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# System prepended metadata

title: Ops Briefing

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# Ops Briefing

## General

-   Everyone to be on standby during key timings (highlighted in the next sections)
-   We will be using this [spatial.chat link](https://spatial.chat/space/wth2021a) as our HQ.
    -   This link will be used for the judges' preparations on Day 2 as well.
-   Another reminder to update your slack profiles to include [Organizer] Role so that everyone could be identified.

### Roles and Responsibilities

-   Standby on Slack and Spatial.chat HQ in case participants have any qn regarding the hackathon.
-   Manage the spatial.chat rooms to make sure participants behave.
## Day 0 Preparation

### Programme & Logistics (OIC: Filbert)

-   Preparing for Zoom setup for the sessions (IC: Diya)

    -   Includes managing hostship to rec speakers.
    -   Manage no of people to help admitting.
    -   Name format of the speakers / org comms.
    -   Requested for Zoom link at 3.30 pm later.
    -   To enforce the Presentation - Speaker format on Zoom.

-   Prepare the spatial.chat spaces for the participants (IC: Zhi Yi)
    -   For Ocomm's HQ
    -   Spaces for participants to setup their exhibition booths (IC: Ferry)
    -   Space for judge's briefing on day 2 right before the exhibition (same time as the participants' setup).
    -   Note that there are 3 links -- one for the HQ and judge briefing, 2 for the participants (split into 2 cats according to the judging)

### Design & Publicity (IC: Arissa)

-   We are working with Productions to churn the event coverage.
-   Since most of the events will proceed via Zoom / Slack / Spatial.chat, contents may not be dynamic.
-   We will request participants (who are willing) to record themselves when making the prototype!
-   The exact details will be discussed further in a separate meeting ltr.

### Judges and Sponsorships (IC: Yuhui)

-   Reminders for key timings for judges and recruitment speakers.
-   Sending the zoom links to the judges & recruitment speakers.

### Automation (IC: James)

-   Setup DB and activate Slackbot
-   Prepare lists of participants by categories
-   Any necessary things to do for devpost?

### Fabbers (IC: Kenneth)

-   Create a spatial.chat space for participants to consult difficulties encountered with hardware assembly, etc.

## Day 1

### Programme & Logistics (OIC: Filbert)

-   Setup Zoom for the sessions (IC: Diya)
    -   Day 1 Opening Address
    -   Includes managing hostship to Indeed rec speaker.
-   EOD: Note the teams' distribution in problem themes for spatial.chat spaces setup.

### Design & Publicity (IC: Arissa)

-   For both of the days, collate and filter the videos that could be posted on IG.
-   Work with productions on this.

### Automation (IC: James)

-   Update participants' category lists and submissions from Devpost.
-   Mention during opening briefing and slack that if they want to change to other problem themes.

### Fabbers (IC: Kenneth)
-    Manage the virtual fabberspace on spatial.chat


## Day 1 Debrief & Day 2 Briefing

* Get the list of participants & groupings based on category.
* Go through the flow of exhibition and judging
* Setup for each spatial.chat space (fill in the team names)
* Tomorrow's roles and responsibilities
* How to encourage ppl to submit vid
    * Plan: keep reminding people to submit the hacking snippets.
            if no one submits, we just include the participants'                   submissions into the montage.
    * Take screenshot during judging, ask everyone to turn on camera.

## Day 2
* List of teams based on category
* Duty roster for exhibitions.
* Populate the list of participants based on rooms.
* Rename the additional room to "waiting room".
* Disable everything in the "waiting room".
* Highlight in the briefing w a screenshot to show them how to get to the room.
* During exhibition setup, everyone can do everything
* 5 minutes before exhibition setup ends, change permission to only allow chat.
* During exhibition, we will promote the current team that's sharing.
* Remove passwords after judging is done.
* 2 pm can start looking through the submissions on devpost.
* Go to zoom to setup first before inviting all back in for prize presentation.


### Programme & Logistics (OIC: Filbert)

-   Setup Zoom for the sessions (IC: Diya)

    -   Day 2 Morning Briefing (9 am)
    -   Day 2 Exhibition and Judging (2 pm)
    -   Note that everyone will be joining back the same zoom link for prize presentation.

-   Spatial.chat Setup (OIC: Filbert)
    -   Add people to the respective rooms in slack channel (IC: Ferry)
    -   Remove the groups that did not make submission and add the groups that haven't been assigned to a particular room yet (IC: Chun Hui)
    -   Prepare the links for the participants according to their groupings (IC: Ferry)
    -   Brief the participants about how to setup for their exhibition (IC: Filbert)
    -   Separately, brief the judges about the judging process (Zhi Yi, James)
    -   Once the judging process is over, participants can go around until an announcement is made to go back to Zoom. Announcements will be made by Filbert and Chun Hui in the respective spaces.

### Automation (Judging) (IC: James)

-   Make sure judge slackbot functions before judging starts.
-   Ready to fetch the leaderboards once judging ends.
-   James and Filbert to go to the "Judge Room" to deliberate about the results.
-   Rest of Core comm to deliberate on the mini categories to deliberate for these results.
    -   Hardware hack: Kenneth
    -   Design hack: Arissa
    -   Green hack: Zhi Yi
-   Remaining comm members to keep a lookout of the spaces.
-   Update winners on Devpost.