Hat tip to Kelly for taking these notes!

Roles

• Organizer role
• Presenter contact
• Reach out to presenters, ask them to agree to meet
• Work out logistics like dates
• Update Wiki with dates and topics  https://wiki.illinois.edu/wiki/pages/viewpage.action?spaceKey=itproservices&title=Caffeine+Break+committee+planning+page
• Make sure we’re not double scheduling over things like finals and ITPF
• Potential ideas page
• Scheduler role (often same as organizer)
• Sending out of calendar invitation on Monday
• Ideal have arranged who the presenter is and have gotten an event description before-hand
• Make sure you have a copy of the ITPF-Room1 recurring Caffeine Break meeting’s schedule block in order to copy the Zoom and Skype connection information. (It expires once a year in August. Strong, Dena L can renew it, or anyone on the IT Pro Forum programming committee.)
• Create a new Friday morning event.
  1. Make sure it’s listed from 9 – 10 am, not “all day”.
  2. Don’t require responses to the meeting.
  3. Allow people to forward it.
  4. Open a previous week’s invitation and copy and paste the structure into the meeting body field, then update the contents for your new event. 
  5. Key components to include in the text area:
     1. Date
     2. Time
     3. Building and room number
     4. Building address
     5. Speakers
     6. Description of the day’s Caffeine Break
     7. Zoom
     8. Go into the Scheduling Assistant and add CCSP and Caffeine Break mailing lists to the invited attendees.
  6. Save your meeting to create it.
• Confirm the confirmation emails for both mailing lists.
• Send meeting invites when we have topic; copy and paste it into an email if it’s an open agenda
• Always send to CCSP and Caffeine Break
• Depending on topic, may include others like webmasters, accessibility, etc.
• Zoom meeting
• reoccurring meeting created by ITPF Conf 1 account
• Set up to record automatically
• Video is saved to  ITPF Conf 1 account
• Host role
• During meeting
• Monitor Chat or delegate someone to monitor
• Post Processing role
• If open agenda, ignore or stop record
• Others: log into ITPF Conf 1 account
• Share with user who can publish to Caffeine Break Mediaspace
• Collect metadata information to put into Mediaspace
• Publish to Mediaspace
• Specific channel: Campus IT Pro Videos
• Download video and transcript/chat and put Box “Archive Transfer > Caffeine Break History > Video Capture > specific event folder”
• Folder name format: Year-month-day-topic (Ex: 2021-03-13-IllinoisTheme
• Include video, transcript, chat, audio files

Game Plan

• Assign a Organizer, Host, and Post-processor for each month
• If host can’t make a date in their month, they are responsible for finding a sub
• If there’s a better presenter contact to reach out, they can coordinate with the Organizer

Permissions to figure out

• Permission listserv
• Mediaspace permissions
• Zoom permissions