MusicBrainz Summit/Task Sheet: Difference between revisions
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== Prepping == |
== Prepping == |
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* Create wiki page |
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* Agree on dates, once the GSoC mentor summit dates are known |
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* Help new participants to prepare for their journey (tickets, visa) |
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* |
* Book accommodation |
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* Announce summit on comms channels |
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* … |
* … |
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* Getting food at the office |
* Getting food at the office |
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* Booking restaurant table |
* Booking restaurant table |
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* Taking notes (or can be taken from the stream after) |
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* Setting up video live stream and recording |
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* Taking notes |
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* Mapping the gelato parlors |
* Mapping the gelato parlors |
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* … |
* … |
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== Livestream/multimedia == |
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Do a test stream the day (or days) before. Check streaming, video, audio, and microphone. |
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Doing everything via Zoom works best - let Zoom handle the YouTube stream as well. |
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=== Setup === |
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* Pre-schedule zoom meetings on Rob's paid Zoom account |
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** One meeting for each day |
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** Settings: |
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*** [https://support.zoom.us/hc/en-us/articles/360028478292-Livestreaming-meetings-or-webinars-on-YouTube Enable YouTube streaming] |
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*** Enable passkey (not waiting room) |
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*** Enable recording |
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* Dedicated computer/laptop for streaming/zoom |
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** Connect main speakers + microphone + camera to this ''one'' computer |
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** Needs enough free HDD space (3gb+ per day) |
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** Ideally it has two screens to monitor the stream + the chat |
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** This computer will host + stream + record the meeting |
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* Set up a second computer + projector to project presentation onto a wall/whiteboard |
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** muted and volume off |
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** This computer logs into Google Drive, summit@metabrainz.org account |
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*** Everyone shares their slides with summit@metabrainz.org |
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* Optional but ideal: |
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** Camera/s covering the audience (phone is fine) |
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** A second projector for chat + remote participants, to project on a wall |
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* Do a test stream the day (or days) before, test all audio. |
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* ... |
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Do a test stream at least the day before, test video, audio in and output. |
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=== On the day === |
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* Turn on main computer |
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** Start meeting (muted) 1 hour ahead |
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** Start YouTube stream |
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** Re-test everything |
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*** Check the zoom + YouTube stream from another device (e.g. phone) |
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| ⚫ | |||
** Connect to Zoom meeting for the day |
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** Make sure the slides are accessible and you can share screen |
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* Turn on any other cameras (e.g. crowd cam), connect to Zoom meeting |
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* Turn on the attendee/chat projector (if you have one), connect to Zoom meeting |
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* Re-share links to appropriate channels/say that we are live |
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* On main computer |
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** Test right clicking displays and setting 'spotlights', for what everyone can see |
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* ... |
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== Closing == |
== Closing == |
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* |
* Edit videos with time stamps (every evening, or after summit) |
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* |
* Write meeting notes |
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* Post meeting notes on forum/blog etc |
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* Turning those into actionable tickets |
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* Create actionable tickets from notes, where needed |
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* … |
* … |
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Latest revision as of 20:52, 3 October 2023
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
- …
