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.

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.

Make the hangout following these instructions: https://support.google.com/youtube/answer/7083786?hl=en and link to the slides in the summary/details for that hangout.  Note that the hangout should be under the 'Open edX Channel' YouTube account.  

Send emails to edx-code and openedx-announce.  Include a link to the hangout. 

Post a reminder in the #general 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 Hipchat.

Write to all presenters, double-checking that they are available, thanking them for participating, and explaining to them that they should join the hangout 15 minutes before the scheduled start time.

Send emails to edx-code and openedx-announce.  Include a link to the hangout. 

Post a reminder in the #general 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 Hipchat.

Get to the room and open up the hangout.  Click the 'go live' button to start the hangout.  Do not click the 'start broadcast' button yet.

Make sure the presenters are in the hangout. Invite them to the hangout 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 the hangout "as the room" so they can display the #remotemeetup slack channel on the room monitor.  This person will also be in charge of reading the channel and bringing questions into the discussion as appropriate.  You can also display the hangout stream but remember it almost always lags a minute or two behind.

Set up the room microphone and have everyone inside the room mute their computer's microphones.

Start the meetup when the time comes!

If there were any technical difficulties or other problems, especially at the beginning or end of the meetup, you may want to cut that out of the final recording.  If you cut footage, Google typically takes at least a few hours hours to process it.

Add links to the YouTube video page:

Add links to the final slide in the deck

Post a follow up email to edx-code and openedx-announce with a link to the recording and slides, making sure to thank any presenters.

Update the #remotemeetup slack channel topic to point to the previous month's recording.

Transcriptions: send a link to the YouTube video to Clayton, who will pass it along to the transcription account manager.  They will send you back a transcription file in txt and srt format within the week.

Edit the YouTube recording to add the srt file, and check that the timing does seem to be working out.  (Dashboard → Videos → Edit dropdown → "Subtitles & CC")

Send a follow up email to the mailing list, and add a reminder ping on Slack, saying that the video has been updated with the transcription.