at the conference.
Multilingual Support:
Wiki.js supports multiple languages, which is a valuable feature for a global conference like WQ2025, as it can be used for documentation and content in various languages to reflect the diversity of participants.
Authentication:
The platform integrates with various authentication providers like Google and allows for various user permissions. This ensures that only authorized users can make edits or access specific sections, which is helpful for managing sensitive information or organizing contributor roles during the event.
Integration and Extensibility :
It integrates with popular cloud storage systems and Git-based systems. This means documentation can be automatically backed up or connected with other open-source tools used during the conference for tasks like project management.
Limitations:
While wiki.js is a fantastic tool for documentation, it has some concerns that would make its use require reconsideration. If very specific role-based access controls for various contributors and editors are needed, wiki.js is somewhat limiting in the options for customization for roles and permissions.
It also had no Native mobile app. While it works well on mobile devices, in scenarios where there is low bandwidth or no internet access at all, there is no quicker or offline access which is important since the event is a hybrid conference.

Indico
The Indico tool allows us to manage complex conferences, workshops and meetings. It is an open source software that offers a comprehensive set of features that make it an excellent choice for handling registration and scheduling for a large event like QW2025. It’s cool features that could make it suitable include:
Registration and ticketing:
Indico offers customizable registration forms.This flexibility enables the collection of various types of data, such as attendee details, preferences, accessibility needs, and other important information like pronouns making it ideal for an inclusive event like QW2025. It also offers features to review registration which helps to manage access to the event.
Advanced scheduling tools:
Indico provides a fully customizable timetable, where sessions can be added or moved, allowing for last-minute changes as might be needed. It also excels in tracking multiple sessions or talks. For QW2025, where there could be multiple workshops, panels, and talks occurring simultaneously, Indico’s scheduling system can manage complex event flows, ensuring that each session is correctly assigned to a time slot and venue.This schedule is available publicly helping participants plan their schedules or view any changes in the schedule that may occur.
Hybrid event support:
Indico has built-in support for virtual events. It integrates with video conferencing platforms like Zoom or BigBlueButton, allowing organizers to manage both in-person and virtual sessions within a single platform. Indico can handle recorded sessions, which can then be made available on the event platform or as part of the event archive. This makes it easier to provide post-event access to sessions, particularly for participants in different time zones.
Personalized User Experience:
Indico allows attendees to create personalized agendas by selecting the sessions they want to attend. This makes it easier for participants to plan their time during QW2025 and ensures they don’t miss the sessions that interest them the most if they aren’t able to attend all of the planned schedule.
Automatic notifications:
The system can send automatic email notifications to participants, such as registration confirmations, session reminders, and any changes in the schedule. This keeps attendees informed and engaged before and during the event.
Data Privacy and Compliance :
Indico is designed with privacy in mind, ensuring compliance with regulations like GDPR. Indico can be self-hosted, giving the organizers full control over attendee data and ensuring that sensitive information is kept secure. This aligns with the Wikimedia Foundation’s emphasis on privacy and data control.
Multi-language interface:
Indico supports multiple languages, making it accessible to a diverse, global audience. This is especially relevant for QW2025, which aims to engage participants from different regions and linguistic backgrounds.
Timezone support:
For virtual events, Indico automatically adjusts the displayed times based on the participant’s local time zone, ensuring that remote attendees from different parts of the world can accurately follow the schedule.
Comprehensive Reporting and real time data:
Indico provides detailed analytics on registration data, session attendance, and participant engagement. Conference Organizers can easily generate reports to analyze the success of the event, track ticket sales, and monitor which sessions received the most interest. Data is also reported real-time to aid on the feet decision making.
Limitations:
Some of the limitations to the use of this tool include the fact that It requires a solid understanding of web hosting, database management, and server maintenance if the self hosting option is opted for. Indico lacks marketing tools like email campaigns or integrated social media promotion, which are available in some other event management platforms. This would require reliance on external tools to manage email campaigns, participant engagement, or social media integrations.
Indico also lacks built-in features for virtual attendee engagement, such as polls, Q&A, and breakout rooms, requiring external platforms to cover these features. As this is a hybrid event, these features are important for garnering feedback from the attendees.

Hello @Andrerodriguex and @Aklapper this is my submission for this task.

Leveraging Odoo and Element for Effective Project Management and Conference Coordination at QW2025

1. Odoo

Website
https://www.odoo.com.

OOdoo is a flexible ERP system with many integrated applications like CRM, sales, accounting, and project management. In the context of managing a hybrid conference like QW2025, it can provide valuable support by improving coordination and simplifying tasks.

General Implementation: Odoo’s modular nature allows organisations to tailor it to their needs. For event management, specific Odoo modules such as Events, Website, and Project would be beneficial. The Events module can handle registrations, sessions, and speakers. The Website module provides a platform for displaying conference details, managing attendees, and promoting the event. The Project module aids in tracking development timelines, task assignments, and collaboration among team members. By using these modules, we can streamline the preparation process and manage day-to-day operations during the event.

Usefulness for QW2025:

Registration and Scheduling: Odoo’s integrated registration feature can capture participant details, provide confirmation emails, and allow for the scheduling of sessions and speakers. It also helps with the display of session calendars and customised user dashboards to track individual participation.

