Conference Notes, Issues, and Concerns

--- description: feedback and notes from the actual conference tags: pnm20, feedback --- # Conference Notes, Issues, and Concerns ## Day 1 ### COC - [x] We received one by email, but its a false positive. User is asking for the attendance link ### Technical * [x] Disconnecting live stream within Jitsi * We're aware of this intermittent issue, and we've found no resolution from it from 8x8 support. To resolve, the SD (or any TS admin) has to immediately restart the livestream. * Happened 7x on day 1. No deal breaker, but annoying * TIP for SD/TS: Keep the stream key handy (on a separate app?) so that it's possible for you to switch, copy and paste the key in Jitsi as soon as you hear the dreadful "livestreaming has stopped" announcement. * [x] Frozen YT window, couldn't stop the playing video. * Solution: switch to tile mode, select another user, go back and select the youtube window and let it play. Now go to settings to stop the video, and then load the next one. * This happened once * Another solution is to log out log in * 4 or so, people experienced this * [ ] Faint audio * No good solution. Recommend subscribing to YT channel and watching the video with headsets. * [ ] recommend headsets in email reminder for participants * of course, it's possible to post-process submissions, IF we have the cycles for it. * Check if possible on YouTube Studio * Check how to do this offline * [x] Livestream delay from Jitsi to YT stream * between 5-7 seconds. This is normal with streaming services * [ ] at most we had 65 people in the jitsi meeting room * noticed no deterioration in quality of audio and video * we could up this to 85 (including duty crew, 15 is buffer for presenters with room passcode) * selecting the speaker from the sea of participants could cause some delay for the Q&A. MC should be aware of this, and prepare spiels * UI for admitting attendees can get stuck sometimes @rk * Noisy, open mics * Tip for SD: After loading a video, and before playing it, mute everyone. Also, SD's device is on mute throughout the program. * No significant incident except SD's machine getting kicked out * The SD's device was kicked out by an admin (while SD was on break) because it was claimed the machine was the source of some noise (people talking?) * ==Muting everyone (the room was on break anyway), is the desirable action for an admin or mod==. > After the machine was kicked out, they realized it wasn't that machine that was the source. This resulted in a slight delay for the SD because it had to login again, re-config setup, queue the videos again. Looking back, the admin who took over should have remained SD instead, until the next break. [name=erwin] * Choosing a speaker's screen during Q&A is slowed down by searching through a sea of username initials for an active audio indicator to choose from. Ideally helpful if speaker has an activated webcam, because that will show an image. * Ask MC to encourage the speaker to share their webcam * this looks better than an empty screen (that's why it's preferable for the MC to screen share the MC's deck for the speaker's pubmat) * ==easier to find the right user in tile mode== * a TS can send a private DM to speaker to remind them that when it's time for their Q&A, it's alright to share their camera, if that's agreaable for them. * [x] Youtube livestream * It's a good thing that we didn't get to embed the livestream to the conference website, the live chat feature is not possible for embedded videos. * Passcode must be set 4-6 hours before the conference, and the speakers need to be emailed about the passcode so they can enter without having to be screened * I used the Pista ng Mapa account to occupy and lock the room until 13:00, and login with my normal account for SD functions > ==I can take care of the passcode setup and PnM account as occupant, sharing the stand-by slides next time. SD can use their own accounts to login.[name=erwin]== * 30 minutes before the confence, no lobby necessary * may enable lobby during breaks, otherwise keep disabled * the knocking participants annoyingly hinders access to some parts of the UI * [ ] There were comments about Jitsi chatbox content not being streamed to YT * [ ] should we publish the Jitsi chatbox log? I'm not sure if chatbox is accessible * [x] there was no instance that an MC needed any mod rights * [x] internal telegram chat was very well used, but try to remind the duty crew to minimize extraneous chat ### Operations * Confirmations on: * Playing of recorded videos * Video switching * Youtube stream * Did MC encounter issues sharing their screen? Clarify with Jikka * It's better to have the pubmat of the speaker visible during Q&A or intros * ❗Intermittent issue in Jitsi, some in-room users don't see it. On YT, it shows up correctly. * Helpful for SD to have another device (I had another viewing YT stream), where