---
# System prepended metadata

title: Protocols & Guidelines for the Duty Crew
tags: [pnm20, ' guidelines', ' tech']

---

---
description: Technical Guidelines & Protocols for the Duty Crew
tags: pnm20, tech, guidelines
---

###### tags: `pnm20`, `tech`

# Protocols & Guidelines for the Duty Crew

{%hackmd 3pEwLJSET32LVVh3SGQY7w %}

## General notes
* Only admins can grant admin creds
    * admins are made part of the team before the conference
    * they need to invited to be an admin
    * tech team (Marx, Maning, RK & Erwin) have admin rights
* identifying moderators
    * on mobile, they have a star (or crown) icon in their user avatar 
    * on web, no indicator (?)
        * alternative: mods use PnM logo as avatar on conference days, this implie as changing your google avatar if you're signed in.
* to revoke moderator creds, user has to be kicked out of the room (there is no other way)
* The duty crew for the day will primarily communicate using a temporary telegram channel but voice calls may be necessary
    * If your Telegram settings don't allow you to receive phone calls, please add the temporary group to your exception list to enable urgent voice calls between the duty crew
        * should we ask for phone numbers?
    * Fellow organizers (not in the duty crew for the day) can continue using the **private** PnM20 organizers' general channel for other comms
        * should we share the [public PnM20 Telegram channel](https://t.me/PistaNgMapa)?
            * This is already shared to the Tito registrants

## Livestreaming
* To enable basic interactivity on YouTube, make sure to enable chatbox, and grant moderator privileges to duty crews
    * note: no anonymous comments, only signed-in YouTube users to join the live chat
* No way to livestream to FB, share the YouTube link instead.

#### Common Stream Management Settings (SD)

In Jitsi Meet, lock the stream to "everyone follows me." This will prevent the stream perspective from jumping between different speakers and content.

1. Click More Actions (...).
2. Select Settings.
3. Select More.
4. Check Everyone follows me.
5. Click OK.

#### YouTube Live Stream Chat (TS2, TS3)

YouTube Live Streaming messages do not synchronize with 8x8 Work messaging or in-meeting chat. YouTube live stream hosts should use YouTube to check these messages.


## Admins Permissions

What can a moderator do?

* Ability to add a password to a room
* Ability to enable/disable the lobby room
* Ability to approve join/knocking requests (when the lobby is enabled)
* Ability to grant the moderator role to non-moderators
* Ability to kick non-moderators 
* Ability to mute participates
* Ability to make everyone see the moderator video (Everyone follows me)
* Ability to make participates join muted (Everyone starts muted)
* Ability to make participates join without video (Everyone starts hidden)
* :x: A moderator CANNOT unmute another participant’s audio or video.

## Scenarios
* In an on-going meeting, if there's only one moderator and the moderator leaves, the meeting ends for everyone
    * make sure there several moderators in the meeting
* When a participant plays a YT video, others cannot play another YT
    * workaround: make sure there's another mod in the call, SD has to leave and rejoin the call
* At the start of the conference, SD must ensure to set "everyone follows me"
    * anyone with "admin" creds can do this, make sure it's only the SD who does this
    * those granted "moderator" status (even when unregisted with 8x8) with the meeting will not have this setting but can help with moderation. Their moderator status is only valid for the session. If they get disconnected (logged out, kicked out) they will lose the privilege
        * possibly useful for trusted volunteer assistants for the day