Project Management: With the Project module, teams working on different aspects of the conference (e.g., logistics, marketing, or content) can stay on the same page. It allows for task creation, delegation, and progress tracking critical for ensuring timely delivery of the event elements.

Live Streaming Integration: While Odoo does not natively support live streaming, it could integrate with third-party platforms to provide this functionality. This is important for hybrid events where some attendees are participating remotely.

Limitations:
Performance Issues: Some users have reported that Odoo can slow down when many people are using it at once or when handling a lot of data. This can be frustrating when you’re trying to get work done efficiently.

Costs Can Increase: Although there’s a free version available, many businesses find they need to purchase additional features or modules. For smaller companies, these expenses can add up quickly as they expand.

Integration Difficulties: Odoo does connect with some other software, but it doesn’t work seamlessly with all of them. If you rely on other tools for your business, you may encounter issues when trying to integrate everything smoothly.

Conclusion: Incorporating Odoo into conference development will improve operational efficiency, making it easier to manage participants, coordinate team efforts, and organise a smooth, engaging hybrid event for QW2025.

2. Element

Element is the most popular client for Matrix. It provides a sleek interface where users can chat, send files, and join voice or video calls. It works across mobile, desktop, and web, so participants can join from any device. You can create as many chat rooms, video rooms, and file-sharing spaces as you want-perfectly serving different conference sessions, team coordination, or even private chats for organizers.

Website:
https://element.io/

Why Choose Element?

Security and Privacy: Element uses the Matrix protocol to provide a secure means of communication through end-to-end encryption. That means all conversations, either as text or video, are private and secure. Given the nature of an event like QW2025 with probable sensitive discussions, this feature is essential.

Video Conferencing: Element allows video calls to be organized, which helps in better facilitation of discussions, workshops, or presentations in a hybrid format. This serves very well to actively involve both on-site and remote participants.

Separate Chat Rooms: Element lets the user create different chat rooms around things to be discussed. This will be useful to set up speaker and attendee rooms, and a support room which will all facilitate simplifying conversations on the day.

Cross-platform: The usage of Element can be extended across different devices, such as web browsers, desktops, and mobile phones. This makes access to the platform quite easy for every person, irrespective of the device being used.

Integration Options: Element works well with other tools, adding to its flexibility. For instance, it easily integrates with file-sharing services like Nextcloud, by which the document and resources are shared without any problem with the participants of the conference.

Limitations : Limited Customization: The platform does not allow much tailoring, thus less friendly for use by a number of people.

Privacy Concerns: Although Element takes security quite seriously, questions about how user data is handled still arise. It is important that users take a look at the privacy policies to understand what information is collected and how it is used.

Integration Issues: While Element tries to integrate with other tools, for some users the connection to these tools can be tricky; hence, it can complicate the smooth application of different apps combined.

Conclusion: In a nutshell, Element provides a very secure and flexible communication platform for QW2025. The real-time messaging and video calls make it appropriate for keeping all participants in tune with smooth interaction.

Hello @Aklapper and @Andrerodriguex , this is my submission for this task.

For QW2025, I recommend researching Rocket.Chat and Zulip as the two open-source tools to complement the existing list. Here’s a summary of their key features, strengths, and limitations:

1. Rocket.Chat

https://www.rocket.chat/
Category: Communication & Project Management
Overview: Rocket.Chat is an open-source communication platform to streamline team collaboration and project management. It is highly customizable, supports multi-platform access, and integrates with other tools for efficient workflow management.

Key Features:

• Real-time Communication: Offers messaging channels, private chats, and voice/video calls.
• Video Conferencing: Integrated Jitsi Meet or other WebRTC solutions enable video conferencing and screen sharing.
• Project Management Integrations: Allows integration with tools like GitLab, Jira, and GitHub.
• Custom Workflows: Users can automate and customize workflows through Rocket.Chat’s API and app marketplace.
• Omnichannel Support: Provides support for email, SMS, and social media channels, making it ideal for managing inquiries and user interactions during the event.

Strengths:

• Highly Customizable: Ability to modify and extend the platform based on QW2025’s specific needs.
• Multi-platform Access: Available on desktop and mobile, allowing for flexibility in usage during the hybrid conference.
• Open API: Integration capabilities with various tools for automation and data management.

Limitations:

• Server Requirements: A robust server is required for large-scale deployment, which may lead to higher costs.

Why Rocket.Chat for QW2025?
Rocket.Chat can serve as a centralized communication hub for attendees, organizers, and volunteers. Its ability to integrate with video conferencing tools makes it a good candidate for real-time discussions, session management, and hybrid participation. Additionally, the omnichannel support could streamline attendee queries and support requests.

2. Zulip
https://zulip.com/
Category: Communication & Documentation
Overview: Zulip is an open-source chat application that blends the immediacy of real-time chat with the organization of threaded conversations, making it ideal for managing hybrid conference discussions.

Key Features:

• Threaded Conversations: Zulip’s unique threading model allows users to respond to specific topics, ensuring organized conversations, even in busy streams.
• Integrations: Supports integration with over 100 apps, including GitHub, Jira, and Jenkins, making it suitable for project management and documentation workflows.
• Message History and Search: Provides access to complete message history with advanced search capabilities.
• Cross-Platform Compatibility: Available on web, desktop, and mobile platforms.

