---
description: notepad for technical team
tags: pnm20, tech
---

# PNM20 - Technical Notepad

## Overview
As a conference that purport to promote Open Source tools, the conference platform should consider viable FOSS tools first.

**What is needed?**
A reliable, easy-to-use conferencing platform that provides adequate presentation, management, and security features for all users -- moderators, presenters, and viewers.

## Platform Options
> spreadsheet feature comparison [here](https://docs.google.com/spreadsheets/d/1wTA-HdjJn7h8DIb8nvPAXq8mE9Hy6tGa_Gjiw3o97oQ/edit?usp=sharing)
### Conferencing
- [Big Blue Button](https://docs.bigbluebutton.org)
:::spoiler details
- Apart from the high degree of control allowed for moderators/presenters, I like the option where we can have a ["stage"](https://t.me/c/1401303507/987) to display the event and sponsors logos
- live-streaming via OBS. More [here](https://lab.sub.uni-goettingen.de/fun-with-big-blue-button.html)
- according to initial review of service providers, to host an instance for 30 days, this would cost us in the ff range:
- [USD 150 - 100 concurrent users, 5 webcams, with unlimited hours and unlimited recording storage](https://distancelearning.cloud/)
- [USD 125 - 125 concurrent users, 16 webcams, 100gb storage ](https://www.bigbluemeeting.com/#shared-hosting)
- [USD 80 - 100 concurrent users, 160gb storage, available network node in SG or JP](https://www.webhostingzone.org/solutions/bigbluebutton-hosting.html)
- boot-strap our own
- [minimum requirements](https://docs.bigbluebutton.org/legacy/11install.html#minimum-server-requirements) - c4.xlarge on aws
- recommended requirements --> 2xlarge on aws ~ 150 usd per month
- Allan Mustard, OSMF board chairperson, agrees that we can use the BBB instance maintained by OSMF for our November conference.
- Features: 100 pax, concurrent users, video recording
:::

- [Jitsi](https://jitsi.org/)
:::spoiler details
- Easy to use, limited control features
- has Video-recording option
- [performance evaluation](https://jitsi.org/jitsi-videobridge-performance-evaluation/)
- <span style="color:red">inadequate controls for moderating content, preventing hijacking, preventing vidcam spam</span>
:::

- Zoom
:::spoiler details
- paid! possible access thru
- UP TCAGP
- FEF
- gold standard
- breakout rooms
:::

- Webex
::: spoiler details
- paid! free for 100 users
- [pricing](https://www.webex.com/pricing/index.html)
- <span style="color:red">inadequate controls for moderating content, preventing hijacking, preventing vidcam spam</span>
:::

- [OpenMeetings](https://openmeetings.apache.org/)

- [gather.town](http://gather.town/)
:::spoiler ReadME
- **What is it?** Gather.town combines video-calling with a 2D map, letting you walk around and talk to the other people close to you. You can walk in and out of conversations, just like you would in real life. This would also allow multiple groups to hold multiple conversations in the same virtual space.
- **What problem is it trying to solve?** One of the best parts of conferences is the hallway track. The serendipity of running into friends and meeting new people. This is rather hard to do with Zoom and other conventional video conferencing software. Sure there are breakout rooms but it still feels artificial and there is no sense of space.
- Sample use-cases
- **Socials** This can simulate an e-numan better than zoom can. People can break off into groups depending on what they want to talk about and then merge into the bigger group as needed.
- **Tapok tapok** Facilitators can stand on their designated areas while attendees can roam around the virtual room to look for like-minded people.
- Pros
- Gives a sense of space (and the interface is a map. This is Pista ng Mapa after all 😉)
- Conversations are more organic
- Cons
- Yet another platform
- Free tier is limited to 50 people. Cheapest plan for the paid tier is $1 per person for 2 hours.
- Desktop only
- Recommendations
- Use it for socials, not for the main event. Something akin to the socials with had at the first Pista ng Mapa.
:::