I can see that Jika was showing her deck. In Jitsi, her screen didn't show anything. * 💡 Designate someone else to share the screen * Tentatively TS1 * For MCs, review name pronounciations before conference start * Jiri is "yiri" * "BNHR" acronym, Ben Hur /bɛn/ /həˈɹ/ not /hoor/ * "MapAmore" is /mæp/ /aˈmo.re/ * 💡 Use 1 hour before program start to brief MCs * [x] Is there a need for a longer time to fill-in the attedance form? * Currently: 30 minutes 90-something respondents, 4 extension requests * The flash giveaway was a convenient way to distribute schwags * 5 minutes, right before the long break * it worked during the lull period, low number of in-room, and YT participants * The participants liked the shoutouts * ❓ Who is qualified for the giveaways (q&a) @feye * Hard to identify who asked a question * [ ] Update mechanics for who is qualified to receive Grab vouchers * Remind participants to avoid disclosing PPI. Use ticket numbers instead * Duty crew composition changed * Leigh ended up mostly managing YT, Cham focused in SocMed, while Feye and Eugene helping out in the chatrooms of YT and Jitsi * RK assisted in *reviving* the livestream recording, and contributes in the chatboxes * whoever tries to do the same thing, after it's been activated will get an error notification on their screen, identifying the username who managed to re-activate it. * [x] The duty crew can easily monitor the live chat in YT, without the video screen * use `youtube.com/live_chat?v=TwXSQnlOohs`, replace the value of the id with the correct one for the livestream * [x] Replace is.gd shortcut links with bit.ly, some users reporting DNS-related issues c/o @fVTivWjVQfec8ekROHvadA * [x] alreay done by erwin ### Others * I didn't notice any disruptive behavior in Jitsi, or 8x8. Some Qs got repetitive thou, so TS could have frequent links/blurbs they can copy & paste * the most frequent question had to do with attendance * Jitsi vs YT stream * for contests, or when choosing questions MC must be mindful of the delay and accomodate the YT users * when people cannot join the Jitsi room, it must be emphasized the experience is almost similar, and questions or feedback will be addressed the same way * How to accomodate sponsors who want to join the Jitsi room? * easiest: give a passcode -- but it could be re-shared * screen for their names when lobby is enabled -- too time consuming for the duty crew * Most of the videos were actually shorter than expected, but it seems that more time should be allocated for Q&A in future online conferences. * at the end of the day, we went overtime by about 5 minutes * need a better way to collate questions. The TS crew ends up doing much of the copying Qs, switching betweeen chatboxes, and not users themselves * Proposal for day 2 and 3: Flip the webinar * Release the videos early (Wednesday night?) * So people can view them at their own leisure * Shorten the webinar to two hours * Focus on interactive activities * Q&A * Shoutouts * Raffles * Sponsor talks and workshops * To fulfill sponsor commitments * ⬆ Upsides * Easier for everyone involved * MCs can maintain their energy throughout the show * Easier for viewers as they can view at their own pace * Easier for tech team to focus for two hours * Optional: Socials ## Day 2 ### Pre-event * MC Jikka, 130-5, Marx 5-5:30 , * Grab give away: * remind the participants to register and use the question format * ### Technical * [ ] Eng. Voltaire had difficulty with their audio throughout their Q&A * we could've asked questions through the chatbox * [ ] Closing Jitsi to the public allowed TS to focus on YT, and be more responsive the participants there * there were still some queries about how to get in, but no one insisted * ### Operations * [x] :boom: Marx did a great job as MC replacement! > "Johnny Midnight" daw [name=erwin] * Thanks to Nalie & Leigh for replacing Jikka at a very short notice. * Viewership peaked at 110 concurrent users (14:00-15:30) but averaged at 60-75 throughout the rest of the program. * As of 11/22, livestream recording has 829 views. * This stream got 1 dislike, if that matters to any of you * Day 1 now has 1,461 views * [x] there are no CoC issues reported during the event * [ ] Did bit.ly link fail, or was it Google Forms? * [ ] We have 82 people who filled-in the attendance roster * [ ] includes 8 people who emailed to say that they failed to fill-in the attendance, and were manually added to the attendance roster * last week, we had 96 respondents to the form > N.B. 96 is higher than expected, when average viewers during livestream is 60-75 * [ ] Giveaways * [ ] Top-up for Internet Access, 27/30 completed - [ ] 27 participants received their top-up on 11/21 - [x] 3 numbers failed to top-up, waiting for email response from the participants. Offered to send credits to e-wallet, or alternative numbers. - [ ] Grab Food Voucher ### Etcetera ## Day 3