Keep an eye on the MailingList or at meetings for interesting topics or people who seem expert in a particular piece of software.
Make a note of any ideas or offers to speak to the MeetingSuggestions/Talks page.
Four weeks before
Send a reminder e-mail to the list asking people to add any offers or suggestions to the MeetingSuggestions/Talks page.
Three weeks before
- Draft a list of speakers based on the suggestions and offers on the wiki page for the meeting. (This usually involves creating the page.)
- Try to keep a balance of subject matters and skill levels. Make sure there's an "Newbie" level talk, and usually something for the network geeks. Something a bit unusual thrown into the mix is also good.
- If there is a talk that would fit well into your plans but no-one has volunteered to give it, approach someone who you think would be suitable.
- Be prepared to rearrange your plans over the coming weeks. Have a couple of talks in your mind as "reserves".
- Don't schedule the same speaker more than once on the same day unless it is unavoidable or they are only available to speak on a certain date.
- E-mail all the speakers in your draft plan, explaining clearly what you are e-mailing about.
- This is especially important if dealing with speakers from outside the LUG.
- Explain that there will be a projector provided and that a laptop can be provided if necessary. Ask for any other requirements.
- Ask if they have any particular time they would prefer to give their talks.
- Explain about the recordings and what they will be used for.
- If speakers have particular concerns about the recordings, emphasise that it's non-instrusive, in front of a friendly audience and is a good way for members who are unable to attend meetings to see talks they missed.
- If there are still issues, suggest recording the talk and reviewing the release of the video later.
Over the next two weeks
- Revise the draft schedule, removing speakers who aren't able to make it and approach alternatives.
- Keep in touch with all the speakers, ensuring that they are still able to attend and that you are aware of all their requirements.
- If speakers need reassuring over some aspect of giving the talk or would like some feedback on their presentation, then offer.
One week before the meeting (or earlier if possible)
- Remove references to "draft" from the schedule on the wiki page and link to it from the front page.
- Announce the speaker schedule on the list, including one line summary of each talk to give people an idea what it will be about.
- Arrange provision of a video camera, tapes, charger, tripod, microphone, headphones etc.
E-mail ECSS with details of schedule (if a Soton meeting).
Day of meeting
- Ensure the speakers arrive in time.
- Help speakers get set up with the projector etc.
- Let them know what will happen with respect to the recording and that you will introduce them at the start of their talk.
- Set up the video camera and any related equipment, check it's all working.
- Annouce the talk a couple of minutes before it's due to start.
- Do another annoucement as the talk starts, reminding people they can enter once the talk is under way.
- Ensure the video camera is swtiched on, introduce the speaker.
- Thank the speaker at the end of the talk.
After the meeting
- E-mail the speakers thanking them (and badgering for any missing notes etc.)
- Create a wiki page for the day's talks.
- Upload notes and other media to the page.
- Pass video tapes to whomever is encoding them.
Tidy up MeetingSuggestions/Talks and remove talks that have been given.