(Note: don't check off the boxes on this page: make a copy for your own use when you run a particular meetup.)
Pick a date and time
Date: Remote meetups are typically on the fourth Thursday of the month. Check the calendars of you and other members of the open source team, as well as the topic presenter's calendar (if you've got a presenter selected) in case there are any conflicts. If there are conflicts, you can move the date.
Time: Times for meetups alternate back and forth between 2-3pm Boston time and 10am-11am Boston time. Check the last meetup's timing to determine the timing for the next one.
As soon as you've settled on a date and time, book the room. I strongly recommend starting 15 minutes before the scheduled meetup start time and going at least 15 if not 30 minutes past the meetup's scheduled end. It can be difficult to get a room for 90-105 minutes across three hours (say, 9:45-11:15) so book ASAP.
Topics: If you don't have a topic already picked out, you can ask the community for suggestions, look for inspiration from talks at the Open edX conference, or consult this list. Topic presentations should run about 30 minutes, although a little more or less is fine.
Add a wiki page here: Online Community Meetups
Date, time, and locationWHEN: Thursday, March 12, 1pm EST US / 17:00 UTC. (time converter) # make a new link at https://www.timeanddate.com/worldclock/fixedform.html ZOOM link: linkylink # schedule a new Zoom meeting each time. This event will be recorded and available on YouTube. Previous recordings are in the Community Meetups playlist. Would you like to present something? Let us know! Agenda
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Create a new set of slides from this template.
Make the basic changes like the name of the month the meetup is taking place in.
There are recurring sections:
Community Update: email oscm list asking for suggestions of what to cover, and add slides as needed.
Community Spotlight: find one or two community members to highlight for the meetup. Send them an email explaining what's involved and the questions to expect (Shauna has templates if you want to work from them) and make sure to remind them of the time constraints for this section.
Make sure you have manager access to the Open edX YouTube channel: https://www.youtube.com/c/openedx. You may need to request access to this from IT if you don't have it already.
Post in the events category of Discourse: https://discuss.openedx.org/c/community/events Include a link to the wiki page.
Post a reminder in the #remotemeetup Slack channel.
Tweet on @OpenEdX about the meetup, using a link to the forum post for more details.
Share reminders about the meetup internally at edX via Slack #openedx channel.
double-check that they are available, thank them for participating, etc
Tweet on @OpenEdX about the meetup, using a link to the forum post for more details.
Share reminders about the meetup internally at edX via the #openedx channel.
Get to the room and open up Zoom. Do not click the 'record' button yet.
Make sure the presenters are in Zoom. Invite them by adding them or by sharing the link, and check that they're able to join and that you can hear and see them.
Get someone else in the room to join Zoom "as the room" so they can display the chat window on the room monitor. This person will also be in charge of reading the chat and bringing questions into the discussion as appropriate.
Set up the room microphone and have everyone inside the room mute their computer's microphones.
Start the recording (record locally) to start the meetup.
Add links on the YouTube video page:
Add a link to the slides too if they're not already there
Add links on the first slide in the deck
Add a link to the YouTube recording.
Post a reply to the Discourse topic with a link to the recording, slides, and discussion, making sure to thank any presenters.