path: root/2020/organizers-notebook.org

* Things to check or decide
- Can we stream from multiple rooms without getting thoroughly confused?
- Assign rooms shortly before presentation
  - *Shortly before presentation:* accommodates reshuffling

- Generating static images
  - Before the presentation: Talk title, speaker
  - Speaker checked in
  - After the presentation: pointer to main conference stream
  - After the conference: conference has ended, we'll take some time to prepare the recording
* Workflows
  
O1 - main organizer, O2 - secondary organizer or volunteer

*** Overview
 - Check in via IRC at #emacsconf-org
*** Before the conference
 - Do tech checks and get alternative ways to contact speakers (phone number? IRC nick? Something that goes ding?)
 - Install Mute Tab extension if desired
*** Start of streaming
 - O1 starts streaming
 - O2 starts low-resolution mirror (see infra.org in private wiki)
*** Tech check
 - Explain process
 - Test audio, webcam, screensharing, collaborative pad
 - Check if comfortable checking into IRC
 - Ask about Q&A preference; OR:
   - live Q&A
   - Q&A over pad or IRC
   - no Q&A
 - Get IRC nick and emergency contact information
 - Record name pronunciation
*** Shortly before the presentation
 - Speaker checks in via IRC
 - O2 directs speaker to available room
 - Speaker joins talk room
 - O2 makes speaker presenter and moderator, does tech check
 - Speaker tries screen sharing and webcam
 - O2 briefs speaker on process, including having the speaker say their name clearly and do a quick intro to their talk
 - O2 notifies O1 with link to the talk room
 - O1 joins meeting and gives go-ahead
 - O2 starts recording in BBB
 - O2 announces on IRC
*** During the presentation
 - OR:
   - Live presentation? 
     - Speaker presents, keeping an eye on the collaborative pad for questions
     - O1 stays with speaker to stream and to help with questions and timing
   - Prerecorded? O1 plays prerecorded video on computer
 - If there is another speaker, O2 moves to next room for setup
*** Q&A
 - O1 joins speaker's room if not already there
 - O1 gives go-ahead to start Q&A
 - Speaker reads questions off the pad or gets questions from O1
 - O1 goes to next talk when ready
*** Scenarios
**** Prerecorded presentations
- Amin will play it on his computer and stream from there
**** Tech issues
- If can't be easily resolved, play pre-recorded talk early and try again later (or follow up)
- Stream a technical issues slide to the end point
* Timing

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** Low res

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