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 (? maybe not, can also be taken from the stream after) |
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* Setting up video projector |
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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, test all audio. Again before the stream/start it an hour early. |
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Only zoom - no OBS etc. It can fall apart once a room full of nerds are sitting on WiFi. |
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* Pre-schedule zoom meetings on Rob's paid Zoom account |
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** One for each day |
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** Enable YouTube streaming |
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** Enable passkey (not waiting room) |
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** Enable recording |
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* Make sure there is a dedicated computer/laptop in the room for streaming/zoom |
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** Connect speakers + microphone + camera to this ''one'' computer |
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** Needs a lot of HDD space to save the recording |
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** Connect |
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** This is the only computer in the room that is unmuted + volume up |
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** Ideally it has two screens to monitor the stream + the chat |
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** This computer will host the meeting |
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** This computer will record the meeting |
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** Someone monitors this computer and can the 'spotlight' on various participants as needed (for everyone + livestream) |
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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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* ... |
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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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Revision as of 17:10, 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 (? maybe not, can also be taken from the stream after)
- Mapping the gelato parlors
- …
Livestream/multimedia
Do a test stream the day (or days) before, test all audio. Again before the stream/start it an hour early.
Only zoom - no OBS etc. It can fall apart once a room full of nerds are sitting on WiFi.
- Pre-schedule zoom meetings on Rob's paid Zoom account
- One for each day
- Enable YouTube streaming
- Enable passkey (not waiting room)
- Enable recording
- Make sure there is a dedicated computer/laptop in the room for streaming/zoom
- Connect speakers + microphone + camera to this one computer
- Needs a lot of HDD space to save the recording
- Connect
- This is the only computer in the room that is unmuted + volume up
- Ideally it has two screens to monitor the stream + the chat
- This computer will host the meeting
- This computer will record the meeting
- Someone monitors this computer and can the 'spotlight' on various participants as needed (for everyone + livestream)
- 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
- ...
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
- …
