---
# System prepended metadata

title: 'Tech Walkthrough/ General Meeting November 7, 2020'

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# 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
- 