# VSF Organizational Meeting 6 Oct 2020
Present: Daniel, Anton, Evert, Eliska, Babak, Valla

- Speaker's corner update
- Now when meetings are reserved they are posted on the website.
- We cannot make people host in advance, but we can give them a host key, which they can claim after joining the meeting.
- The bot will check if there is a meeting scheduled and will allow joining the meeting before host, if more than one meeting is running (or two if that is the limit) will stop the other one. Anton finalizing the code.
- Anton created a new [issue](https://github.com/virtualscienceforum/virtualscienceforum/issues/179) about the speaker's checklist. Let's tell them upfront they can approve the reconding before publication, and that it can be edited.
- Automatically editing the videos is more challenging than expected, but it's a problem for later.
- Create an integration to automatically post talks on researchseminars.org [issue]
- Debriefing on anyons mini conference
- Overall went well
- Steve was using Linux and had some problems with screen sharing (but he wasn't using the most common distribution).
- Estimated total preparation time: lot of emailing and preparing documents for the panel, probably in total around 10 hours.
- What could be optimized: a shared google document was used to communicate with the panel. The chat is not very easy as it tends to get really crowded during the meeting. That worked well. It worked well, but an environment where people can comment on other people's questions might work better. It would be great if we could have a commenting platform on our page. We could also use it for the discussion to go on after the conference.
- Questions via chat worked well for time-keeping and also provided a lively chat discussion
- Valla and Babak will write some notes particularly regarding the panel discussion that can be generalizable for other events.
- Focusing on a single topic worked really well.
- Few speakers helps justify selectivity.
- That said, choosing people from a single topic has potential for conflict.
- Update on Brian's colloquium
- Valla will chair
- Natalia Ares has accepted for 28th October
- Deji Akinwande has accepted for 9th December
- Nov 25 is before thanksgiving, might have negative impact
- One good person to invite could be Andreas Wallraff or Jennifer Cano (Babak to invite for the 11th) or Allan MacDonald
- Any other businness
- APS March meeting will happen online.
- Next chair
- Babak