Home - adelaide-dotnet/meeting-logistics GitHub Wiki
Welcome to the Adelaide .NET User Group meeting logistics wiki
Roles
- Speaker coordinator
- Social media
- Room preparation
- Meeting host
- Stream producer
- Video/audio editor
- Pizza contact
Pre-meeting
Annually
- Book rooms/venue for following year
- Coordinate with sponsors to cover costs
Ongoing
- Book speakers
- Negotiate swag/giveaways/prizes
Weeks before
- Posting meeting info to Meetup.com
- Create Teams event (for virtual attendees)
- Posting to Twitter
- Posting to Facebook
- Posting to LinkedIn Page and Group
- Post to Mastodon
- Post to .NET Foundation Virtual events (if we have enough notice)
- Post to Microsoft Tech Communities
- Send out monthly email newsletter (via Meetup site and Mailchimp list)
- Liaise with Simon to create video promo of speaker
- Let Simon know estimated attendance for pizza order
Day before
- Make sure we have serviettes (paper plates?)
- Prepare and update 'welcome' PowerPoint slides
- Check Wireless GO II transmitters are fully charged and empty
- Confirm transmitters are configured to record always. eg. settings are:
Meeting outline
- Put up direction signs
- Check A/V works correctly.
- Plug in Wireless GO II receiver and turn on (hold down large power button for about 3 seconds)
- Connect lapel mics to transmitters
- Ensure Teams is using Wireless GO II as microphone
- Ensure Teams is using LifeCam Studio as video
- Turn on microphone transmitters (hold down button for about 5 seconds)
- Two blue lights indicate it is on and connected to receiver
- Do a Teams test call to confirm both mics work correctly
- Check speaker's laptop works with A/V setup
- Set out table(s) for pizza
- Start live stream /recording
- Welcome and notices
- Introduce / handover to speaker
| Time | Action |
|---|---|
| 5.30pm | Pizza. Start live stream with 'we start in 30mins slide' |
| 6.00pm | Start recording / Welcome, Introduce yourself, What's New, coming events |
| 6.15pm | Introduce guest speaker. Presentation begins |
| 7.15pm | Presentation ends, Q&A |
| 7.30pm | (Optional) Second presentation begins |
| 8.30pm | (Optional) Second presentation ends |
Post-meeting
- Edit and publish video recording of presentation to YouTube channel
- Edit and publish audio recording of presentation to archive.org (and update podcast feed)