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how-to-handle-public-calendar.md

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How to create and configure meetings

In OpenTelemetry we are using the CNCF's Zoom accounts. We currently own four identical zoom accounts, though most meetings are created by the first account.

All rooms are configured the same way. Some notes on meetings configuration:

  • The host is not required to join the meeting. Anybody can join the meeting.
  • There is no time limit on the length of the meeting. Please make sure nobody is using this room for another meeting on the calendar when meeting is going long over time.
  • Auto-recording is enabled for all meetings. All OpenTelemetry public meetings are being recorded automatically. Find recordings at YouTube.

Every meeting must contain a link to the meeting notes. The meeting notes document must be shared with write or commenting permissions.

Anyone can request to be added or removed as a meeting participant. Request can be made via GitHub issue on this repository or contacting SIG maintainer via other channels like Gitter.

All meetings must include OpenTelemetry Calendar Invites Google Group as a participant. Anybody who wants to recieve up to date invites for all OpenTelemetry meetings can join the group.

Steps

To create or edit a meeting, you need to have access to the Public OpenTelemetry calendar (a shared Google calendar) and you must add a Zoom meeting link.

Gaining Calendar Permissions

All SIG maintainers have permission to edit the Public OpenTelemetry calendar. To get access to the calendar, please join the Google Group opentelemetry-calendar-contributors@googlegroups.com by submitting a request here. If your identity is not recognizable from the e-mail you are using to request joining the group, please request to be added to this Google Group by creating an issue in this repository.

Please keep the membership of this group up to date and accurate.

Create the meeting

The following details need to be set properly:

  • Title
  • Timeslot (make sure to use the correct time zone - Pacific Time - as the dates for switching DST differs between countries)
  • Recurrence pattern (usually weekly or bi-weekly)
  • Location (see below for the Zoom links)
  • Description
    • A brief description on the scope of the meeting
    • A link to the meeting notes
      • The meeting notes should be owned by the shared Governance Committee Google account. Having a document created can be requested from the GC via opening an issue in this repository.
  • Invited attendes: opentelemetry-calendar@googlegroups.com (see note on this Google Group above)

Adding a Zoom link to a meeting

OpenTelemetry's Zoom accounts use meetings URLs that are accessible in this document, or you can copy them from an existing calendar link (posting the URLs publicly on GitHub leads to Zoom bombing by random bots). When editing or creating calendar events, please ensure that the same ID is not being used simultaneously or for back-to-back calls.

Update the meetings overview

All recurring meetings are listed in the Community repo's README, make sure to add/update the respective entry there.

Zoom bombing prevention

All meetings are created by Zoom with randomized passcodes, which are embedded into the shared calendar links. All members of opentelemetry-calendar-contributors@googlegroups.com have access to this document listing the host keys for our meetings and explaining how to deal with inappropriate behavior in Zoom.