Wikimedians for software freedom/Events

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Recommendations for Wikimedia public events: using free software and reducing proprietary visibility.

Why this matters

When we organise public, streamed, or recorded events within the Wikimedia movement, we are also communicating our values.

Would we promote cigarettes or sugary drinks during a Wikimedia presentation? Probably not. In the same way, it is worth being careful not to publicly promote digital tools that do not reflect our principles.

Wikimedia projects, including Wikipedia, are based on open knowledge: free licenses, free content, and open infrastructure. The tools we use are part of that message. When we rely heavily on proprietary software during public events, we may unintentionally advertise companies and ecosystems that are not aligned with this vision.

This is not about banning specific tools in daily work. It is about being mindful in public-facing contexts, where recordings and streams can reach a very wide audience.

In short: our events should reflect the same openness that we promote in our content.

What speakers and organisers can do in practice

These are simple, practical steps that anyone can implement to help align public events with Wikimedia values, without making organisation more difficult.

1. Keep the visual environment neutral

A nice Wikimedia sticker can be useful to hide the laptop producer, so to reduce the product placement of proprietary hardware brands.

• Hide or cover logos visible on laptops during streams and recordings.
• Avoid showing proprietary branding on shared screens when possible.
• If needed, use simple stickers or tape to cover visible logos.
• Start presentations in full-screen mode to reduce system interface visibility.

This helps avoid confusion about partnerships or implied endorsements.

2. Use free and open tools when possible

• Prefer a free operating system (such as GNU/Linux) for shared presentation laptops.
• Use an open-source browser such as Firefox instead of proprietary browsers.
• Use free and open tools for collaboration whenever possible.

This ensures consistency with the open infrastructure we rely on.

3. Share and access files in open ways

• Avoid relying on proprietary platforms like Google Drive for event materials.
• Prefer:
  • Nextcloud folders
  • Wikimedia Commons categories for slides and media
• Use open formats such as PDF for presentations

4. Use inclusive and neutral language

When possible, avoid naming proprietary tools in public presentations or materials:

• “spreadsheet” instead of Excel file
• “video call” instead of Zoom meeting
• “chatbot” instead of ChatGPT
• “presentation slides” instead of a branded format

This keeps the focus on the function, not the vendor.

Furthermore, for event organisers

• Inform speakers about the above guidelines and support them in implementing them.
• Provide a shared laptop with a free and open source operating system when possible.
• Ask community members if someone can volunteer a GNU/Linux laptop. Be sure to choose somebody who likes user interfaces :)
• Encourage presenters to minimise system UI visibility during demos.
• Offer support for participants who want help preparing a neutral presentation setup.
• If participants will (in order to participate in some way) be required to use a proprietary-software server or client, please inform them ahead of time, so that they are not given a sudden surprise.

A gentle closing note

This is not about perfection or strict rules. It is about small, thoughtful choices that help Wikimedia events better reflect the values of openness, collaboration, and shared knowledge.

Related articles

• Software freedom at Wikimania

External links and resources

• Iolanda Pensa (14 June 2023). "What we can learn from the world upside down at FOSDEM, the largest existing conference organized with open software (and you can even listen to the audio)". Wikimedia Diff. Retrieved 14 June 2023.