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A Turing Way team member (Community Manager or Research Project Manager) will create a Zoom link with a waiting room and live transcription enabled. They will also open the call on the day of the event, and give 'co-host rights' to all facilitators to allow them to manage Zoom participants and chats.
Identify an overarching theme that we share with a different community -- Fireside Chat is intended to promote cross-community collaboration
Reach out to a community representative who can co-facilitate the event with a core team member in The Turing Way
Set up an internal shared document for discussions and notes (The Turing Way shared google doc, see this template)
Discuss what the co-hosts might want to highlight at this Fireside Chat (note: these discussions don't necessarily need to identify a solution - [ ] but should recognise shared themes, challenges, and spaces for research communities
Identify speakers from the community and invite them
Create a private Slack Channels with all speakers and hosts and discuss some overarching topics they are interested in sharing
Ask for the bio and image of speakers, and their permission to record the session
Schedule the first check-in 4-5 weeks in advance to surface some common themes, helping plan the title and questions
Decide on a common date and send placeholder calendar invite blocking their calendar for the event (15 mins pre-event tech-check/Green room, 60 minutes live and 15-30 minutes unrecorded discussion with the audience)
Create an Eventbrite page in The Turing Way account - see this page for example (you can copy and edit)
Hosts will define an agenda and questions for the session - hosts will also allocate some questions for each other to speak on
Set another check-in at least 2 weeks in advance to touch base and discuss the plans and questions with the speakers - assign 1-2 questions for each speaker to begin
Plan with cohost who will ask which question, how you will time keep, what channel you will use to ask questions to each other privately, who will monitor the chat (maybe ask someone outside this group to help with note taking and chat monitoring)
Update the calendar invite with Zoom, Etherpad and Eventbrite -- encouraging them to share the Eventbrite page in their network
Identify someone from the community who can do the introduction of The Turing Way, code of conduct reminder and pass it to the speakers
During the session
Open the Zoom call 15 minutes in advance (keep the waiting room of Zoom enabled)
Test if speakers' microphone, camera and internet work alright - help troubleshoot any tech challenge
Let participants in right on time
Welcome them and share Etherpad
Remind them that the call will be recorded and that participants can use chat (but may not have the chance to speak during the 60 minutes live)
Start recording (on Zoom Cloud) and enable transcription
At 5 minutes past, as people join, the person designated to welcome them will introduce the Turing Way, CoC, and Etherpad information and Present the topic
Hosts then introduce themselves and post the opening questions allowing all speakers including the co-host to share their position on the topic in 2 minutes
As planned in the agenda, hosts ask the question posed to the specific speaker, follow up response from the other speaker is invited
Speakers will make sure that everyone on the panel has had an equal chance to discuss and share their opinions
Any question from the chat is copied over the Etherpad, in the last 10 minutes publically posed question can be asked
The recorded session finishes with a short closing arguments from each speaker and host
After the recorded part of the discussion (60-75 minutes), all participants are reminded of the next stage of unrecorded discussion informally with the speakers
Hosts close the call after 90 minutes of the session (with 15-30 minutes unrecorded discussion)
After the session
Send a thank you email to the speakers - within 1 day
Download the video from Zoom and edit the live transcription (proofread cc)
Upload the video on The Turing Way youtube - label and annotate well, and add the flyer as the video's front page
Share the published videos with the speakers
Summarise the session to add to The Turing Way -- invite someone from the community who could do that
Promote the video via Slack, Newsletter, Twitter
Send a thank you email to the Eventbrite participants sharing the video and inviting any ideas and suggestions for improvement via a standard feedback form
Update the book chapter and templates if needed
Update the video link here and update the section for the upcoming Fireside chat
Add speakers to this GitHub repo using all-contributions bot for presentation
Close the planning issue as complete!
The text was updated successfully, but these errors were encountered:
This Fireside chat is tentatively scheduled for the first half of July
Register here to attend: [add registration page link].
Before the Event -- at least 6-8 weeks in advance
During the session
After the session
all-contributions bot
for presentationThe text was updated successfully, but these errors were encountered: