Default Talk Workflow

.github/docs/default-talk-submission-form.md

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+---
+name: Default Talk Submission Form
+about: Collects Speaker information for a talk
+title: "[TALK TITLE] by [SPEAKER NAME]"
+labels: ""
+assignees: ""
+---
+
+Thank you for your interest in giving a talk as part of the Virtual Coffee community! Please complete and submit the form below. If you have any questions about some of the fields, feel free to reach out to [CONTACT] for further clarification.
+
+*An asterisk (\*) denotes a required field.*
+
+## Main Info
+
+- [ ] Name*
+  - [ ] First name*
+  - [ ] Last name*
+- [ ] Email address\* (*Tool tip: We will follow up with you using this email address.*)
+
+## Talk Info
+
+This section is to gather some general information about the talk you're proposing. Don't worry if you don't have all the details ironed out yet—we can work with you to finalize your talk's title and description!
+
+- [ ] What is the proposed title of your talk?*
+- [ ] What is the description of your talk?*
+- [ ] Pick three available dates in order of priority.*
+  - [ ] 1.
+  - [ ] 2.
+  - [ ] 3.
+- [ ] What will be the format of your talk?*
+  - [ ] Q&A/AMA
+  - [ ] Conference (>> What does this mean?)
+  - [ ] Collaborative (>> What does this mean?)
+  - [ ] Series:
+    - [ ] Brownbag
+    - [ ] Lightning Talk
+
+## Recording Options
+
+We like to record all talks given at Virtual Coffee to share with our members and refer back to later. Of course, this can only happen with your permission.
+
+- [ ] Do you agree to have your talk recorded and saved to Virtual Coffee's YouTube channel? (You will be able to specify the video's privacy setting in the next response.)*
+  - [ ] Yes --> Triggers next question
+  - [ ] No --> Skip to "Talk Logistics" section
+
+- [ ] Please select the YouTube privacy setting you would prefer for the recording of your talk:\* (*Tool tip: Read about the various [YouTube video privacy settings](https://support.google.com/youtube/answer/157177?hl=en#).*)
+  - [ ] Published publicly
+  - [ ] Published as unlisted; the video link will be available to all Virtual Coffee members
+  - [ ] Published privately; Virtual Coffee members must submit their email to receive access to the video
+
+- [ ] What would you like the video recording to display?\* (*Tool tip: Read about the various [Zoom recording layouts](https://support.zoom.us/hc/en-us/articles/360025561091-Recording-layouts#h_5c001397-33d6-47fb-bb40-1a3f68401581).*)
+  - [ ] While sharing your screen:
+    - [ ] Zoom's "Shared screen with active speaker view" which displays the screenshare and a thumbnail of the current speaker in the top right corner of the screen.
+    - [ ] Zoom's "Shared screen without active speaker or gallery view" which only displays the screenshare.
+  - [ ] While not sharing your screen:
+    - [ ] Zoom's "Active speaker view" which highlights the participant who is currently speaking and displays other participants in thumbnail views.
+    - [ ] Zoom's "Gallery view" which displays all participants in a grid pattern in windows of equal size.
+
+## Speaker Information
+
+Tell us what you would like to share with the other Virtual Coffee members to promote your talk. Your speaker headshot will be used in the YouTube thumbnail and intro screen as well.
+
+- [ ] Speaker headshot (>> Do we have a pixel preference?)
+- [ ] Speaker bio*
+- [ ] Speaker contact info
+  - [ ] Email address
+  - [ ] Website
+  - [ ] LinkedIn
+  - [ ] GitHub
+  - [ ] Twitter
+  - [ ] Other
+
+## Talk Logistics
+
+Lastly, just a few questions to cover that will help your talk run more smoothly on presentation day.
+
+- [ ] Will you be presenting slides?*
+  - [ ] Yes
+  - [ ] No
+
+- [ ] Will you be demonstrating anything during your talk? (i.e. live coding, a website, a tool, etc.)*
+  - [ ] Yes --> Triggers a short answer field
+  - [ ] No
+
+- [ ] How would you prefer to address questions from the attendees?*
+  - [ ] Feel free to interrupt me with questions at any time!
+  - [ ] I will build breaks into my talk to pause for questions.
+  - [ ] Please have everyone hold their questions until the end of the talk.
+
+## Automated Submission Response
+
+We received the form submission for your proposed talk! Someone will contact you within 3 business days with further information.

.github/docs/default-talk-workflow.md

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+---
+name: Default Talk Workflow
+about: Track tasks and collect information for a talk
+title: "[TALK TITLE] by [SPEAKER NAME]"
+labels: ""
+assignees: ""
+---
+
+## Roles
+
+One person can take on multiple roles
+
+- Speaker
+- Logistics Coordinator
+- Marketing
+- Moderator
+- PA (Production Assistant)
+- Post-production Team:
+  - Editor(s)
+  - GC (Graphics Coordinator)
+
+See my notes on this section.<sup>[1](#a1)</sup>
+
+## Workflow Timeline
+
+### Scheduling a Talk
+
+#### Talk Subsmission Form Is Completed
+
+- [ ] **KICK-OFF ACTION**: The Speaker fills out an talk submission form.
+
+[DEFAULT TALK FORM](./default-talk-submission-form.md)
+
+- [ ] A message of confirmation of submission is automatically sent to the Speaker.
+  - Informs the Speaker that their request was sent and they should receive a response within 3(?) business days.
+
+#### Completed Talk Submission Form Is Received
+
+- [ ] 1. The Logistics Coordinator receives the form submission.
+- [ ] 2. The Logistics Coordinator checks the calendar for availability in order of the Speaker's preferred dates.
+  - [ ] a. If any of the Speaker's suggested time slots are available, continue to next step.
+  - [ ] b. If none of the Speaker's suggested time slots are available, the Logistics Coordinator reaches out to the Speaker to ask for additional time slot options or to postpone the talk until a later date:
+
+  LINK NEW TIME SLOTS EMAIL TEMPLATE
+
+  Go back to Step 2. Iterate until the Speaker submits a time slot that's listed as available on the calendar.
+- [ ] 3. The Logistics Coordinator confirms availability of a leadership team member to act as PA.
+- [ ] 4. The Logistics Coordinator confirms availability of an Moderator.
+  - [ ] a. If one of the Speaker's suggested time slots has been agreed on by both the PA and Moderator, the Logistics Coordinator sends a follow-up email to the Speaker:
+
+  LINK EMAIL FOLLOW-UP TEMPLATE
+
+  - [ ] b. If none of the Speaker's suggested time slots work for the PA and/or Moderator, the Logistics Coordinator reaches out to the Speaker to ask for additional time slot options or to postpone the talk until a later date:
+
+  LINK NEW TIME SLOTS EMAIL TEMPLATE
+
+  Go back to Step 2. Iterate these steps until a time slot is agreed upon.
+- [ ] 5. The Logistics Coordinator adds the talk to the Virtual Coffee calendar.
+
+### Pre-Talk
+
+#### Confirmation to Day Before the Talk
+
+- [ ] Marketing adds talk to the monthly newsletter.
+- [ ] Marketing adds talk to scheduled Slack/social media posts.
+- [ ] Marketing adds talk to Tuesday/Thursday announcement script.
+- [ ] The PA sets up recordable Zoom meeting.
+- [ ] The Logistics Coordinator does a check-in with the Speaker 24—72 hours prior to the talk.
+- [ ] The Logistics Coordinator lets the Speaker know that the Moderator will watch the chat and voice any questions that come through. They also ask that the Speaker does not display the chat on their shared screen during the presentation.
+- [ ] The Logistics Coordinator requests the Speaker's slides 24 hours prior to the talk (if applicable).
+
+#### Day of the Talk
+
+- [ ] The Logistics Coordinator does a second check-in with the Speaker the morning of the talk.
+- [ ] The Logistics Coordinator posts the Zoom link to the event approximately 1 hour before the start time.
+
+### During the Talk
+
+- [ ] The Moderator and the Speaker arrive 15 minutes prior to the scheduled start time to check equipment and settle in.
