QGIS Open Day Setup Guide

1. Preparation Phase

1.1. Confirm the Date and Announce the Call

• Event Timing:
  QOD is held on the last Friday of each month. Confirm that the event is on schedule (e.g. the next event might be set for February-2025 on 28.02.2025).

• Call for Presenters:

  • At the beginning of the month, issue a call inviting community members to present.
  • Ask interested presenters to submit their names to the designated contact, so they can be added to the event’s session list.
  • Use email, community channels, and social media to spread the word.

1.2. Wiki Page Setup

• Create a New Monthly Page:
  • Copy the previous month’s wiki page as a template (e.g. copy “February 2025” to create “March 2025”).
  • Important: Remove all previous month’s data or content, leaving only template input placeholders for new details.
  • Move the current and previous month’s pages to the list below the new page.
  • Save the Page: Ensure the updated wiki page is saved and published.

1.3. Assign Roles and Technical Setup

• Assign Roles:

  • Identify session facilitators and moderators if the main organiser is unavailable.
  • Ensure a backup contact is available for any technical or organisational issues.

• Technical Setup:

  • Confirm that the meeting room (e.g. Jitsi) is prepared and that a livestream is scheduled on YouTube (editor privileges are required).
  • Update the event page with all necessary links and contact details.

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2. Pre-Event Coordination

2.1. Update the Wiki Page with Session Details

• Add Presenter Details:
  • For each presenter, create a dedicated section on the monthly page.
  • Jitsi Link:
    The organiser should create a Jitsi meeting link (using their calendar tool or meeting platform) and add the presenter’s topic to the new wiki page.
  • YouTube Live Stream:
    Create a live YouTube link (as an editor) and add it to the presenter’s section on the wiki page.
  • Remind presenters that the live links (Jitsi and YouTube) will be available for them.

2.2. Advertising and Communication 📢

• QGIS Feed:
  • When advertising the event, ensure that the QOD is added to the QGIS Feed.
  • Review Process: Draft the feed entry and send it to a reviewer for approval before publishing.
• Social Media:
  • Twitter:
    Advertise the event on the QGIS Twitter page to reach a broader audience.
• Community Channels:
  • On the day of the event, post 5-minute reminders in the QGIS Community Telegram group to ensure participants are ready and informed.
• Announce Final Agenda:
  Confirm and circulate the final agenda with all updated details (date, time, session topics, and links) across all channels.
• Engage Facilitators:
  Contact session leads to confirm their roles and address any last-minute questions.

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3. Live Stream Testing 🛠️

3.1. Test the YouTube Livestream

• Copy the Stream Key:
  • Log in to YouTube and navigate to the livestream settings.
  • Copy the provided stream key.

3.2. Test on Jitsi

• Initiate a Test Session:

  • Open the scheduled Jitsi meeting.
  • Go to the streaming section and paste the YouTube stream key.
  • Important: Do not press “Go Live” on YouTube during this test.

• Check the Feed:

  • Verify on YouTube (in preview mode) that the stream is coming through properly, ensuring audio, video, and connectivity are all functioning as expected.

• Conclude the Test:

  • Once satisfied, end the connection in Jitsi.

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4. On the Day of the Event

4.1. Early Setup and Final Checks

• Join Early:
  Log in 15–30 minutes before the event starts to test all technical components (Jitsi, livestream, recording).
• Final Page Review:
  Double-check the monthly wiki page to ensure all presenter sections are correct and that links (Jitsi and YouTube) are working.

4.2. Kick-Off the Session

• Welcome Message:
  • Start with a brief welcome and overview of the day’s agenda.
• Facilitate Transitions:
  Introduce each session according to the agenda, and monitor the chat for any technical or session-related questions.
• Real-Time Reminders:
  • Post 5-minute reminders in the QGIS Community Telegram group.
  • Ensure the event is also promoted on the QGIS Twitter page for maximum reach.

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5. Post-Event Follow-Up

5.1. Recording and Archiving

• Save the Recording:
  • Confirm that the event recording is saved and later uploaded to the QGIS YouTube channel.
  • Update the monthly wiki page with the link to the recording.

5.2. Feedback and Documentation

• Collect Feedback:
  Invite presenters and participants to provide feedback on the session.
• Update Documentation:
  Post session summaries and any relevant notes on the wiki page for future reference.
• Thank-You Note:
  Send out thank-you messages to all participants and presenters.

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6. Additional Considerations

6.1. Troubleshooting Guide

• Keep a Checklist:
  Maintain a document with solutions for common technical issues (e.g. livestream interruptions, audio glitches) for quick reference during the event.

6.2. Communication Channels 📢

• Real-Time Updates:
  Use platforms like Telegram or Slack to share immediate updates during the session.

6.3. Backup Contact

• Escalation:
  Even if the main organiser (e.g. Amy) is not available, keep her contact details on file for any necessary escalation.