Advertising the meeting: Creating the Blurb
Developing an effective marketing blurb about the session will help attendees know what to expect from the session. Below are some recommendations to develop a blurb about your session:
- Create a brief description of the content:
- Specify the nature of the session:
- Specify your goals for the session
- Describe the primary target audience and/or prerequisites:
- Is it for the community at large? Subject matter Experts? End Users? etc.
- Are there specific knowledge requirements/other sessions that the attend should know/attend?
Anything you do to improve the understanding of the session will improve the experience for all.
Planning the meeting/session: Logistics and Planning
Laying out a plan for the delivery of the session improves the chances of accomplishing the goals of the session. Please consider the following recommendations:
- Determine how much time will be required, and how the time will it be divided between presentation and discussion.
- Determine the appropriate time frame for posting the presentation materials (Before the session vs after the session)
- Determine the medium will be used for driving the session:
- A slide deck?
- GitHub issue backlog?
- Wiki page?
- Staffing the meeting/session:
- Assign a Host, scribe and a moderator
- Scribe - Takes important and action items, and should be a separate person from Presenter and or Moderator
- Moderator monitors time and questions, keep the dialog on track, and the session on schedule.
- Host is responsible for opening the Session Bridge, and managing the record functions. Host and Moderator can be the same person.
- Assign a Host, scribe and a moderator
- Establish note taking method:
- Etherpad? Wiki? (Community Choice)
- If possible, include a link to your minutes page in advance of the meeting as a part of your Topic Proposal.
- Presenters are responsible for ensuring they deliver the appropriate level of content in the time allotted. Dry runs of the sessions are encouraged.
During the session: Executing the meeting/session effectively.
The meeting/session is the critical last step. If you have advertised and planned well, the following recommendations should simple to execute:
- Meetings should be recorded and transcribed. The Bridge Host is responsible for managing the recording.
- As part of the opening, The moderator or presenter should advise the attendees of the recording.
- Moderators and presenters would together to keep the session on track, yet still allow for flexibility to support collaboration.
- Please consider building a few minutes at the end to allow for this.