Difference: ProgramPrepSydney (2 vs. 3)

Program Prep List - Virtual IVOA meeting (May 4 start date)

Virtual Mtg Outline: (JE notes from Apr07 TCG discussion)

• Meeting Start May 04 ... Initiate with Kickoff session (Exec, Charge to WGs/IGs, Plenary), then continue 3 days with possible followup mtgs going over several weeks.
• Organize session using web interface developed by INAF for the Sydney meeting organization
• Format discussion: 10 minute video or set of slides to start meeting, then rest of session open with discussion
• In scheduling sessions be cognizant of the time zones and work to balance hours to be fair
  • An option was discussed -- Split the session into 2 session with an 8 hour split in time
    • favors multiple time zones; need good notes to seed 2nd half of mtg where the discussion can be continued
• Use slack to manage input from the audience
• Use wiki page or Google page to record notes during the sessions
• Plan to send a notice to IVOA in the next week that the Virtual meeting is being planned for week of May 4 and to stay tuned for details

• Details that need some work
  • There will be a subgroup of the TCG to study/recommend what technolgies to use
    • Things to consider are different platforms (Linux, mac), number of attendees

• • • • Videocon: zoom, webex, mumble ...
      • Session messaging: slack
      • Live notes: Google docs
    • An institution will need to host the meeting - given the technology (i.e. Run Slack during the sessions)