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asyncapi-bot merged 6 commits into from
Sep 9, 2025
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docs: update MEETINGS_ORGANIZATION document #2035

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c5770f9
docs: update MEETINGS_ORGANIZATION document
ezinneanne Aug 11, 2025
c64a475
Merge branch 'asyncapi:master' into meeting_organization
ezinneanne Aug 20, 2025
1734acc
update the meetings doc
ezinneanne Aug 21, 2025
7f039f2
Merge branch 'master' into meeting_organization
thulieblack Sep 2, 2025
98a6719
Merge branch 'asyncapi:master' into meeting_organization
ezinneanne Sep 7, 2025
bcc5c28
added requested changes
ezinneanne Sep 7, 2025
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112 changes: 22 additions & 90 deletions docs/060-meetings-and-communication/MEETINGS_ORGANIZATION.md
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Expand Up @@ -47,36 +47,37 @@ This is what you need to do to kick it off:

1. Start your meeting by opening a Zoom meeting. Make sure you are logged into Zoom with your AsyncAPI licensed account.

1. Log into [Restream.io](https://app.restream.io/home) and select `Set up for OBS, Zoom, etc.` option:
1. Log into [Restream.io](https://app.restream.io/home) and select `Encoder|RMTP (Stream from OBS,Zoom,VMix,etc.)` option:

<img src="../../assets/meetings/restream1.png" width="50%" />
<img src="../../assets/meetings/stream1.png" width="50%" alt="Restream: Encoder | RTMP option selected"/>

1. Click `Update Titles` card:

<img src="../../assets/meetings/restream2.png" width="50%" />
<img src="../../assets/meetings/stream2.png" width="50%" alt="Restream: Update Titles card" />

1. Provide title and description:

- Title for the live stream that corresponds with the meeting you just started,
- Meeting description must be provided even if the field is empty; otherwise, the old one from other streams will be used.
- Title for the live stream that corresponds to the meeting you just started.
- Provide a meeting description even if you plan to leave it brief; otherwise, the previous description from another stream might be reused.
- Add a thumbnail for the stream, as platforms like YouTube require one.

<img src="../../assets/meetings/restream3.png" width="50%" />
<img src="../../assets/meetings/stream3.png" width="50%" alt="Restream: Provide title, description, and thumbnail screen" />

1. In Zoom, click the `Live Transcript` button to start transcribing the meeting:

![](../../assets/meetings/zoom1.png)
![Live Transcript](../../assets/meetings/zoom1.png)

1. Confirm transcriptions with `Enable` button:

![](../../assets/meetings/zoom2.png)
![Enable Transcript](../../assets/meetings/zoom2.png)

1. Click `More`:

![](../../assets/meetings/zoom3.png)
![More Options](../../assets/meetings/zoom3.png)

1. Select `Live on Custom Live Stream Service` option to start streaming to Restream and, therefore, to official AsyncAPI social networks:

![](../../assets/meetings/zoom4.png)
![Live on Custom Live Stream Service](../../assets/meetings/zoom4.png)

#### Restream-first

Expand All @@ -86,48 +87,48 @@ This is what you need to do to kick it off:

1. In [YouTube](https://youtube.com), click on your profile picture and select `Switch account`:

<img src="../../assets/meetings/yt1.png" width="40%" />
<img src="../../assets/meetings/yt1.png" width="40%" alt="Switch account to AsyncAPI"/>

1. Select `AsyncAPI`. If you do not see it on the list, it means you did not have all the access rights needed to set up a live stream:

<img src="../../assets/meetings/yt2.png" width="40%" />
<img src="../../assets/meetings/yt2.png" width="40%" alt="AsyncAPI option" />

1. Click on `Create` and select `Go live`:

<img src="../../assets/meetings/yt3.png" width="40%" />
<img src="../../assets/meetings/yt3.png" width="40%" alt="Create and Go Live options"/>

1. Once a new live stream is created, in the list of `Upcoming` streams, click `View in Live Control Room` <img src="../../assets/meetings/yt5.png" width="3%" /> icon next to your live stream:
1. Once a new live stream is created, in the list of `Upcoming` streams, click `View in Live Control Room` <img src="../../assets/meetings/yt5.png" width="3%" alt="Live icon" /> icon next to your live stream:

<img src="../../assets/meetings/yt4.png" width="50%" />
<img src="../../assets/meetings/yt4.png" width="50%" alt="View in Live Control Room"/>

1. Enable `Closed captions`:

<img src="../../assets/meetings/yt6.png" width="50%" />
<img src="../../assets/meetings/yt6.png" width="50%" alt="Enable closed captions button"/>

1. Log into [Restream.io](https://app.restream.io/home) and select `Start with Studio` option:

<img src="../../assets/meetings/restream1.png" width="50%" />
<img src="../../assets/meetings/restream1.png" width="50%" alt="Restream: Start with studio option" />

1. After enabling the audio, video and providing the name, you will see a Restream Studio.

1. `Edit` the title and description of the stream:

<img src="../../assets/meetings/restream4.png" width="50%" />
<img src="../../assets/meetings/restream4.png" width="50%" alt="Restream: edit title and description" />

1. Provide title and description and click `Next`:

- Title for the live stream that corresponds with the meeting you just started,
- Meeting description must be provided even if the field is empty; otherwise, the old one from other streams will be used.