##### Admin/Moderation Privileges

|                                     | SD       | TS1      | TS2      | TS3      | MC  | guest mod | presenter | guest | Notes                                           |
|-------------------------------------|----------|----------|----------|----------|-----|-----------|-----------|-------|-------------------------------------------------|
| role                                | admin    | admin    | admin    | admin    | mod | mod       |           |       |                                                 |
| 8x8 login                           | required | required | required | required | no  | no        | no        | no    |                                                 |
| settings: everyone follows me       | only     | *        | -        | -        | no  | no        |           |       | Set to 1 admin only. * must standby to switch.  |
| settings: everyone starts hidden    | yes      |          |          |          | no  | no        |           |       |                                                 |
| settings: everyone starts muted     | yes      |          |          |          | no  | no        |           |       |                                                 |
| settings: start/stop livestream     | yes      | can      | can      | can      | can | can       | no        | no    |                                                 |
| enable/disable lobby                | yes      | yes      | yes      | yes      | no  | no        |           |       |                                                 |
| set/remove room passcode            | yes      | yes      | yes      | yes      | no  | no        |           |       |                                                 |
| accept/reject knocking participants | yes      | yes      |          |          |     | no        |           |       |                                                 |
| mod: kick                           | yes      | yes      | yes      | yes      |     | no        |           | no    |                                                 |
| mod: mute everyone else             | yes      | yes      | yes      | yes      |     | yes       |           | no    |                                                 |
| mod: elevate temporary mod          | yes      | yes      | yes      | yes      |     | yes       |           |       |                                                 |
| end-meeting                         |          |          |          |          |     | no        |           | no    | meeting will not end while any admin is present |

## Duties and Responsibilties

### Primary Roles
* Session Director (SD)
    * Primary role is to direct the flow of the session, over all coordinator during the session
    * 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)
    * Does what an emcee doess...
    * One MC per session
    * screen share the MC deck, introduces the speaker
        * reads the name, affiliation and abstract
        * cues should be in the outline pad
        * signal SD to play the video (e.g  "Let's now watch XYZ's video ...")
        * reads the questions
    * facilitate the raffle during assigned
        
* Techincal Staff (all)
    * checks if stream works
    * enable/disable lobby when session is on-going
        * accept/reject people (based on agreed cap for session)
        * pre-program, enable lobby, anyone with passcode can join
        * at 14:00 disable lobby, keep passcode (otherwise, annoying knocking list blocks the SD's UI)
        * re-enable lobby during breaks to let people in. make sure there's a TS to screen them
    * how to respond to jitsi bombing
        * kick out
* Technical Staff 1
    * Primary TS for Jitsi meet
    * If SD gets disconnected, must immediately enable follow-me mode. 
        * when they receive call from SD turn disable follow-me mode so SD can enable it from their screen

* Technical Staff 2
    * In between TS
    * record names/contact info of voucher winners 

* Technical Staff 3
    * Primary TS for YouTube

### Workflows

* 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
            * Day 1 - `https://8x8.vc/pistangmapa/pnm20.319`
            * 
    * Send links to registered participants [done  for day 1]
    * 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) (SD)
    * Check simulcasts (SD, TS1, TS2, TS3)
    * Admit registered attendees (TS1, TS2
        * 30 - 1st Hr
        * 50 - 2nd Hr
        * +10 per additional hour
    * Answer Queries Jitsi (SD, TS1, TS2)
        * via jitsi chatbox only, avoid voice Q
    * Answer Queries other channels (TS3, TS2)
    * Session Proper 
        * Spiels and Introduction (MoC)
            * Introduction
                * Name, Affiliation, Title + Abstract
                > presenters usually introduce themselves in the video
        * Set followme (SD)
        * Note Questions (SD, TS1, TS2, TS3)
            * Live pad should be created (google doc c/o @rk )
            * 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 (TS 1)
        * 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
---

# Typhoon Ulysses
Discussion Points with Team co-ords

### what are the feasible options for tomorrow and impact on Duty Crew Presenters, and participants:
- [x] Proceed as planned
    - [ ] eugene to email speakers for D1, to confirm their attendance, and the links to the meeting room
    - [ ] 
- [ ] Proceed as planned, with skeletal duty crew, and limited number of in-room participants
- [ ] Cancel the livestreaming event, and publish the videos. Collect questions.
    > RK' suggestion
- [ ] Defer programmes by one week
- [ ] Switch Day 1 programe with Day 2 :: day 2, day 1, day 3 and prepare for 20th Nov

#### considerations
- we have an audience outside of Manila and Luzon
- the videos are still potentially useful, even if there's no live interaction
- condition of the duty crew? are they ready?