QGIS Open Day Setup Guide - qgis/QGIS GitHub Wiki

1. Preparation Phase

1.1. Confirm the Date and Announce the Call

  • Event Timing:
    QOD is held on the last Friday of each month. Confirm that the event is on schedule (e.g. the next event might be set for February-2025 on 28.02.2025).

  • Call for Presenters:

    • At the beginning of the month, issue a call inviting community members to present.
    • Ask interested presenters to submit their names to the designated contact, so they can be added to the event’s session list.
    • Use email, community channels, and social media to spread the word.

1.2. Wiki Page Setup

  • Create a New Monthly Page:
    • Copy the previous month’s wiki page as a template (e.g. copy “February 2025” to create “March 2025”).
    • Important: Remove all previous month’s data or content, leaving only template input placeholders for new details.
    • Move the current and previous month’s pages to the list below the new page.
    • Save the Page: Ensure the updated wiki page is saved and published.

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1.3. Assign Roles and Technical Setup

  • Assign Roles:

    • Identify session facilitators and moderators if the main organiser is unavailable.
    • Ensure a backup contact is available for any technical or organisational issues.

  • Technical Setup:

    • Confirm that the meeting room (e.g. Jitsi) is prepared and that a livestream is scheduled on YouTube (editor privileges are required).
    • Update the event page with all necessary links and contact details.

2. Pre-Event Coordination

2.1. Update the Wiki Page with Session Details

  • Add Presenter Details:
    • For each presenter, create a dedicated section on the monthly page.
    • Jitsi Link:
      The organiser should create a Jitsi meeting link (using their calendar tool or meeting platform) and add the presenter’s topic to the new wiki page.
    • YouTube Live Stream:
      Create a live YouTube link (as an editor) and add it to the presenter’s section on the wiki page.
    • Remind presenters that the live links (Jitsi and YouTube) will be available for them.

2.2. Advertising and Communication 📢

  • QGIS Feed:
    • When advertising the event, ensure that the QOD is added to the QGIS Feed.
    • Review Process: Draft the feed entry and send it to a reviewer for approval before publishing.
  • Social Media:
    • Twitter:
      Advertise the event on the QGIS Twitter page to reach a broader audience.
  • Community Channels:
    • On the day of the event, post 5-minute reminders in the QGIS Community Telegram group to ensure participants are ready and informed.
  • Announce Final Agenda:
    Confirm and circulate the final agenda with all updated details (date, time, session topics, and links) across all channels.
  • Engage Facilitators:
    Contact session leads to confirm their roles and address any last-minute questions.

3. Live Stream Testing 🛠️

3.1. Test the YouTube Livestream

  • Copy the Stream Key:
    • Log in to YouTube and navigate to the livestream settings.
    • Copy the provided stream key.

3.2. Test on Jitsi

  • Initiate a Test Session:

    • Open the scheduled Jitsi meeting.
    • Go to the streaming section and paste the YouTube stream key.
    • Important: Do not press “Go Live” on YouTube during this test.

  • Check the Feed:

    • Verify on YouTube (in preview mode) that the stream is coming through properly, ensuring audio, video, and connectivity are all functioning as expected.

  • Conclude the Test:

    • Once satisfied, end the connection in Jitsi.

4. On the Day of the Event

4.1. Early Setup and Final Checks

  • Join Early:
    Log in 15–30 minutes before the event starts to test all technical components (Jitsi, livestream, recording).
  • Final Page Review:
    Double-check the monthly wiki page to ensure all presenter sections are correct and that links (Jitsi and YouTube) are working.

4.2. Kick-Off the Session

  • Welcome Message:
    • Start with a brief welcome and overview of the day’s agenda.
  • Facilitate Transitions:
    Introduce each session according to the agenda, and monitor the chat for any technical or session-related questions.
  • Real-Time Reminders:
    • Post 5-minute reminders in the QGIS Community Telegram group.
    • Ensure the event is also promoted on the QGIS Twitter page for maximum reach.

5. Post-Event Follow-Up

5.1. Recording and Archiving

  • Save the Recording:
    • Confirm that the event recording is saved and later uploaded to the QGIS YouTube channel.
    • Update the monthly wiki page with the link to the recording.

5.2. Feedback and Documentation

  • Collect Feedback:
    Invite presenters and participants to provide feedback on the session.
  • Update Documentation:
    Post session summaries and any relevant notes on the wiki page for future reference.
  • Thank-You Note:
    Send out thank-you messages to all participants and presenters.

6. Additional Considerations

6.1. Troubleshooting Guide

  • Keep a Checklist:
    Maintain a document with solutions for common technical issues (e.g. livestream interruptions, audio glitches) for quick reference during the event.

6.2. Communication Channels 📢

  • Real-Time Updates:
    Use platforms like Telegram or Slack to share immediate updates during the session.

6.3. Backup Contact

  • Escalation:
    Even if the main organiser (e.g. Amy) is not available, keep her contact details on file for any necessary escalation.