Strengths:

• Organized Discussions: The threading model helps keep discussions focused and organized, which is especially beneficial during busy conference sessions.
• Strong Community Support: Large open-source community with active development and support for contributors.
• Ease of Use and familiarity: Since communications for the Wikimedia Foundation employ Zulip as a tool for communication already, it is easy to use for contributors to the projects.

Limitations:

• Limited Video Conferencing Features: Zulip primarily focuses on text-based communication and lacks native video conferencing capabilities.
• Server Maintenance: Similar to Rocket.Chat, Zulip also requires server maintenance and configuration for large deployments.

Why Zulip for QW2025?
Zulip is ideal for managing discussions and feedback during QW2025 due to its unique threading model. It can be used for detailed technical discussions, Q&A sessions, and documentation purposes. Integration with other tools makes it versatile for coordinating tasks and managing the event’s information flow.

These two tools can complement the already selected options, adding more flexibility in communication and project management while maintaining the open-source ethos of the QW2025 event.

In T376238#10204162, @Adzepa wrote:

Hello @GonzaGertrude, and @Aklapper this is my submission for this task.

Leveraging Odoo and Element for Effective Project Management and Conference Coordination at QW2025

1. Odoo

Website
https://www.odoo.com.

OOdoo is a flexible ERP system with many integrated applications like CRM, sales, accounting, and project management. In the context of managing a hybrid conference like QW2025, it can provide valuable support by improving coordination and simplifying tasks.

General Implementation: Odoo’s modular nature allows organisations to tailor it to their needs. For event management, specific Odoo modules such as Events, Website, and Project would be beneficial. The Events module can handle registrations, sessions, and speakers. The Website module provides a platform for displaying conference details, managing attendees, and promoting the event. The Project module aids in tracking development timelines, task assignments, and collaboration among team members. By using these modules, we can streamline the preparation process and manage day-to-day operations during the event.

Usefulness for QW2025:

Registration and Scheduling: Odoo’s integrated registration feature can capture participant details, provide confirmation emails, and allow for the scheduling of sessions and speakers. It also helps with the display of session calendars and customised user dashboards to track individual participation.

Project Management: With the Project module, teams working on different aspects of the conference (e.g., logistics, marketing, or content) can stay on the same page. It allows for task creation, delegation, and progress tracking critical for ensuring timely delivery of the event elements.

Live Streaming Integration: While Odoo does not natively support live streaming, it could integrate with third-party platforms to provide this functionality. This is important for hybrid events where some attendees are participating remotely.

Limitations:
Performance Issues: Some users have reported that Odoo can slow down when many people are using it at once or when handling a lot of data. This can be frustrating when you’re trying to get work done efficiently.

Costs Can Increase: Although there’s a free version available, many businesses find they need to purchase additional features or modules. For smaller companies, these expenses can add up quickly as they expand.

Integration Difficulties: Odoo does connect with some other software, but it doesn’t work seamlessly with all of them. If you rely on other tools for your business, you may encounter issues when trying to integrate everything smoothly.

Conclusion: Incorporating Odoo into conference development will improve operational efficiency, making it easier to manage participants, coordinate team efforts, and organise a smooth, engaging hybrid event for QW2025.

2. Element

Element is the most popular client for Matrix. It provides a sleek interface where users can chat, send files, and join voice or video calls. It works across mobile, desktop, and web, so participants can join from any device. You can create as many chat rooms, video rooms, and file-sharing spaces as you want-perfectly serving different conference sessions, team coordination, or even private chats for organizers.

Website:
https://element.io/

Why Choose Element?

Security and Privacy: Element uses the Matrix protocol to provide a secure means of communication through end-to-end encryption. That means all conversations, either as text or video, are private and secure. Given the nature of an event like QW2025 with probable sensitive discussions, this feature is essential.

Video Conferencing: Element allows video calls to be organized, which helps in better facilitation of discussions, workshops, or presentations in a hybrid format. This serves very well to actively involve both on-site and remote participants.

Separate Chat Rooms: Element lets the user create different chat rooms around things to be discussed. This will be useful to set up speaker and attendee rooms, and a support room which will all facilitate simplifying conversations on the day.

Cross-platform: The usage of Element can be extended across different devices, such as web browsers, desktops, and mobile phones. This makes access to the platform quite easy for every person, irrespective of the device being used.

Integration Options: Element works well with other tools, adding to its flexibility. For instance, it easily integrates with file-sharing services like Nextcloud, by which the document and resources are shared without any problem with the participants of the conference.

Limitations : Limited Customization: The platform does not allow much tailoring, thus less friendly for use by a number of people.

Privacy Concerns: Although Element takes security quite seriously, questions about how user data is handled still arise. It is important that users take a look at the privacy policies to understand what information is collected and how it is used.

Integration Issues: While Element tries to integrate with other tools, for some users the connection to these tools can be tricky; hence, it can complicate the smooth application of different apps combined.

