MusicBrainz Summit / Task Sheet
Cette page n’a pas été vérifiée par l’équipe de documentation (plus d’information).
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
- …