+- [ ] The PA allows 5 minutes for attendees to arrive.
+- [ ] The Moderator lets the PA know when to start the recording.
+- [ ] The Moderator introduces the Speaker.
+
+LINK TALK INTRO TEMPLATE
+
+- [ ] The Speaker gives their talk.
+- [ ] The Moderator observes the chat and asks questions for non-vocal participants.
+- [ ] One the Speaker finishes their presentation, the Moderator gives a verbal transition into Q&A (unless the Speaker does it themself).
+- [ ] The Moderator gives the official sign off.
+
+LINK TALK OUTRO TEMPLATE
+
+- [ ] The PA stops the recording.
+
+### Post-Talk
+
+- [ ] The Logistics Coordinator thanks the Speaker for giving their talk.
+
+#### Post-production
+
+- [ ] The GC creates the intro card/thumbnail image using the information submitted in the original talk proposal form.
+- [ ] The Editor trims the raw footage and cuts the intro card into the beginning of the video, then uploads it to YouTube.
+- [ ] The Editor selects the newly uploaded video to complete the "Video details" fields.
+  - [ ] Title
+  - [ ] Description --> this includes the talk description followed by the speaker bio
+  - [ ] Thumbnail --> uploads the intro card file
+  - [ ] Sets the video privacy as indicated on the proposal form
+  - [ ] Adds video to the appropriate playlist(s)
+  - [ ] Adds keyword tags
+  - [ ] Sets "Languages, subtitles, and closed captions (CC)" as:
+    - [ ] Video language: English (United States)
+    - [ ] Caption certification: This content has never aired on television in the U.S.
+    - [ ] Title and description language: English
+  - [ ] Sets recording date --> leave location blank
+  - [ ] Use "Standard YouTube License"
+  - [ ] Sets "Comments and ratings" as:
+    - [ ] Comment visibility: Hold potentially inappropriate comments for review
+    - [ ] Sort by: Top
+    - [X] Show how many viewers like and dislike this video
+- [ ] The Editor selects the "Subtitles" tab to add the video subtitles:
+  - [ ] English should already be listed as a language. Click the "DUPLICATE AND EDIT" link in the rightmost column. Accept the warning that your current subtitles will be overwritten.
+  - [ ] You'll see a pop-up window with default subtitles generated by YouTube. Click the "ASSIGN TIMINGS" button. This breaks the text into pieces that will display on the screen over certain time spans.
+  - [ ] Go through the text to correct spelling and add punctuation (click "EDIT AS TEXT" to switch back to the large block of text if that's easier), then watch through the video with the edited captions to make sure they're displaying across the screen at the correct timings.
+- [ ] The Editor notes time points in the talk where there are natural breaks/transitions between topics so they can be noted in the video description and turned into chapters for easy viewer access.
+- [ ] The Editor adds a link to the talk's subdirectory inside the VC GitHub repo that holds presentation slides and resources.
+
+- [ ] Marketing shares the video details in the relevant Slack channels and adds the info to the upcoming monthly newsletter.
+
+## Meg's Notes
+
+<b id="a1">1</b>: I combined the "Reviewer" and "Coordinator" roles into one ("Logistics Coordinator") because they seem to cross paths so much. Plus once we nail down a submission form for the Speakers, many of their duties will be automated. I changed "Comms" to "Marketing" to make the name more descriptive of the duties assigned to the role. I think "Moderator" sounds nicer than "MC" and it also cuts down on the confusion by keeping "MC" and "Host" straight. The only reason we use "Host" is because Zoom uses it. I looked up what the person is called who runs the behind-the-scenes stuff on a set and found out it's a ["Production Assistant" or "PA"](https://en.wikipedia.org/wiki/Television_crew#Production_assistant) for short. I think we should go with that instead of "Host." Lastly, we have more than just a video editor for after the completion of the talk so I created a "Post-production Team" subgroup that contains "Editor(s)" and a "Graphics Coordinator" or "GC" for short. We'll need to cut the video but also edit the captions, create keywords, make an intro card, setup the correct metadata, etc. Two people could probably handle it, but we may want to break it out by "Video Editor" and "Caption Editor."