Conclusion: In a nutshell, Element provides a very secure and flexible communication platform for QW2025. The real-time messaging and video calls make it appropriate for keeping all participants in tune with smooth interaction.

Hello. I'm no mentor but I endorse Odoo too.

In T376238#10205086, @GonzaGertrude wrote:

In T376238#10204162, @Adzepa wrote:

Hello @GonzaGertrude, and @Aklapper this is my submission for this task.

Leveraging Odoo and Element for Effective Project Management and Conference Coordination at QW2025

1. Odoo

Website
https://www.odoo.com.

OOdoo is a flexible ERP system with many integrated applications like CRM, sales, accounting, and project management. In the context of managing a hybrid conference like QW2025, it can provide valuable support by improving coordination and simplifying tasks.

General Implementation: Odoo’s modular nature allows organisations to tailor it to their needs. For event management, specific Odoo modules such as Events, Website, and Project would be beneficial. The Events module can handle registrations, sessions, and speakers. The Website module provides a platform for displaying conference details, managing attendees, and promoting the event. The Project module aids in tracking development timelines, task assignments, and collaboration among team members. By using these modules, we can streamline the preparation process and manage day-to-day operations during the event.

Usefulness for QW2025:

Registration and Scheduling: Odoo’s integrated registration feature can capture participant details, provide confirmation emails, and allow for the scheduling of sessions and speakers. It also helps with the display of session calendars and customised user dashboards to track individual participation.

Project Management: With the Project module, teams working on different aspects of the conference (e.g., logistics, marketing, or content) can stay on the same page. It allows for task creation, delegation, and progress tracking critical for ensuring timely delivery of the event elements.

Live Streaming Integration: While Odoo does not natively support live streaming, it could integrate with third-party platforms to provide this functionality. This is important for hybrid events where some attendees are participating remotely.

Limitations:
Performance Issues: Some users have reported that Odoo can slow down when many people are using it at once or when handling a lot of data. This can be frustrating when you’re trying to get work done efficiently.

Costs Can Increase: Although there’s a free version available, many businesses find they need to purchase additional features or modules. For smaller companies, these expenses can add up quickly as they expand.

Integration Difficulties: Odoo does connect with some other software, but it doesn’t work seamlessly with all of them. If you rely on other tools for your business, you may encounter issues when trying to integrate everything smoothly.

Conclusion: Incorporating Odoo into conference development will improve operational efficiency, making it easier to manage participants, coordinate team efforts, and organise a smooth, engaging hybrid event for QW2025.

2. Element

Element is the most popular client for Matrix. It provides a sleek interface where users can chat, send files, and join voice or video calls. It works across mobile, desktop, and web, so participants can join from any device. You can create as many chat rooms, video rooms, and file-sharing spaces as you want-perfectly serving different conference sessions, team coordination, or even private chats for organizers.

Website:
https://element.io/

Why Choose Element?

Security and Privacy: Element uses the Matrix protocol to provide a secure means of communication through end-to-end encryption. That means all conversations, either as text or video, are private and secure. Given the nature of an event like QW2025 with probable sensitive discussions, this feature is essential.

Video Conferencing: Element allows video calls to be organized, which helps in better facilitation of discussions, workshops, or presentations in a hybrid format. This serves very well to actively involve both on-site and remote participants.

Separate Chat Rooms: Element lets the user create different chat rooms around things to be discussed. This will be useful to set up speaker and attendee rooms, and a support room which will all facilitate simplifying conversations on the day.

Cross-platform: The usage of Element can be extended across different devices, such as web browsers, desktops, and mobile phones. This makes access to the platform quite easy for every person, irrespective of the device being used.

Integration Options: Element works well with other tools, adding to its flexibility. For instance, it easily integrates with file-sharing services like Nextcloud, by which the document and resources are shared without any problem with the participants of the conference.

Limitations : Limited Customization: The platform does not allow much tailoring, thus less friendly for use by a number of people.

Privacy Concerns: Although Element takes security quite seriously, questions about how user data is handled still arise. It is important that users take a look at the privacy policies to understand what information is collected and how it is used.

Integration Issues: While Element tries to integrate with other tools, for some users the connection to these tools can be tricky; hence, it can complicate the smooth application of different apps combined.

Conclusion: In a nutshell, Element provides a very secure and flexible communication platform for QW2025. The real-time messaging and video calls make it appropriate for keeping all participants in tune with smooth interaction.

Hello. I'm no mentor but I endorse Odoo too.

@GonzaGertrude, sorry mistook your name as one of the mentors . Thank you for the clarifications.

Hi everyone. Here is some general feedback as all of you could do some of the same improvements. First, the descriptions are more on the generic side (please read the comment I left on the main Phabricator task a few days ago). I would suggest you include better descriptions, images or even experiment with the tools yourselves and report what you experienced. I would also like to see some examples of where or who used it before so we could have some idea of how it could be implemented.

On the List of Wikimedia Conferences and Events page you can find a lot of conferences done before within the Wikimedia movement and maybe find some open source tools they used.

Hello @Andrerodriguex ,
Here is my submission for the task.
I picked two tools for project management. They are Kanboard and Redmine.
I tried posting it here but because there are pictures involved, it didn't translate well for phabricator.
Kindly read.
Thank you.

