diff --git a/MEETINGS_ORGANIZATION.md b/MEETINGS_ORGANIZATION.md index 05b6b621d..3222e919b 100644 --- a/MEETINGS_ORGANIZATION.md +++ b/MEETINGS_ORGANIZATION.md @@ -1,15 +1,15 @@ -This document covers the aspect of different meetings organization at AsyncAPI. +This document covers the aspects of different meeting organizations at AsyncAPI. ## FAQ ### What do I need to schedule a meeting? To schedule a meeting, you need to be: -- one of the licensed Zoom users associated with the AsyncAPI Zoom account. It is required because only licensed users can start meeting, live transcripts, and streaming. +- one of the licensed Zoom users associated with the AsyncAPI Zoom account. It is required because only licensed users can start meetings, live transcripts, and streaming. - GitHub Action workflow for `Ad Hoc` meeting scheduling should be updated. Newly licensed users should be added as alternative hosts. -- a member of [GitHub team called meetings-organizars](https://github.com/orgs/asyncapi/teams/meetings-organizers). It is required because only maintainers of the given repository can manually trigger GitHub Actions workflows. This group has a `Maintain` role in the `community` repository where meeting automation is implemented. -- a member of a team in the AsyncAPI Restream account. It is required because hosts must log in to Restream before they start streaming the meeting from Zoom and modify the stream's title that will show up on social platforms. -- a member of the AsyncAPI YouTube account. It is required because after the meeting is over, hosts need to add live their stream recording to the proper YouTube Playlist to improve recording discoverability. +- a member of [GitHub team called meetings-organizers](https://github.com/orgs/asyncapi/teams/meetings-organizers). This is required because only repository maintainers can manually trigger GitHub Actions workflows. This group has a `Maintain` role in the `community` repository where meeting automation is implemented. +- a member of a team in the AsyncAPI Restream account. It is required because hosts must log in to Restream before streaming the meeting from Zoom and modify the stream's title that will appear on social platforms. +- a member of the AsyncAPI YouTube account. It is required because hosts need to add live stream recordings to the proper YouTube Playlist after the meeting is over to improve recording discoverability. ### What meetings do we have? @@ -25,16 +25,16 @@ To schedule a meeting, you need to be: We have an automated workflow in place: 1. Automation starts after clicking **Run workflow**. (Unless there is another GitHub Actions outage and proper events are not delivered to automation :smiley: ) -1. It creates a new meeting in Zoom. It is by default configured to support live streaming +1. It creates a new meeting in Zoom. It is, by default, configured to support live streaming 1. It creates a GitHub issue with all details about the meeting 1. It creates a new Google Calendar entry with special metadata containing the GitHub issue number 1. It sends a tweet with information about a newly scheduled event ### What are my responsibilities as meeting host? -Technically there are two types of meetings: -- Zoom-first: Meeting takes place on Zoom and through integration with Restream.io it is streamed to different channels. These meetings happen on Zoom to enable as many people as possible to join live conversation. -- Restream-first: Meeting takes place on Restream and is is streamed to different channels. These meetings are focused on showing or explaining some topic without live audio conversation with the audience. +Technically, there are two types of meetings: +- Zoom-first: The meeting takes place on Zoom and is streamed to different channels through integration with Restream.io. The goal is to enable as many people as possible to join the live conversation. +- Restream-first: The meeting takes place on Restream and is streamed to different channels. These meetings are focused on showing or explaining some topic without a live audio conversation with the audience. #### Zoom-first @@ -53,7 +53,7 @@ This is what you need to do to kick it off: 1. Provide title and description: - Title for the live stream that corresponds with the meeting you just started, - - Meeting description must be provided even if the field is empty, otherwise the old one from other streams will be used. + - Meeting description must be provided even if the field is empty; otherwise, the old one from other streams will be used. @@ -75,15 +75,15 @@ This is what you need to do to kick it off: #### Restream-first -You need to first start with YouTube, even though Restream can directly stream there. It is because by +You must start with YouTube first, even though Restream can directly stream there. It is because by This is what you need to do to kick it off: -1. In [YouTube](https://youtube.com) click on your profile picture and select `Switch account`: +1. In [YouTube](https://youtube.com), click on your profile picture and select `Switch account`: -1. Select `AsyncAPI`. If you do not see it on the list, means you did not have all access rights needed to setup a live stream: +1. Select `AsyncAPI`. If you do not see it on the list, it means you did not have all the access rights needed to set up a live stream: @@ -91,7 +91,7 @@ This is what you need to do to kick it off: -1. Once new live stream is created, in the list of `Upcomming` streams, click `View in Live Control Room` icon next to your live stream: +1. Once a new live stream is created, in the list of `Upcoming` streams, click `View in Live Control Room` icon next to your live stream: @@ -103,7 +103,7 @@ This is what you need to do to kick it off: -1. After enabling audio, video and providing name, you will see a Restream Studio. +1. After enabling the audio, video and providing the name, you will see a Restream Studio. 