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
Download the video (.mp4) and caption (.vtt) files from the zoom web interface when they have finished processing.
Convert .vtt file to .srt format: https://www.happyscribe.com/subtitle-tools/convert-vtt-to-srt
Open Adobe Premier Pro and start a new project
Import the .mp4 and .srt files
Drag the video onto the timeline, ensuring that the video is in V1 and the audio is in A1.
In my attempt, it included a transcript track at the end in V1, so I just selected and deleted it.
Drag the transcript onto the timeline. Make sure that it is in V2.
Open the .srt file in a text editor and look for the first timestamp. In Premier, move the transcript track to that timestamp.
Use the razorblade tool to trim at the beginning and end of the video, if necessary. Delete the tracks before the trim mark and move all of them to the starting position.
Double click the transcription track to open in a new panel. Resize to make it larger. Edit transcript as necessary.
With captions selected, go to "File" -> "Export" -> "Media". The format should be H.264, match the source. In the "Captions" tab: select "Create Sidecar File" and select "SubRip Subtitle Format (.srt). Then click "Export".
Rename the file to "First-Wednesday-[Month]-[Day]-[Year].mp4"
Upload the video to Warpwire. Once uploaded, add the srt file
Meeting follow-up
ask speakers for their slides (either a link or a file)
- if speakers share a file, upload as an attachment to the wiki schedule page
- add links to slides into the wiki schedule page
- add link to Warpwire recording to the wiki schedule page
- send follow-up email to the five everyone lists with links to slides and recording and any additional announcements