FOSDEM 2018 Video timeline

September

• V arrange video rental with budgetcam.nl
• V test new types of cameras combined with fosdem cam boxes

October

• V FOSDEM video staff (Mark, Wouter S?): arrange audio meeting with AudioULB
• V inventory check
• V video boxes check
• V order missing items @tme.eu

November

• V 20171118 & 2017111919 video hackday @office
• define static dhcp leases for video boxes
• 20171124 meeting a/v services

December

Early January

• FOSDEM video staff: inform network team about special requirements:
  • where do the network connections go
  • dns/MAC address/... requirements for video boxes

week before FOSDEM

• FOSDEM video staff: print camera maps from git

Thursday 20180201

• 17:00 (Egbert & Sebastian) van with cams & mics to Brussels

Friday

09:00

• arrivals:
  • cams & mics (Egbert & Sebastian)
  • other video gear (from Leuven)
  • Vasil & Mark
  • 4x per building video teams (2 people each: 6 .bg+ Johan VdW+ Luc V)
• tasks:
  • unload all a/v gear (to K1.105 if available, otherwise to corridor in front of VOC)
  • set up the physical voctop rack (in corridor if needed & move afterwards)
  • hang up video monitoring screen in VOC
  • set up space under the auditorium: desk, chair, power extender, network, big monitor
  • help with other tasks until K1.105 available
• K1.105 available?
  • move all a/v gear there
  • power extension cable from corridor
  • install small soho router with 4 video boxes (for testing cameras)
  • configure video cameras (see manual)
• DC network available
• ??:00 network at K1.105 available

12:00 campus officially open to us

• per building video teams:

  • XLR cabling setup to video cam spots
  • set up tripods in rooms (unsupervised)
  • (until network available) help with other tasks

• Vasil sets up VOC (central part of video infrastructure):

  • test uplink to streaming servers
  • monitoring station

• 15:30: cameras arrive in Brussels

• 16:00: set up tripods, video boxes & power extension cords in all rooms; coordinate with network

• empty flight case storage: 1 top floor of K, 1 in VOC, 1 AW under stairs, 1 upper H behind infodesk, 1 lower H under stairs

• 18:00: VOC does an end to end streaming test of all cameras using the backup video box and the K.1.105 box. goals:

• physical test of all cameras (pysical cameras, nót the camera models as that has been done before)

• MAC/ip/dns mappings

• 18:00: prepare devroom boxes:

• microphone

• video camera

• spare batteries

• video cut credentials

• '''TODO''' devroom operating manual (including video)

• devroom manager t-shirt

• garbage bags

• signs: open/full/repeat question/x minutes left/...?

• NO water bottles (camera!)

=== Saturday ===

• 08:30: 3x2 people set up main track & lightning talk cameras: Ferrer, Janson, La Fontaine.
• 08:30 - 09:15: devroom managers pick up from NOC/VOC:
• devroom box
• signed camera responsibility sheet
• room status: camera & mic present (web app if available, paper if not)
• 09:10: 3 teams (2 people per team: Bulgarians, each team with at least one walkie):
• do a full loop test per room
• room status: streaming
• 10:15: streaming up everywhere, monitored by video volunteers inside the room and VOC
• 19:10: cleanup
• VOC remotely switches off video boxes
• cameras and microphones go back to VOC.

=== Sunday ===

• 08:00-08:30: devroom managers pick up from NOC/VOC
• 08:45: (or devroom opening time -15 minutes): streaming up everywhere, monitored by video volunteers inside the room and in VOC
• 18:05: VOC remotely switches off video boxes
• 18:05: 5 trusted volunteers each fill a flight case again (tick off check list per room!)
• 18:20: Egbert & Sebastian + 2 trusted volunteers grab cameras per building, pack in van ("stacked and labeled in order of return")
• 18:30: Egbert & Sebastian + 2 trusted volunteers drop cameras off @$safe_place, back to ULB (ETA: 20:00)

TBD $Safe_place

=== Monday ===

• before 14:00: Egbert & Sebastian drive back a/v equipment to rental place