Hello @Andrerodriguex
I have researched about and tried using Pretalx and Pretix tools for registration and scheduling. I had a great experience.
Please find my report here
I look forward to your feedback.

Hello @Andrerodriguex , have incorporated the feedback. thank you
here is a redone of my task. looking forward to your feedback thank you.

Tool 1: Element (Matrix/Riot)
website : https://element.io/

Element is a secure, open-source, decentralized messaging platform using the Matrix protocol. It will be particularly fitting for hybrid events such as QW2025, featuring real-time messaging and voice and video conferencing with efficient encryption to keep the communication secure.
Implementation for QW2025:

It also allows the setting up of multiple chat rooms, each for different event requirements. We can have rooms for speakers, attendees, tech support, and breakout sessions. This will go a long way in ensuring the event remains organized and conversations stay focused and productive.

Cross-Platform Compatibility: Since Element works on web browsers, desktops, and mobile devices, all attendees will be participants anywhere they are. Be it from the comfort of their homes or with their phones on the go, they will not be left out in real-time interactions.

Security & Privacy: Element uses end-to-end encryption, so all sensitive information shared during the event, especially between organizers, shall remain secure.

Third-Party Tool Integration: Element is integrated with other third-party platforms, such as Nextcloud, to let shared documentation, registration forms, or presentation slides be made directly in the chat rooms. This could help improve communication and information flow during the event.

Video Conferencing:** This feature allows video calls to be organized, which helps in better facilitation of discussions, workshops, or presentations in a hybrid format. This serves very well to actively involve both on-site and remote participants.

Matrix has been used within the Wikimedia movement to discuss and collaborate on aspects, the recent Wikimedia Hackathon 2021, Matrix was used keeping participants connected, allowing them to easily exchange ideas and work together remotely, so it's a trusted platform for large projects that are open-sourced. We can get inspiration from that and apply it to QW2025 in order to improve collaborative interaction during sessions.

Possible Limitation: Complexity of the interface in this regard might also be a downside, as every user may not be aware of decentralized platforms. We might need to add a quick onboarding guide to minimize any confusion for first-time users.

Comparing Element to Jitsi, Zoom, and Google Meet:

Here's how Element stacks up against other video conferencing tools like Jitsi, Zoom, and Google Meet:

Element/MATRIX/Riot vs. Jitsi, Zoom, and Google Meet:

Privacy and Security:

Element: provides end-to-end encryption (E2EE) by default, hence makes it one of the most secure platforms for messaging and video conferencing. This is decentralized, which means that data isn't under the control of a single provider. This will be particularly useful for the privacy-centric organization.

Jitsi: Offers encryption, but not E2EE on the video calls by default, though it can be enabled with some configurations. It is open-source and lightweight.

Zoom: Offers E2EE for meetings, but previously, Zoom had some privacy concerns regarding routing of data across different countries.

Google Meet: Offers encryption, but doesn't use E2EE. Google handles data in a centralized way; hence, it is less secure than Element if one is sensitive to privacy.

Features:

Element: Offers video conferencing, but also strong messaging, file-sharing capabilities, and integrations with other platforms. It's highly modular and extensible, which provides all the possibilities for advanced setups of chat rooms. For customization, it will probably require higher technical knowledge.

Jitsi: Focusses mostly on video conferencing, and while it does offer some messaging features, they are incomparable to the ones provided by Element. Jitsi's strong points are its simplicity and how user-friendly it is when performing video calls.

Zoom: Feature-rich for breakout rooms, screen sharing, recording, and webinar options on video conferencing. Having said this, the core strength of Zoom remains with video meetings and not ongoing messaging.

Google Meet: Pretty well integrated with Google's ecosystem, like Google Calendar and Gmail, which makes it pretty seamless for businesses operating on Google Workspace. The basic features include screen sharing and recording, although not as feature-rich as Zoom for advanced options.

Cross-platform compatibility:

Element: Cross-browser, cross-mobile, cross-desktop-it pretty much supports all of them really well. It is decentralized, meaning it can work in a distributed network without needing a single server.

Jitsi: Web browser, desktop, mobile apps available; pretty intuitive, can be used out of the box with no need for installation

Zoom: On all platforms, though mostly as client installation, sometimes a real barrier to its usage.

Google Meet: Works natively in the browser, and within the Google ecosystem. As such, users who have Google accounts can get started with it quite easily.

Scalability and Cost:

Element: Free, open-source, with premium plans for managed hosting. Good for organizations that want to own and control their data.

Jitsi: It's free to use, open-source, and scales really great in medium-sized meetings. Setting it up will be overkill for very large events.

Zoom: One has a free level of service, although it is somewhat limited. For instance, a group of persons is limited to 40 minutes per meeting. For larger groups and more features, paid upgrades are available, thus allowing scalable solution expensive over time.

Google Meet: For personal use, Google Meet is free. However, advanced features will be opened to users of Google Workspace, meaning that one gets what he pays for.

Conclusion: Element is ideal for organizations and Conferences that care deeply about security and privacy like QW2025, but want to provide extra features for continuous collaboration and messaging. Zoom and Google Meet are ideal because of ease of use and enterprise features for more extensive gatherings, but they come with centralization and potential trade-offs in privacy. Jitsi achieves the middle ground of simplicity, is open-source, though being far less feature-filled as Zoom or Element.