1. `Edit` the title and description of the stream: @@ -112,7 +112,7 @@ This is what you need to do to kick it off: 1. Provide title and description and click `Next`: - Title for the live stream that corresponds with the meeting you just started, - - Meeting description must be provided even if the field is empty, otherwise the old one from other streams will be used. + - Meeting description must be provided even if the field is empty; otherwise, the old one from other streams will be used. @@ -120,7 +120,7 @@ This is what you need to do to kick it off: -1. Make sure you do not create new event but you select the one you already created on YouTube, with closed captions on: +1. Make sure you do not create a new event, but select the one you already created on YouTube, with closed captions on: @@ -140,7 +140,7 @@ Subscribe to the [AsyncAPI Newsletter](https://asyncapi.com/newsletter) to get i We have an automated workflow in place: 1. Automation starts every Friday at midnight 1. It gets information from Google Calendar about all the meetings scheduled for the upcoming week -1. It schedules a MailChimp campaign to send emails with a list of meetings. It's sent on Friday at 11AM in the subscriber's time zone +1. It schedules a MailChimp campaign to send emails with a list of meetings. It's sent on Friday at 11 AM in the subscriber's time zone ### Where can I find the AsyncAPI calendar? @@ -156,7 +156,7 @@ We have an automated workflow in place: 1. It checks if a closed issue represents a future event 1. It removes meetings from the AsyncAPI Google Calendar -### How do I register a new regular meeting? +### How do I register for a new regular meeting? Start [discussion in community repository](https://github.com/asyncapi/community/discussions). Explain the idea and justify why it requires a separate meeting. We currently have [approval from the Technical Steering Commitee](https://github.com/asyncapi/community/discussions/295) to pay for up to 8 Zoom licenses. @@ -165,22 +165,22 @@ Once a new meeting is approved, add a [new workflow like this one](.github/workf ### How can I become a host? -Once your `Regular` meeting gets approved, contact `Fran Mendez` so that he can give you access to all required tools. +Once your `Regular` meeting gets approved, contact `Fran Mendez` so he can give you access to all required tools. -## How do I publish broadcasted meeting as podcast? +## How do I publish broadcasted meetings as podcasts? ### Why do we need this feature? -- There are some people who favor listening the video/livestream as an audio (podcast) instead of watching the video. +- Some people prefer to listen to the video/livestream as an audio (podcast) instead of watching the video. -- The goal is to upload our AsyncAPI video/livestreams on `Spotify For Podcasters` platform which will ultimately allow the listener to play the episodes on Spotify. Almost every YouTube video can be converted into a podcast. +- The goal is to upload our AsyncAPI video/live streams on `Spotify For Podcasters` platform, ultimately allowing the listener to play the episodes on Spotify. Almost every YouTube video can be converted into a podcast. ### Who can upload the videos? -- The workflow can only be triggered by a person who has the write-access to the `master` branch of `asyncapi/community` repository. +- The workflow can only be triggered by a person with write access to the `master` branch of the `asyncapi/community` repository. ### What is needed? @@ -193,7 +193,7 @@ Once your `Regular` meeting gets approved, contact `Fran Mendez` so that he can #### How to find YouTube ID? -Let's take this video link for example: https://www.youtube.com/watch?v=3rg_7hIb9PQ +Let's take this video link, for example: https://www.youtube.com/watch?v=3rg_7hIb9PQ. Here the video ID is the word/entity after `https://www.youtube.com/watch?v=`, i.e., `3rg_7hIb9PQ` @@ -218,15 +218,15 @@ Here the video ID is the word/entity after `https://www.youtube.com/watch?v=`, i ### Step-by-step procedure -Here is an example with procedure on how to use this workflow: +Here is an example with a procedure on how to use this workflow: 1. Go to the `Actions` section on GitHub. -2. Scroll down the menu on the left hand-side. +2. Scroll down the menu on the left-hand side. 3. Click on the `Upload Episode from YouTube To Spotify for Podcasters` option. 4. Click on the `Run Workflow` button. 5. Provide the YouTube ID in the box. 6. Click on `Run workflow` button. -7. Wait for the workflow to finish. (May take some time to upload depending upon video size so please have patience. Thank you.) -8. Go to podcasters.spotify.com (Log in to your account if you haven't already). -9. Go to `Episodes` section. There you will see your latest upload. +7. Wait for the workflow to finish. (Depending on video size, it may take some time to upload, so please have patience. Thank you.) +8. Go to podcasters.spotify.com (Login to your account if you haven't already). +9. Go to `Episodes` section. There, you will see your latest upload. 10. Hurray! Your episode is now uploaded successfully!