Establish dates with presenters
Make abstracts
Set up zoom links
All standard settings except select:
Activate “Mute participants on entry”
Activate “Automatically record meeting”
Set the workshop leader as alternative host (use the email connected to their openff zoom account)
Make pages for each unique workshop (multiple iterations of the same workshop may be on one page)
These pages MUST be publicly visible. They will the the PRIMARY source of information for attendees.
To specify time - use a tool like this to account for differences in time zones, dates, and daylight savings.
Don’t add zoom links yetTo avoid Zoom bombing do not add zoom links to these pages initially - Only add them 24 hours in advance of the workshop.
Make a page containing all of the Zoom links as a backup for team if the primary organizer is unreachable
This should only be made visible to logged-in users - click the lock icon on the top right, set to “only specific people can view and edit”, allow the group “all users from g suite” to edit
Make events on the OpenFF calendar for each instance of each workshop. The event description should link only to Confluence.
The purpose of these calendar events is primarily for internal team visibility. Attendees are not required to RSVP and may be using different sorts of calendar software, so communications using this calendar event should not be assumed to have reached all attendees.
Make an Announcement Stream page, record ALL external communications there.
THREE WEEKS BEFORE: Send out a public announcement to slack’s #general and as an ad board email.
DO NOT include Zoom links
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