[OSList] Online Open Space with more than 1000 people?

Thu Apr 21 12:40:58 PDT 2022

Hi Lucas,
First, I was excited to see that the topic was child welfare, a very
important topic with a decision time of yesterday....in other words, long
overdue as our child welfare systems have many problems leaving vulnerable
children at risk.

Then, when I saw it was only six hours, I went into my 'oh crap' mode as
this is one of my personal pet peeves. My career began in child welfare and
it is one of the reasons why at age 21 I decided to become an
organizational consultant that could influence systems. So yes, whole
system in the 'room' is great. However, the amount of time for such a
complex topic and so very much that needs to be addressed and changed is so
completely inadequate.

I believe that there is one more important consideration beyond the
technology and beyond the facilitation. This is about prep...figuring out
who should be invited, getting the invitation right, and getting the givens
right at the very least. Who defines the 'whole system' and is it
sufficiently inclusive...will parents, children, foster children, former
foster children, and people who are now adults who needed the child welfare
system when they were younger. The givens will be challenging to work out.
Is the OST meeting to be set up for action or only for conversation/input?
If set up for action, is there a budget to support follow through and what
are the givens associated with budget? If there is to be action, is there a
structure envisioned to support action, or is it an event that if there is
an idea that appeals to someone, they just go and do it? So many more
questions that need to be thought through for the greatest harvest from
this event.

in genuine contact,
Birgitt
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*Birgitt Williams*
*Senior consultant-author-mentor to leaders and consultants  *
*Specialist in organizational and systemic transformation, leadership
development, and the power of nourishing  a culture of leadership.*
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On Thu, Apr 21, 2022 at 2:15 PM Lucas Cioffi via OSList <
oslist at lists.openspacetech.org> wrote:

> Hi All,
>
> Someone asked me for advice about hosting an online open space with 1500
> people who work on child welfare.  They want to get the "whole system in
> the room", including government, professionals, families, etc.
>
> I can see that there are at least two separate parts to this challenge:
> tech/software and facilitation.
>
> *1. Tech/Software:* What technology decisions would you make to
> accommodate 1500, since the capacity of Zoom meetings is 1000?  I wrote up
> my thoughts on this part at the bottom of this email.
>
> *2. Facilitation:* This is the main question that I have for colleagues
> on OSLIST.  What special design considerations would you have during an
> open space (online or not) with more than 1500 people?  Here are some
> questions that come to mind:
>
>    - How many sessions do you think people will propose if this is a
>    1-day, 6 hour event with 3-4 rounds of discussion sessions?  I searched
>    OSLIST and found this from Harrison in 2016: "Rule of thumb... for all
>    these years.... 5 break our rooms/spaces per 100 participants. For smaller
>    groups (+- 50) a large room with nooks usually works better. I’ve had
>    groups of 25 with 4-5 groups working at the same time."  So that would
>    mean 50 spaces, therefore up to 150 sessions, but I would expect that the
>    rule of thumb acts more as a maximum as groups get larger, because there's
>    probably a lot of duplicate topics as groups get larger.
>    - If there are 150 sessions proposed, do you give everyone a chance to
>    speak their session to the large group or just view the list of sessions?
>    If everyone had just 15 seconds then that would be 38 minutes of just
>    listening to session topics.  Ahh!!
>    - How do you make it easy for participants to merge their sessions
>    together?  I guess they could ask to move to a Zoom breakout room and we
>    could pair them off for a moment, or they could connect with each other in
>    chat -- that seems practical.
>
> My thoughts on tech options are below.
> Any other thoughts that you have?  Thank you!
>
> *Lucas Cioffi*
>
> QiqoChat | Lead Software Engineer
>
> lucas at qiqochat.com
>
> +1.917.528.1831
>
>
>
>
> Live Online Events | Engaging Communities | Real Collaboration
>
> Drop in for open office hours! <https://learn.qiqochat.com/events>
>
>
>
>
> Options for handling more than 1000 people in Zoom + Qiqo
> Qiqo has a max capacity of 2500, and Zoom has a max capacity of 1000
> *interactive* participants in a single meeting.  There are several solid
> options for increasing the event size above 1000 people.
>
> *Option 1:* We can connect two 1000-person Zoom meetings together, where
> the second room is an overflow room.  The people in the overflow room can
> hear what is going on in the first room and can speak & use the chat with
> each other but they cannot speak & use the chat in the first room.  (The
> technical way this happens is that a second facilitator joins the overflow
> room from their Zoom app, then they join the first Zoom meeting through
> their Web browser Chrome/Firefox/Safari/etc and then they screenshare that
> into the overflow Zoom meeting).  The facilitator in the first room can be
> the voice for people in the overflow room and can speak into the first room
> what is happening in the chat of the overflow room (if they have the
> overflow meeting open in their browser.  You can have up to 1000 other
> people with this option.  We will add to our staff a skilled moderator for
> the overflow room so that people there feel engaged and not that they are
> passively watching and left out.  You can also add the livestream in option
> 2 (below) to this option so people can choose from the main Zoom, overflow
> Zoom, and the livestream.
>
> *Option 2:* We can livestream from the 1000-person Zoom meeting into
> QiqoChat so that anyone who joins after the meeting reaches capacity will
> be able to see the livestream from the same page where they are.  We have
> several options where everyone can be in the same chat (outside of Zoom) or
> we can use the regular chat inside of Zoom for the main room and have an
> overflow chat for everyone watching the livestream.  You can have up to
> 1500 other people with this option.
>
> *Option 3:* Today we requested that Zoom increases the max capacity of
> their meetings to 2000 people.  They have never done that for any customer
> as far as we know, however we have several months and they may be able
> to make this happen.
>
> *Option 4:* We could use a Zoom webinar (and make each speaker a panelist
> for a minute) instead of a Zoom meeting but then people wouldn't see
> everyone in the room.
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