MusicBrainz Summit/Task Sheet

Every summit we keep forgetting about random tasks and volunteers are lost about what to do. This page is an attempt at listing tasks needed for running a summit.

Prepping

• Create wiki page
• Agree on dates, once the GSoC mentor summit dates are known
• Help new participants to prepare for their journey (tickets, visa)
• Book accommodation
• Announce summit on comms channels
• …

Running

• Collecting sanitary requirements of the moment (autotests, masks, diving suits…)
• Receiving attendees from the aerobus and shuffling them to their lodgings
• Getting food at the office
• Booking restaurant table
• Taking notes (or can be taken from the stream after)
• Mapping the gelato parlors
• …

Livestream/multimedia

Do a test stream the day (or days) before. Check streaming, video, audio, and microphone.

Doing everything via Zoom works best - let Zoom handle the YouTube stream as well.

Setup

• Pre-schedule zoom meetings on Rob's paid Zoom account
  • One meeting for each day
  • Settings:
    • Enable YouTube streaming
    • Enable passkey (not waiting room)
    • Enable recording
• Dedicated computer/laptop for streaming/zoom
  • Connect main speakers + microphone + camera to this one computer
  • Needs enough free HDD space (3gb+ per day)
  • Ideally it has two screens to monitor the stream + the chat
  • This computer will host + stream + record the meeting
• Set up a second computer + projector to project presentation onto a wall/whiteboard
  • muted and volume off
  • This computer logs into Google Drive, summit@metabrainz.org account
    • Everyone shares their slides with summit@metabrainz.org
• Optional but ideal:
  • Camera/s covering the audience (phone is fine)
  • A second projector for chat + remote participants, to project on a wall
• Do a test stream the day (or days) before, test all audio.
• ...

Do a test stream at least the day before, test video, audio in and output.

On the day

• Turn on main computer
  • Start meeting (muted) 1 hour ahead
  • Start YouTube stream
  • Re-test everything
    • Check the zoom + YouTube stream from another device (e.g. phone)
• Turn on computer + projector
  • Connect to Zoom meeting for the day
  • Make sure the slides are accessible and you can share screen
• Turn on any other cameras (e.g. crowd cam), connect to Zoom meeting
• Turn on the attendee/chat projector (if you have one), connect to Zoom meeting
• Re-share links to appropriate channels/say that we are live
• On main computer
  • Test right clicking displays and setting 'spotlights', for what everyone can see
• ...

Closing

• Edit videos with time stamps (every evening, or after summit)
• Write meeting notes
• Post meeting notes on forum/blog etc
• Create actionable tickets from notes, where needed
• …

Category:To Be Reviewed‏‎