# Tech Walkthrough/ General Meeting November 7, 2020

## Agenda

* Status of Submissions
* Log: https://docs.google.com/spreadsheets/d/1aBD67iLQKMHkeYsuZE1A3an02If8M-UPw0c8uv9xChw

* Quick Review of Guidelines
* Presenter's Guidelines: https://hackmd.io/B3oYiTOgQCqM8lMVOTKIKQ
* Session Guidelines for Attendees: https://hackmd.io/Xq0IKunoT_2Mt9knII_i0A
* ~~This has already been copied to the website~~: https://pistangmapa.github.io/2020/programme/session-rules
* Duty Team:
* Session Director (SD)
* Can be MC in case OG MC disconnects.
* Full control of the session
* does the followme
* pins screens to MC and speaker
* plays youtube video
* Goes through the broadcasting checklist
* Master of Ceremony (MoC)
* One MC per session
* introduces the speaker
* reads the name, affiliation and abstract
* signal SD to play the video
* reads the questions
* facilitate the raffle during assigned
* [ ] To be decided on the next meeting
* worst-case scenario, duty crew alternate as MoC
* Tech Staff (TS1, TS2, TS3)
* TS3 - Social Media
* TS1, TS2 - Jitsi Meet
* checks if stream works
* accept/reject people
* how to respond to jitsi bombing?
* Scheduling (*part time, **pitch in when free)
* Day 1
* rk, cham, maning, feye, erwin, leigh
* Day 2
* rk, leigh, cham*, maning, marx, erwin
* Day 3
* rk, cham, maning, marx, erwin

* Recording Workflow
* Scheduling using tech form
* Confirming schedule
* Create meeting
* Provide meeting link to presenter
* Request Slide Deck
* Recording Session
* Introductions
* Quick jitsi walkthrough
* Check Video/Audio e.g. lighting
* Take 1-3
* Instead of chat, the TT crew can share their screen to show a timer from https://vclock.com/timer/which will be visible on the presenter's screen
* Download video for processing (clip and/or crop)
* Upload to Youtube (or temporarily stored in the Google Drive folder for batch uploads)

* Session Workflow
* Create Session on Jitsi (SD) -
* 1 session link per day
* Send links to registered participants (?)
Action items
* Update website based on hackpad updates - Eugene
* Draft email - comprehensive instructions to participants
* draft in hackpad
* content - schedules, protocols, meeting room link announcement
* Send email via ti.to monday (Nov 9) - erwin, cham or ben
* Day before reminder for each session link
* Start Session 30 mins before scheduled start (SD)
* anyone is welcome to join before the session
* enable lobby at 2 pm before the session starts
* Start YT stream (with PnM 2020 Splash S)
* Check simulcasts (SD, TS1, TS2, TS3)
* ~Admit registered attendees (TS1, TS2)~
* Not needed - we accept until 100 enters
* Check Names (TS1, TS2)
* Answer Queries Jitsi (SD, TS1, TS2)
* via jitsi chatbox only, no voice Q
* Answer Queries other channels (TS3)
* Session Proper
* Spiels and Introduction (MoC)
* Prepare outline (Nov 11)
* include COC
* Introduction
* Name, Affiliation, Title + Abstract
* Set followme (SD)
* Note Questions (SD, TS1, TS2, TS3)
* Live pad should be created (framapad)
* action item
* evaluate slido and propose in the next group meeting - RK
* agree on the plaform next meeting (hackmd.io, framapad, ahaslides)
* Put (Name/affiliation) - Question
* Arrange questions if necessary e.g. related(SD)
* Strike out answered (MoC, SD)
* Q & A (MoC)
* Read questions on pad
* Organizing committee to preview and post questions in case no questions will be asked by participants.
* State who asked the question
* Room management (TS1, TS2)
* Mute open mics
* Ask to rename etc.
* Note taking/logs (all)
* Stop recording (SD)
* Review Recording (SD)
* to take down notes for post-processing
* log possible immediate COC violation for editing
* COC person for the session
* announce the primary COC person at that start of the session
* other moderators essentially perform the same duties, for room management
* accepts complaints
* kickout participants in Jitsi
* post link to chat every start of session
* should be pro-active during the session
## TODOs
* MoC Spiels
* Break video loop - Cham
* add COC compliance
* Cham expressed interest in doing the paid post-conference video editing work.

## Program Gaps
What happens if the scheduled talk did not submit the video on time? - Programme
Options
* Break!
* ice-breaker activities
* impromptu talk aka lightning talk
* PR vids from sponsors (10 min) - Maning
* ask sponsors
* should be youtube channel

## Grab raffle
- 81 vouchers per day
- Organizers ineligible
- One voucher per person
- Sa jitsi lang pwede manalo
- Draft a mechanics
- random generator
- quiz type?
- sino nakablushirt
- online bring me
- incentive for questions
- Update existing guidelines
- incentive to engage social media

## YT videoplayback issues

- zombie video window - solution logout of jitsi
- if the person streams the audio mute if the person is talking
- people can unmute thmeselves
- anyon can share a video - solution kick them out
- we don't know who was sharing the video
-