<img src="../../assets/meetings/restream5.png" width="50%" />
<img src="../../assets/meetings/restream5.png" width="50%" alt="Restream: Providing stream details"/>

1. `Edit` YouTube destination:

<img src="../../assets/meetings/restream6.png" width="40%" />
<img src="../../assets/meetings/restream6.png" width="40%" alt="Restream: YouTube destination" />

1. Make sure you do not create a new event, but select the one you already created on YouTube, with closed captions on:

<img src="../../assets/meetings/restream7.png" width="40%" />
<img src="../../assets/meetings/restream7.png" width="40%" alt="Restream: Create event />
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@coderabbitai coderabbitai bot Sep 7, 2025

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💡 Verification agent

❓ Verification inconclusive

Fix broken alt-attribute quoting (HTML parse error) and align alt text with instruction.

The alt attribute is missing a closing quote. Also, the instruction says not to create a new event—consider reflecting that in the alt text.

-    <img src="../../assets/meetings/restream7.png" width="40%" alt="Restream: Create event />
+    <img src="../../assets/meetings/restream7.png" width="40%" alt="Restream: Select existing YouTube event" />

Fix HTML alt attribute quoting and update alt text

  • Close the alt attribute with a terminating quote to prevent the HTML parse error.
  • Change the alt text to “Restream: Select existing YouTube event” so it reflects using an existing event rather than creating a new one.

(Line 131 in docs/060-meetings-and-communication/MEETINGS_ORGANIZATION.md)

🤖 Prompt for AI Agents 
In docs/060-meetings-and-communication/MEETINGS_ORGANIZATION.md around line 131,
the img tag's alt attribute is missing its closing quote and the alt text is
inaccurate; fix by terminating the alt attribute with a closing double-quote and
update the alt text to "Restream: Select existing YouTube event" so the tag
becomes valid HTML and accurately describes selecting an existing YouTube event.


1. You are ready to `Go Live`

Expand Down Expand Up @@ -171,72 +172,3 @@ Once a new meeting is approved, add a [new workflow like this one](https://githu
### How can I become a host?

Once your `Regular` meeting gets approved, contact `Fran Mendez` so he can give you access to all required tools.



## How do I publish broadcasted meetings as podcasts?

### Why do we need this feature?

- Some people prefer to listen to the video/livestream as an audio (podcast) instead of watching the video.

- The goal is to upload our AsyncAPI video/live streams on `Spotify For Podcasters` platform, ultimately allowing the listener to play the episodes on Spotify. Almost every YouTube video can be converted into a podcast.


### Who can upload the videos?

- The workflow can only be triggered by a person with write access to the `master` branch of the `asyncapi/community` repository.

### What is needed?

- The YouTube video ID is needed to trigger the workflow.

### What is YouTube video ID?

- A YouTube video ID is a unique combination of characters that identifies a specific video on the YouTube platform. It's used in the URL of the video to direct users to the exact video they want to watch. The video ID is typically a sequence of letters, numbers, and special characters that generally comes after the "v=" parameter in the URL.
- [More examples](#list-of-different-types-of-youtube-links) of video ID are given below: ⬇️

#### How to find YouTube ID?

Let's take this video link, for example: https://www.youtube.com/watch?v=3rg_7hIb9PQ.

Here the video ID is the word/entity after `https://www.youtube.com/watch?v=`, i.e., `3rg_7hIb9PQ`


### List of different types of YouTube links

- `https://www.youtube.com/watch?v=VIDEO_ID`
- Here, it can be https://www.youtube.com/watch?v=3rg_7hIb9PQ
- `https://youtu.be/VIDEO_ID`
- Here, it can be https://www.youtu.be/3rg_7hIb9PQ
- `https://www.youtube.com/embed/VIDEO_ID`
- Here, it can be https://www.youtube.com/embed/3rg_7hIb9PQ
- `https://www.youtube.com/playlist?list=PLAYLIST_ID`
- Here, it can be https://www.youtube.com/playlist?list=PLbi1gRlP7piiaD67o1F4EOPoZztg2r8l6
- `https://www.youtube.com/shorts/VIDEO_ID`
- Here, it can be https://www.youtube.com/shorts/3rg_7hIb9PQ
- `https://www.youtube.com/watch?v=VIDEO_ID&list=PLAYLIST_ID`
- Here, it can be https://www.youtube.com/watch?v=deLUAobdVpw&list=PLbi1gRlP7piiaD67o1F4EOPoZztg2r8l6
- `https://youtube.com/shorts/VIDEO_ID?feature=share`
- Here, it can be https://youtube.com/shorts/U5jUr8XAF_M?feature=share


### Step-by-step procedure

Here is an example with a procedure on how to use this workflow:

1. Go to the `Actions` section on GitHub.
2. Scroll down the menu on the left-hand side.
3. Click on the `Upload Episode from YouTube To Spotify for Podcasters` option.
4. Click on the `Run Workflow` button.
5. Provide the YouTube ID in the box.
6. Click on `Run workflow` button.
7. Wait for the workflow to finish. (Depending on video size, it may take some time to upload, so please have patience. Thank you.) .
8. A few moments later....Hurray! Your episode is now uploaded successfully!

You can also modify description and other information for uploaded podcast directly in Spotify:

1. Go to https://podcasters.spotify.com/.
2. Login using AsyncAPI account.
2. Go to `Episodes` section. There, you will see your latest upload.
3. Perform edits and save them.
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