Tool 2: Odoo
https://www.odoo.com/

Odoo is an open-source business suite with a modular design. Its tools include event management, CRM, and project tracking. It's flexible enough to be ideal for organizing hybrid events like QW2025.
Implementation for QW2025:

Event Management: Odoo's Events module could be the backbone of our registration system, schedule planning, and management of speakers. The attendees would get themselves registered, view event schedules, and access details about the speaker directly on the platform.

Project Management: This Odoo module will provide the ability to assign tasks and track progress, while also coordinating among different teams responsible for different angles of the event. In this way, no detail concerning the event will slip through the net, and the teams will coordinate smoothly before and during the event.

Website Integration:

Event Information Centralized on the Wiki: While Odoo has capabilities to create external event pages, for QW2025 it’s important to keep the Wiki as the central hub for public information to avoid fragmentation. Instead, Odoo’s website integration can be used internally to create a project space for the team, allowing organizers to manage content and communications among themselves.

Internal Tracking and Updates: Organizers can use Odoo’s web module to manage project updates and track internal processes, while the Wiki remains the public-facing platform for event promotion and participant interaction.

Post-Event Reporting and Analysis:

CRM Module for Feedback: Odoo’s CRM tools can be used post-event to gather feedback from attendees and speakers, helping the team analyze data and prepare for future events. This ensures that all feedback and analysis stays centralized, while public engagement remains in line with the open nature of the Wiki.

Odoo, is already fairly deployed in small and medium businesses for conference and workshop management. Events module finds its place in various industries, testing scalability for different kinds of events. An example is Techne Labs, a technology company that used Odoo to streamline their event registration, ticketing, and attendee management processes. By leveraging Odoo’s Events module, they were able to automate registrations and manage event schedules efficiently. We could follow such models and organize QW2025 seamlessly.

Limiting Factor: Odoo can be quite steep, much like Element, especially for those who are not used to an ERP system. Although it's highly versatile, flawless integrations or platform customizations may take some extra effort and technical support.

Why this approach works:

Avoids Duplication: Odoo for internal processes, Element for secure communication; event team will not perform double work on public content and attendees won't have to toggle through different platforms.

Leverage Odoo's backend strengths: it is strong in project management and logistics, meaning everything to do with tasks and speakers and attendee data will be well-coordinated and tracked.

Keeps Wiki Central for Public Interaction: This is how this approach would preserve the collaborative nature of Wikimedia events where the Wiki remains central to the attendees while Odoo takes care of backend management and logistics.

Conclusion : Element delivers real-time, secure channels for communication amongst both attendees and organizers, while Odoo enables us to deal with logistic issues like registrations, scheduling, and coordination within projects. These combinations will present us with a complete mix for handling QW2025 as a hybrid event; online and in-person attendees will become interactive and well-coordinated.

Hello @Andrerodriguex

Kindly check my contribution to this task here

the tools i picked for documentation, registration and scheduling are Hugo and Pretix

I tried to share here as instructed but the pictures failed to load

I look forward to your feedback. Thank you

I really like seeing you experimenting with the tools, it's an effective way to gain practical knowledge.

@GonzaGertrude I can access the document you linked, please share it.

Hello , Good day @Andrerodriguex , Please, after submitting my task here, how do I get a URL or link for my Outreachy Contribution. Thank you.

Hi @Andrerodriguex, do you mean you can't access the document?
Here is the link to the document incase you can't access it. I have changed the settings.
https://docs.google.com/document/d/1sbYSIAs2vM4NTvSyav2Mf0dZ8XOYQmzu/edit

hi @Andrerodriguex I incorporated the feedback provided by you and did each and every thing by my hands.
@Aklapper @Andrerodriguex @Zblace I would be suggessting the following amazing two tools.

• JITSI
• PHABRICATOR

Please checkout the documentation for my work

https://docs.google.com/document/d/1OlZE5HU8lOhTJ9Mo_Jvfc500UpYDBXxA6B_Xo1yfll0/edit?usp=sharing

Hi @Andrerodriguex Here is a link to my work for this task. Kindly advise on any adjustments. TIA!
https://docs.google.com/document/d/14D1zSmRxkGXC-veOz4zTYHBrcWo5-KPe2bN9PE79Yvs/edit?usp=sharing

Happy New week Team, wishing us a Productive Week ahead.
@Andrerodriguex , @Aklapper @Zblace, trust you are well . Please I want to find out how I can get a link for my contribution on Outreachy, since we were asked to put our task here, or can I put my task on drive and use the URL? Looking forward to your feedback. Thank you.

In T376238#10218604, @Adzepa wrote:

Hello , Good day @Andrerodriguex , Please, after submitting my task here, how do I get a URL or link for my Outreachy Contribution. Thank you.

You can right-click on the date you published your research (e.g., "Wed, Oct 9, 7:13 AM") and copy its URL. This applies to everyone who wants to submit this task.

