Difference: ProgramPrepVirtual (4 vs. 5)

Program Prep List - Virtual IVOA meeting (May 4, 2020 start date)

Meeting link:

Program link: https://wiki.ivoa.net/twiki/bin/view/IVOA/InterOpMay2020

Schedule inputs are NOT OPEN yet!!

April 16 Meeting: Seeded questions for discussion

• Virtual Meeting Page (usually set up by the host)
  • Advertise format and details as they come up; point to program etc.
  • Will we have a sign-up or do attendees just show up??

• • • • 3pm East coast US
      • 12pm West coast US
      • 9pm Munich; Capetown
      • 5am Sydney
      • 3am Shanghai
      • 12:30am Delhi
• Sessions
  • Single session or parrallel - expect single - correct???
  • Amount Time for each session - 1.5hr standard ???
  • Organize Plenary - Invite Radio group - CSP/Bruno??
• Virtual mtg VOC group (Virtual organizing committee)??? Volunteers??
• Things to consider are different platforms (Linux, mac), number of attendees
  • Videocon: zoom, webex, mumble ...
  • Session messaging: slack, IRC
  • Live notes: wiki page, Google docs, etherpad

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 sessions using wiki interface that we've used in the past (edited - JE, 4/16)
• 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 a session into 2 sessions 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.
• Followup meeting: April 16 @20:00 UTC

Details/Actions

• WHO??: 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, IRC
    • Live notes: wiki page, Google docs, etherpad
  • An institution will need to host the meeting - given the technology (i.e. Run Slack during the sessions)
• JE/PD/MM: Get session web page out to TCG/others
• JE/PD, BB/CC: Organize email to IVOA giving them a heads up about virtual meeting

Session Planning

New Requests:

(Format: [WG] , <Request> - Name - Date)

Scheduled:

(JE moves from New Request to this section when action taken and the meeting schedule is updated)

Last update

• Seeded this doc with notes from TCG discussion (4/7/20) - JE (02/19)
• Added New Request/Scheduled sections for mtg prep - JE 4/16