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 (? 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
• …

Category:To Be Reviewed‏‎