Events Guide/Virtual Meetings

This pages gives guidance on running a (virtual) meeting or meetup, for example a regular project, working group or chapter meeting.

= Outline =


 * Have meeting on skype + etherpad (can fall back to irc if too many for skype)
 * Boot an etherpad for the meeting (see template below)
 * [optional] Boot a meeting page on your wiki.
 * Reference meeting page or etherpad from all announce material
 * If possible, fix dates in advance (at least one month) and announce to relevant parties
 * E.g. for working groups ping mailing list and wider world (e.g. on working group website)
 * Projects and working groups should have somewhere where past and future meetings are listed

= How to announce a meeting =


 * Announce upcoming meetings on relevance OKF mailing lists usually at least two days in advance.
 * Send reminder email of the meeting on the day of the meeting itself (Try scheduling reminders to go out with Google Boomerang if you have problems remembering!)
 * Use an etherpad to collect the names and contact (e.g. Skype) details of the people who wish to participate. See: template below

Etherpad template
Date and Details * when: (gives dates in at least UK time, EST and CET) (Remember that it is likely that not all participants in the meeting will be in your time zone, make the timezone clear (e.g. by using Meeting time announcer: http://www.timeanddate.com/worldclock/fixedform.html)) * location: on Skype and this pad Name and Skype (add your name and skype id here) * {your-name} {skype-id} Agenda: * Please add items here

= How to run a meeting =
 * 1) Keep it as short as possible
 * 2) Each meeting should have a clear objective and action items
 * 3) Don't be afraid to ask people to mute themselves if background noise is interfering
 * 4) Meeting notes should not be kept on etherpads, transfer them to a wiki as soon as the meeting is finished
 * 5) If internet connections are too bad for Skype, try and move quickly to IRC

= Tools for meetings =

We use etherpads for meetings to allow online collaboration between parties. However please do not use etherpads for permanent information storage. Important information should be transferred to a site / wiki straight after the meeting.

See: Setting up an OKFN Etherpad

= Regular Meetings to be aware of =

See Meetings.