- Multi- live-streaming to YT and FB at the same time
- use OBS
- requires very good computer, with very good internet bandwidth
> from wemap experience with Paul24, where he claimed he had "broadcast grade" Internet access, but crashes still occurred with their computer. [name=erwin]
- plus staff cost
- use commercial services
- ReStream
- Castr (USD 9.99/month)
- no branding
> sounds like a better deal than a dedicated staff with a powerful PC, and reliable internet with huge bandwidth
>
> discuss options:
> 1. stream to both YT, FB at the same time;
> 2. stream to just FB, or just YT, not both and use YT (or other platform, for post-conference video storage)
>
>
> may still need OBS?
> not with https://github.com/aau-zid/BigBlueButton-liveStreaming , to stream a given BBB Meeting to an RTMP Server. [name=erwin]

### Long-term storage
- archive.org
- Open Tube (Peer Tube instance)
- YouTube

---
## Workflow

### Pre-conference
- Testing, benchmarking
- rehearsals (optional) / recording
- platform introduction
- testing audio/video
- presentation run thru
- speaker guidelines
- from RK: applicants should upload/submit 1 minute video to test their setup, lightning,etc.
-
### Conference proper
- Manpower requirements
- Technical sessions (1-3 pax)
- moderator / tech support
- 1-2x tech support
- Workshops
- After the intro, where moderator and/or presenters webcam is shared, all webcams are disabled until the start of the live Q&A session
-
### Post-conference
- on editing videos after the conference
- market is currently *competitive* so the projected price can be decreased may be lower.

### Call for members, planning team

- ✋🏾 maning
- ✋🏾 rk
- 🖖 erwin

#### Meeting

##### 9/5 action items
- next gen meeting, ask participants to login with two devices (for stress testing)
- action items
- come up with platform requirements docs , deadline due 12th Sep. feedback for group due on 19th Sep
- determine features from Zoom webinar if doable in BBB
- setup stress testing event after general meeting (e.g. work with Mapbeks, or WeMap session) for recommended platform
- re workflow. come up with guideline/workflow for pre-conference, recording, due by 19th Sep
~~- RK, to come-up with write-up for his idea about tapok-tapos/breakout rooms due on 6th Sep~~ done!
~~- Marx: video editing prices~~
* Prevailing rates canvassed ranges from 250 to 1000 php per output hr.

---

# Guidelines

## Platform considerations
* based on demographics from the IAG,
* 80% of participants will use smartphones
* majority are tech literate, 18-24yo
* 57% identify as male

## Pricing
| № | 1 | 2 | 3 | 4 | 5 | 6 | 7 |
|------------------------:|-----------|-----------|-----------|------------|---------------|--------------|--------------|
| plan | Zoom Pro | Zoom Pro | Zoom Pro | Zoom Pro | Zoom Business | 8x8 Meet Pro | 8x8 Meet Pro |
| cost | USD 14.99 | USD 29.98 | USD 44.97 | USD 14.99 | USD 199.90 | USD 0.99 | USD 6.93 |
| participants | 100 | 100 | 100 | 100 | 300 | 100 | 100 |
| hosts/admin | 1 | 2 | 3 | 1 | 10 | 1 | 7 |
| large meeting - 500 pax | | USD 50 | USD 50 | USD 50 | | YT | YT |
| webinar 100 pax | | | | USD 40 | | no | no |
| castr.io | USD 14.99 | USD 14.99 | USD 14.99 | USD 14.99 | USD 14.99 | no | no |
| total | USD 29.98 | USD 94.97 | 109.96 | USD 219.98 | USD 213.99 | USD 0.99 | USD 6.93 |

### ~~Big Blue Button~~

BBB was unreliable during our most recent meeting. @rk

### Zoom
* the webinar only provides a **view-only** option, essentially the same as live-streaming it elsewhere
* livestreaming is available in all plans, except basic/free accounts, without the 40 usd webinar add-on
* @marxt , yesterday i was looking at option № 4, but to me, it seems that № 2 or 3 looks just as feasible to start with. Let's discuss this more soon.
* 2 or 3 hosts (host, co-host, alternative host)
* use castr.io to simulcast to YT, FB at the same time
* on day of conference, if we reach 80 pax online, we may opt to
1. re-direct to YT or FB ; OR
2. buy large meeting add-on for USD 50; (upgrading seems instant, meeting restart may or may not be necessary)

## Technical Guidelines for approved sessions

### Video recording guidelines for Presenters
> ==moved to a separate pad [Technical Guidelines for Presenters Video Recordings](/zTiO_2n2S4OUh5KkQBagNQ)==

