Recruiting and scheduling speakers
- As ideas come up, add them to the potential speakers Google Sheet
- Reach out to new potential speakers about 2 months in advance, starting with just a few at a time in case they agree
- When someone accepts, ask about the amount of time they'd like to present and the basic topic of their presentation
- Try to book no more than 50-55 minutes of presentations
- About 3 weeks before the First Wednesday, ask presenters for final title and description
- Update the wiki schedule page with presentation details
Setting up and announcing the meeting details
- Turn on audio transcript in your Zoom account
- Go to Settings on left
- Click on Recording on top
- Under Advanced cloud recording settings, select "Audio transcript"
- Create Zoom meeting with the following settings:
- passcode
- automatically record meeting → In the cloud
- Update wiki schedule page with Zoom meeting details
- About 2 weeks before the First Wednesday, send a reminder to the five everyone lists with presentation descriptions and meeting details (both in the email body and with a .ics file as an attachment)
- Send a final reminder the day of the talks (can use Outlook to schedule this email so it goes out early on the day)
During the meeting
- Make presenters co-hosts as they arrive:
Option 1: Hover over a user's video, click the ellipsis icon, click Make Co-Host.
Option 2: Using the participants window, hover over the name of the participant who is going to be a co-host, choose More, click Make Co-Host
- Begin meeting close to the hour
- Make any necessary announcements (e.g., requests for more people to sign up to speak)
- Briefly introduce each speaker
- Monitor time of presentation and try to keep presenters close to their allotted time
- Monitor chat and repeat questions verbally when it is time for Q&A
- Monitor unmuted participants, mute as needed
Processing and posting the recording