# 2020-11-11 E-meeting
###### tags: `pnm20` `logs`

:::spoiler Meta
:::info
- **Date:** 2020-11-11
- **Agenda** (duration estimate: ~80-100 mins)
1. [Prelims](#Prelims) `5-10 mins`
2. [Agenda](#Agenda) `15-35mins`
3. [Summary of Action Items](#Pending) `5-15 mins`

- **Participants:**
- ?
- **References:**
- [Logs from previous meeting](https://hackmd.io/team/pnm?nav=overview&tags=%5B%22logs%22%5D)
:::

## Prelims
* chit-chat
* [x] Determine scribe: <span style="color:blue">rk</span>
* Call to order at 19:48 PST

## Agenda

###### lost & found

---

* ~~livestream meeting to an embedded page in website ==testing== with @sWSm16-ET6-teRIRvGencA ?~~
* Our account is not qualified for embedding livestreams (not enough subscribers, or watched hours).
* It can be embedded after the event.
* [x] Summaries, as of 11/11, 19:25
* [x] 662 registrants
* [x] received 12/14 videos recording
* [x] Other concerns
* [x] tees for organizers scheduled for shipping

### ==Urgent== concerns by Teams
* Programs
* follow-up with
* those who missed the deadline
* Missing videos
* Jeff McKenna
* Lloyd Lugtu Lumagbas
* Shall there be penalties for missing the deadline?
* From Marx's email
* `After consulting with the team, we would be amenable to receive your late video. However to be fair to other participants who sent their videos on or before the deadline, we cannot make any assurance that you will receive the incentives in full or on time, as a consequence of the late submission.`
* consequence for missing a deadline:
* [x] do a [telegram poll] for the exact amount](https://t.me/c/1401303507/1898) ==answer: 0%==

* Deadline for day 1 videos
* 📧 Inform Jeff and Lloyd that the deadline of videos is 3pm tomorrow
* 📧 Inform substitutes tonight
* 📧 Confirm with substitutes no later than 5pm tomorrow
* live workshop facilitators
* Facebook - live workshop
* Ministry of Mapping - Prerecorded videos
* Ben - live workshop
* PnM speakers
* opening
* [x] Who will do the opening for day 1?
* What do we want in the first fifteen minutes of the conference?
* Welcome people, rules, etc
* ==Eugene==
* Short talk + video of previous PnM
* closing
* Erwin volunteered for the closing (third day)
* What to do in case of no-shows/gaps in the program?
* Ben Hur after opening
* Should we use day 2 videos to fill in gaps in day 2?
* Decide by tomorrow.
* Technical
* crewing and assignments
* crew meeting?
* status of videos
* number of participants to be allowed in the live conference
* ask MC, duty crew to invite/share links to meeting room
* roles
* TS1 (CoC person)
* Give email address for CoC concerns
* TS? to email Jitsi password to presenters so they can get in
* Marketing
* pubmats for
* [x] presenters
* [x] programme
* sponsored posts for the event
* shirts expected by 27th November
* Admin & Finance
* Only 4/50 IAG applicants registered for the conference.
* IAG application form will close on 11/11
* There are 51 responses (including 1 dupe).
* ==Decide== whether to give out first tranche to all applicants, regardless of their registration status.
* per [IAG mechanics](/B1OCLD6SP), their attendance is the condition to qualify for the next tranche
* the IAG program was started before we agreed to have any registration
* IAG application closes at midnight 11/11
* ==approved== give 1st tranche to 53 applicants
> during meeting there were 50 applicants, but got additional 3 more afterwards. Following the spirit of this decision, 53 applicants are approved for the first tranche.
* closing it at midnight, 11/11
* re-open to help promote next conference day
* Sunday, 12nn
* Wednesday, 12nn
* Summary of funds on-hand

### Action Items
* [X] @seav : Follow up with Jeff and Lloyd for their recorded videos
* [x] @seav : Email FEF and TanawHorama that they may need to present on Day 1
* [ ] finalize [Voucher Giveaway Mechanics](/0k8qltNxRzOwtMkZOrr3Ig)
* [x] finalize [Session Outline & Spiels](/GZ5zmWLESrufAUEl6r6WXQ)
* [x] use [template](/qkWAqPsfSVG3TIRziovIlw) for MC's deck: [day 1](/qkWAqPsfSVG3TIRziovIlw)
* [x] finalize [Reminder message to registered participants](/Ra_o2s9IQzau2vu_5Fp0iA) - send via ti.to on 11/11 , after the meeting
* [x] reserve spots for presenters, don't fill the room to capacity
* [ ] Finalize and re-organize [Session Rules](/Xq0IKunoT_2Mt9knII_i0A) as conference guide to participants
* Pad currently embedded on the website at this URL: https://pistangmapa.github.io/2020/programme/session-rules
* [ ] Possibly bake as a static page by just transferring the Markdown source
* [x] choose Q&A tool - @rk
* [ ] ~~@rk to share about AhaSlides~~
* [ ] ~~hackmd~~
* [ ] ~~framapad~~
* [x] Google Docs @rk will setup the doc for day 1
* [x] @maning to contact sponsors for PR vids we can use during breaks or program gaps
* make sure it's in YT or ask for permission to upload a copy to YT (to be removed after the conference)
* [x] See [sponsors' PR vids section in List of YT videos for the conference](/FDlTw4M6RuSQoI3JDE3yug)
* email sent waiting for sponsor response.
* [x] Review [Attendance & Feedback Form (draft)](https://forms.gle/Uu1Fkjrem66xTWmD7) for inputs
* [x] ask permission to reuse anonymized data elseswhere
* [x] finalize and create separate pad for duty crew assignments, protocols - @marxt
* hijacked, pad started by erwin here: https://hackmd.io/KbQLe0NuQsOgb_hPEd6xog?both
* [ ] Collect questions from core volunteers who've already watched the vids, as starter questions for Q&A
* [x] What is the consequence for presenters who submit late recording, and their incentives?
* [ ] see telelgram poll
* [ ] other pubmats due tomorrow morning @fVTivWjVQfec8ekROHvadA
* [ ] Sponsors' Video Reel
* [ ] Daily Duty Crew pubmat
* [ ] PnM20 organizers pubmat (by team?)
* [x] Decide: registration page link
* ==keep registration open until 27th==

## Pending