Here’s some individual feedback for those who requested it since my last general feedback:

• @Oghenekevbe it's great that you chose project management as the theme for your research. Do both tools require software downloads or can they be used on web browsers?
• @GonzaGertrude good choice of software, as these have been used in previous Wikimedia conferences. Since you've tested them, what are your personal opinions on their usability?
• @Adzepa how does Element compare to other video conferencing tools like Jitsi, Zoom, and Google Meet? Regarding Odoo, as Wikimedia events are usually centered around one of the Wikis for main information and promotion, I don't think a separate page would be useful. Maybe you could work on that.
• The same applies to Hugo @Edithnarrates. I noticed you highlighted payment methods as one of the features, but keep in mind that participants don't need to pay to join QW. A more personalized approach might be more fitting.
• @Jatinder190124 how do you think Phabricator can be utilized for non-coding or non-technical tasks? When should it be used? Also, regarding Jitsi, are there any limitations in terms of stability? How many participants can join a session?
• @Emceerain can OpenProject be used on web browsers or does it require a software installation? For BBB, are there any limitations in terms of stability? How many participants can join a session?

If I haven't provided feedback and you'd like some, please indicate it here or on Zulip. However, be aware that I may not always be able to provide individual feedback on time.

sure will answer that

@Andrerodriguex @Zblace

1 .Phabricator for Non-Coding Tasks: Phabricator isn’t just for coding—it’s highly effective for managing non-technical tasks as well. In fact, the Outreachy task itself was assigned through Phabricator, making it a perfect example of how it can be used for non-coding purposes. Phabricator allows teams to:

Organize event logistics, task assignments, and deadlines.
Collaborate on documentation using the built-in Wiki.
Discuss and plan activities with custom workflows and inline comments.
Wikimedia, known for its non-technical and open-source projects, heavily relies on Phabricator for event planning and community coordination, proving its versatility beyond technical use cases.

2. JITSI MEET Limitations -
I was trying to do my research but I didn't got any perfect limitations limit for the JITSI MEET.

so I had a word with Jitsi Maintainers team so they tole me this thing

It all depends on the configuration of our backend.

What we consider safe and what we have tested is 500 active participants in a meeting.
If you configure visitors we have been testing 10 k visitors in a reasonable sized meeting. I don’t remember the numbers exactly but something around 100-150 main participants and 10k visitors is what we were testing.

Could you please tell me the average number of participants who joined a single QW2023 online conference session?
And how this number varies because if it is higher than 200 in that case I think we should use a more robust platform

@Andrerodriguex Thank you for your feedback. I shall add them.

Hi @Andrerodriguex @Zblace @Akpambek this is a link to a task that i did and i would love a feedback from you guys. Thank you

https://docs.google.com/document/d/1S0-MD9wI53w9hMEvNNHQHdG3j7Qo2g3pN8owKWMv4Jw/edit?usp=sharing

@Ummmritaaa check the general feedback I gave here as well as some individual tips I presented to others in case you want to improve your research.

@Chiomaloveth61 I appreciate your effort and it's nice to see a new software being researched here in the case of OpenStreetMap. On the other side, your experiment with Element it's more similar to a tutorial. About OpenStreetMap, I'd like to know how it handles the privacy of participants, since we're dealing with a population that could be attacked simply for being LGBT+. Check the comments I did for others and try to improve it.

@Jatinder190124 I think your questions were already answered in previous meetings.

Hi @Andrerodriguex i have made the corrections and added the additional information you asked for
you can review and give your feedback

Hi @Andrerodriguex I hope you're doing great,each applicant is working on each micro task, since i'm doing my research to familiarize myself with writing on meta wiki, item creating, tasks are closing. But thanks God two tasks remain, I'll work on this one.

Hello @Andrerodriguex, here is my submission

Hello @Andrerodriguex, I have made changes to my submission here in light of your feedback.
Do let me know what you think.
Thank you.

@Andrerodriguex These are the updates i have made as per your recommendation. I have also included them in the google doc here https://docs.google.com/document/d/14D1zSmRxkGXC-veOz4zTYHBrcWo5-KPe2bN9PE79Yvs/edit?usp=sharing

1. Can OpenProject be used on web browsers or does it require a software installation?

• OpenProject can be accessed directly via web browsers and does not require any software installation on the user's end. It is a web-based platform, making it easily accessible from any device with internet access. Users can choose to self-host OpenProject or use its cloud-based service, both of which allow browser-based access.

2. Are there any limitations in terms of stability for BigBlueButton (BBB)?

• BigBlueButton is generally stable, but its stability can be influenced by the server infrastructure and the number of participants in a session. It requires a strong server configuration and reliable internet connection for optimal performance. Hosting BBB on underpowered servers can lead to issues like lag, disconnections, or poor audio and video quality. To ensure stability for larger groups, it’s essential to have robust server resources (CPU, RAM, and bandwidth).

3. How many participants can join a session on BigBlueButton?

• The number of participants that can join a BigBlueButton session is primarily dependent on the server capacity. A typical BBB instance on a well-resourced server can handle around 100 to 150 participants in a single session. However, this limit can be increased with better server hardware and optimized configuration. Some managed hosting providers for BBB offer configurations that support up to 300 or more participants.