#### For the team
> moved to a separate pad [Pre-recording Protocols for Tech Team](/JgmSnSMQRRK_igycBzZ6BQ)
- Collect video samples before recording full video: Ask each speaker to share a short video sample before recording their talk. Use it to check that the setup and sound are correct.
- Get speakers to record in segments for long talks (~25 minutes): Ask speakers to structure and record their talks by chapters. E.g., split a 20-minute talk into five parts, each four minutes long. It will be easier for them to record it while having breaks.
- Share tips for presenting on camera: Provide concrete pointers on how to be engaging on camera. Looking straight at the camera will create a connection with participants; looking down at the notes will have the opposite effect.

#### Video specifications
- 720p, 1080p
- 30 fps
- Check which parts of the OSM guidelines we can reuse https://wiki.openstreetmap.org/wiki/State_of_the_Map_2020/Tutorial_Pre-Recorded_Talk#Recording_a_talk_with_OBS
- [ ] adapt [SotM2020](https://wiki.openstreetmap.org/wiki/State_of_the_Map_2020/Tutorial_Pre-Recorded_Talk#Recording_a_talk_with_OBS)

#### Recording and Collecting the videos
- Recording sessions will be done via Jitsi and streamed to an unlisted YouTube video
- If speakers' Internet is unreliable, or user's preference use OBS or similar software.
- Required slides
- slide 0: Pista ng Mapa 2020 Cover Slide

### Protocols for moderators
> ==moved to a separate pad: [Technical Guidelines & Protocols for the Duty Crew](/KbQLe0NuQsOgb_hPEd6xog)==
##### How to go about the daily sessions
**Roles**
- Director - x 1
- prerequsites
- admin credentials
- works behind the scene
- duties
- responsible for managing the day's duty crew
- getting the meeting into the right configuration (i.e., “presentation mode,” "follow mode")
- making sure that recording is turned on,
- making sure the speaker is in focus
- muting everyone else's webcam/mics
- elevating the speaker’s user ID to that of a presenter (if required on your platform),
- Host/Master of ceremonies - x1
- prerequisites:
- reliable connectivity/computer
- adequare webcam quality
- may not need moderator credentials
- duties
- The host’s responsibilities include: welcoming everyone to the talk, introducing the speaker, and passing control of the room to the speaker (if necessary).
- Support Crew x 1-2
- prerequsites
- reliable connectivity/computer
- moderator credentials

- checking the "lobby"/other platforms
- for attendance
- for concerns and questions
- passing on Qs to host, if necessary
- - Optional: “Scribe” Monitor chats for questions and bring it to the attention of the MC
- instead of chat, use pigeonhole.at or vevox.com ?
- Support Staff, other duties
- attendance check-in/check-out using ti.to app to scan their QR code/input their ticket ref (to determine who attends all three session days, which entitle them to t-shirt, printed certificates)
- use the Zoom lobby feature? Are we going to reject non-registrants?
- what if we direct non-registrants to livestreams (YT, FB) instead of allowing them in (as a privilege for registrants). this way, we get to to attendance check only at the "lobby",
- door are open 30-45 minutes before the conference, with two checkers on duty.
- after the conference has started, lobby will have to be checked occassionaly for stragglers.

