Public session organising process

# Public session organising process Last updated: 2023-07-27 URL for this page: https://hackmd.io/@investinopen/public-session-organizing URL for this site: https://hackmd.io/@investinopen/how-we-work ## What is this? An internal process for IOI staff who would like to organise an online public session, e.g. a community listening session. *Status: This process has now been revised thanks to team's input - we can put this into action.* ## Who should use this? - IOI staff member who is organising a call ## Timeline ### 6-8 weeks ahead - Work with Engagement Lead to draft a communications plan to identify the aims, audience, and key messages of the session - IOI's communication plan template be be viewed and used from CS&S's Google doc template gallery. - **Identify any external speakers/facilitators** that we would like to involve in this call, and send invitations. Aim to confirm all external contributors at least 4 weeks before the call. - Identify whether an honorarium would be offered to speakers - see our [honoraria policy](https://hackmd.io/@investinopen/honoraria) and consult our Executive Director - **Identify date(s) and time(s) for the call(s)** - If the target audience spread across the world, we advise to organise at least 2 calls to cover all time zones. - Pay attention to major holidays, academic calendars and event clashes, both for the comms period (within the month before the event) and for the event itself. - If external contributors need to be involved, then schedule the calls taking into account their availabilities info. ### 4-5 weeks ahead - **Confirm with all external contributors** - If needed, ask for a headshot and bio that we can use the communcation copies - If it is important that they co-create the event, schedule a preparation call. - **Set up the call links and registration** - Alternate hosts should be identified in the case the designated host isn't available. - Recording and dissemination of artifacts policies should be set and socialized with participants. - For most public calls, require registration to participate. This allows registrants to get email invitations that they can easily add to their calendars. - This is now done via CiviCRM. Please ask Emmy/the Engagement Team for additional guidance. - Enable waiting room - Add additional optional demographics questions to registration page, e.g. Job title, Organization; you can also add custom questions, e.g. How did you learn about this event? - Consider enabling Otter.ai-powered live automatic transcription for accessibility - Log into your Otter.ai account. On the homepage, click the arrow next to "Record", select "Schedule Zoom Webinar" on the dropdown menu - Fill in your event details, you will then get a set of streaming details (Streaming live URL, stream key, etc) - In your Zoom event settings, in the "Live Streaming" panel, select "Configure Custom Streaming Service". - Copy the streaming details from Otter.ai into the corresponding fields in Zoom. - **Set up the post-session poll** with the following questions. Respondents can choose between "Strongly agree", "Agree", "Neither agree nor disagree", "Disagree", or "Strongly disagree" for each. - 1.The material presented was useful and aligned with my interests. - 2.The technology tools we used in this session allowed me to meaningfully engage in the experience. - 3.I was engaged and involved in this session. - 4.I was able to adequately engage with the speakers and my fellow participants in this session. - 5.I’m interested in attending a future Community Discussion. - **Review the communications plan** - **Start writing a facilitators' document** - This is a run of show, and should at a minimum lay out the agenda for the session, the roles of hosts, facilitators, and presenters, and the general flow of the session. ### 2-3 weeks ahead - Send external speakers a list of important logistic information - Emmy will execute the Communication plan - If using a collaborative gDoc during the call to collect questions and attendees info, prepare the gDoc; - If there are slides used in the call- it's advisable to share links to them on the gDoc. ### 1-2 Days before - **Send reminder emails to external contributors**: you should include the time, date and zoom link of the event, and a link to any facilitators' notes, so that they can check it beforehand. - Please remember to put them in bcc. ### 1 Hour before - Download all the registrants data from Zoom - Send all registrants a reminder email; put all registrants in bcc. ### During the session - All hosts, co-hosts, contributors should join 10mins ahead of the session for the tech check; ask them to unmute and test sound. Address any questions that they haven't responded to via email (e.g. recording permissions); or their names' pronunciations. It's also good to ensure that all hosts and contributors can see the Facilitators' docs and shared gDoc. - When ready, admit attendees in the waiting room. As attendees join, paste the link to the shared gDoc in the Zoom chat multiple times. - Start the call: remind everyone to turn off their cameras if they'd like to not appear with their faces on the recording BEFORE you start recording. - Follow the Facilitators' notes: read the housekeeping rules, introduce external contributors, etc. ### After the session - Ensure that Otter.ai finishes processing transcription file prior to disconnecting from Internet - In shared notes doc change permissions to View only add recording materials and transcription file to shared Google drive - Store transcript and recording in appropriate folder in shared gDrive - Thank external contributors individually through email/on the call! - **Recording**: Download the recording from Zoom, and upload it to the IOI YouTube account - Please see [this page](https://hackmd.io/@investinopen/video) for additional guidance on sharing recordings to IOI's YouTube account - Publish with CC BY 4.0 license - Write a short summary of the event - Post it on the IOI blog with the recording embedded - Share a link to the blog with all registrants of the call. --- ## Acknowledgement This workflow is inspired by Open Science Community Delft's [open science coffees organising workflow](https://github.com/osc-delft/ideas-and-plans/tree/main/open-science-coffees) (CC BY 4.0) and eLife's [communication plan template](https://docs.google.com/document/d/12Q33iR1QkNGo1tD7UbYU3VobNQjLPIzC0uxs71rtLX0/edit). --- ## See also * Archived copy of this page (via the Internet Archive's Wayback Machine): https://web.archive.org/web/*/https://hackmd.io/@investinopen/public-session-organizing --- This page first published: 2022-03 ###### tags: `process` --- <a rel="license" href="http://creativecommons.org/licenses/by/4.0/"><img alt="Creative Commons License" style="border-width:0" src="https://i.creativecommons.org/l/by/4.0/88x31.png" /></a><br />This work is made available under a <a rel="license" href="http://creativecommons.org/licenses/by/4.0/">Creative Commons Attribution 4.0 International License</a>. Users are free to share, remix, and adapt this work. (Please attribute [Invest in Open Infrastructure](https://investinopen.org/) in any derivative work).