Thanks for the work, everyone! Most of you are ready to go (but you can keep interacting and working on other tasks, obviously).

I'd like to ask everyone who made edits based on my feedback in a separate post to add your improvements to the place where you originally posted them (either here or on Google Docs) for organizational purposes.

@Chiomaloveth61 I see that you added a text with some generic insights, but it has little to no actual information on the security aspects I was referring to. Could you try to elaborate on that?
@Geoffreylgv thanks for taking the time to do some Wiki onboarding. Your research is pretty good. One thing I noticed on your PDF comparison of videoconferencing solutions is that you described Skype for Business as a FLOSS tool. Is that really the case? Overall, you did good work.

In T376238#10263034, @Andrerodriguex wrote:

Thanks for the work, everyone! Most of you are ready to go (but you can keep interacting and working on other tasks, obviously).

Yeah, sure thing.

I'd like to ask everyone who made edits based on my feedback in a separate post to add your improvements to the place where you originally posted them (either here or on Google Docs) for organizational purposes.

@Geoffreylgv thanks for taking the time to do some Wiki onboarding. Your research is pretty good. One thing I noticed on your PDF comparison of videoconferencing solutions is that you described Skype for Business as a FLOSS tool. Is that really the case? Overall, you did good work.

You're welcome, it's always a pleasure for me to share insights and advocate for OSS.

Yes, I'm thinking of the free version of Skype that some organisations and companies use every day.
After re-evaluating all the OSS licences, Skype has no right to be called a FLOSS tool, I'll just remove it from the comparison research.

Thanks @Andrerodriguex, your feedback is very valuable.

HI @Andrerodriguex TOOL 1- Element (Matrix/Riot)
website : https://element.io/

Element is a secure, open-source, decentralized messaging platform using the Matrix protocol. It will be particularly fitting for hybrid events such as QW2025, featuring real-time messaging and voice and video conferencing with efficient encryption to keep the communication secure.
Implementation for QW2025:

It also allows the setting up of multiple chat rooms, each for different event requirements. We can have rooms for speakers, attendees, tech support, and breakout sessions. This will go a long way in ensuring the event remains organized and conversations stay focused and productive.

Mobile Device Compatibility

Element is designed to function seamlessly on mobile devices. The mobile app retains full functionality while offering a user-friendly interface, making it easy for users to engage in conversations and video calls on the go

Customization: It integrates with various plugins (for polls, calendars, and Kanban boards), making it flexible for project management and documentation.

TOOL 2 Skype for QW Conference: A Comprehensive Evaluation

Introduction

Skype, a widely recognized communication tool developed by Microsoft, offers voice and video conferencing, instant messaging, and screen sharing, making it popular for personal and business use. This analysis examines Skype’s capabilities for hosting a large-scale, interactive conference like QW, with a focus on its features, limitations, and suitability for the event.

1. Key Features of Skype for Conferences

.1 Video Conferencing

Group Video Calls: Skype supports group video calls with up to 100 participants, suitable for moderate-sized sessions or workshops.

Screen Sharing: Facilitators can share their screens during calls, allowing for presentations, document walkthroughs, or live demos.

Call Recording: Skype allows users to record meetings and save them for later, which is useful for documentation and reference.

.2 Chat and Messaging

Instant Messaging: Users can send text messages during video calls, which is useful for side discussions or sharing links.

File Sharing: Facilitators and participants can share files in the chat, enabling the distribution of documents or resources.

3 Customizable Layouts

Skype provides different view options, such as grid view, speaker view, and together mode, which combines participants into a single visual background for a more cohesive meeting environment.

.4 Integration with Microsoft 365

Skype integrates with Microsoft 365 applications, which can be beneficial if QW participants and facilitators are also using these tools for collaborative work.

2. Accessibility Features

.1 Screen Reader Compatibility

Skype is compatible with screen readers, ensuring visually impaired users can navigate the application.

2 Real-Time Captioning

Skype offers live captions during calls, aiding those who are hard of hearing. However, caption accuracy can vary, especially with complex or technical language.

3 Keyboard Shortcuts

Skype supports keyboard shortcuts, allowing users to navigate the interface without a mouse. This is helpful for users with motor disabilities.

4 Multilingual Support

Skype supports multiple languages and translation features in chat, which can be an asset for international participants.

3. Privacy and Security

1 Encryption

Data Encryption: Skype uses AES-256 encryption for data in transit. However, it does not offer end-to-end encryption by default, only using it in private conversations.

Compliance: Skype complies with GDPR and other international data protection regulations, making it suitable for participants concerned about privacy standards.

2 User Control and Security

Meeting Controls: Hosts can mute participants, remove disruptive users, or lock meetings to prevent unauthorized entry.

Self-Hosting Limitations: Unlike some open-source solutions, Skype is hosted on Microsoft’s servers, meaning full control over data storage and access is limited
While Skype offers accessible video conferencing with valuable features like screen sharing and captioning, its limited capacity and lack of advanced features make it less suitable for large, interactive events like QW. Skype may work well for smaller QW sessions or as a backup platform but might not meet all the needs of a full conference environment.

For QW2025 , considering alternatives like Element would provide enhanced customization, higher participant limits, and dedicated event management features
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