-
How to hire moderators/technical assistants

## TODOS/Issues
- [x] ~~How to live stream?~~
- ~~Zoom has native support for streaming to YouTube and Facebook Live~~
- ~~https://support.zoom.us/hc/en-us/articles/360028478292-Streaming-a-Meeting-or-Webinar-on-YouTube-Live~~
- ~~using castr.io, simulcast with FB and YT is possible, instead of just one or the other.~~
- [x] Can we disable everyone’s microphone by default?
- How to show external video during the talk?
- ~~:warning: Zoom will only let you share a screen to play a video ?!~~
- [x] ~~Upload to archive.org or Youtube~~
- not necessary with YT livestream because it's also a DVR.
- [x] ~~How will we record the talks?~~ YES
- ~~in meeting with @marxt on 10/28, re castr.io, can simulcast to YT and FB automatically and record the whole conference. (automatic on YT, no idea on livestreams to FB) [name=erwin]~~
- [ ] For inputs and review this attendance & feedback form: forms.gle/rqerXs1FyATD8k1u9
- [ ] there will be a daily version for the conference that will remain available until 24:00, tech is responsible for closing the form at midnight
- [ ] attendance link must be given out at the end of the session day
- [x] When Jitsi is used to record a video, it captures the whole screen instead of just the video presentation
- [x] With some extra work (and perhaps some resolution loss), it is possible to crop just the video. See [FFMPEG to crop videos](https://www.linuxuprising.com/2020/01/ffmpeg-how-to-crop-videos-with-examples.html). About 11-15 minutes of extra work, per video.
- worfkow: download video, process and crop, re-upload
- compare: [raw take](https://youtu.be/vQU9M9ZcG3M) [vs take + post-processing](https://youtu.be/WfLtbJoZ2WY)
> test #1 notes
> 18:53 total video length (i.e. take 2)
> 04:02 download time from YT
> 01:51 crop with ffmpeg
>
> test #2 notes
> 23:54 - video length
> 02:33 - download from YT
> 03:23 - crop and trim with ffmpeg
> 05:00 - re-uploading to YT, adding description, etcetera
> video quality is lower, than the original.
> also, YT will take several minutes to process an upload.
>
> it is very helpful for the editor if the exact time frames (start, stop) that will be use for the trim is already available (as agreed, it should be in the spreadsheet log)
>
> FFMPEG :: specific trim and crop for Jitsi Meet streams to YT:
> `ffmpeg -i input -vf "crop=1142:637:0:0" -ss 00:00:13 -to 00:23:11 -c:v libx264 -crf 17 -c:a copy d2s5-person.mp4`

---

# Fallback in case of Typhoons
>In case of a typhoon affecting the majority of our speakers/viewers, I would >suggest that we switch to asynchronouse mode @rk
> [name=RK Aranas]
- Embed videos on the site
- Add question collection service (slido or something similar)
- Collect questions and answer them on the next session
- @rk , do you have personal experience with these services? perhaps we could use one those instead of a shared pad.
- [x] slido
- [ ] vevox
- [ ] pigeonhole
- [ ] ask.fm?
- [ ] curiouscat.me?

### Revised Moderator Roles

All three tech support team members should have the same hosting priviledges, depending on the final platform we'll be using. This includes but is not limited to starting and ending of the session, playing of submitted videos (wether on Youtube or from their own machine), attendee management e.g. muting, kicking of unruly attendees, etc. However, designated roles would be assigned to each of the three team members, with specific main tasks while acting as support for other tasks.

- Master of Ceremonies (MoC):
- main host/moderator
- Visible moderator of each session, required to have video when speaking
- Does the welcome spiel
- Introduces (next) speakers/videos
- Reads questions
- There should be planted questions (atleast 1 or 2) from the PnM team in case nobody asks a question that MoC
- Unmute people designated to talk
- sets meeting in right configuration
- Session Director (SD):
- next in line to be MoC in case of emergencies
- Has a checklist of tasks per session
- assists MoC in setting configurations if missed.
- Relays to MoC any missed spiels, questions etc.
- Main scribe, monitors questions on the main platform
- Monitors Main Feed/Chat
- should this include deleting in appropriate texts
- secondary tech support for attendees
- breaks ties in decision making
- Tech Support (TS):
- last in line to be MoC in case of emergencies
- Primary tech support for attendees
- Monitors secondary feeds (facebook/youtube)
- relays questions from social media (though questions from the main platform should be prioritized).
- Primary bouncer, mutes people if needed (from experience this is mostly previous presenters who forgets to mute)
- asks users to change their names to First Name <or Nick Name>, Last Name <optional> (Affiliation or Current Location e.g. city), does this for them in case they are having problems (can be done in zoom)

Notes on moderators
- preferably with good stable connection
- should have separate channel of communication with the team, (e.g. on zoom its confusing to get private messages)
- in case of emergencies all should have copies of the videos during the session

---

# Actual Issues
> the previous content in this section has been moved to [Conference Notes, Issues, and Concerns](/LGVH0A2yScCcp7bhfG0FCQ#Day-1), under the technical section [name=erwin]