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DRAFT ‐ FOSDEM 2025 video buildup operations teardown schedule

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Vasil Kolev edited this page Nov 17, 2024 · 36 revisions

principles

  • one VOC room per building
    • 2024: AW1.125, H2.111, Janson, K VOC, UA?.???, UB4.228, UD2.119
  • K VOC = central, deals with voctops & streaming infra
  • one kit per auditorium
    • (?) choose container - bags, plastic containers, something else?
  • rental gear secure at all times
    • in/out/lock
    • as few room openings/closures as possible
    • 1 person stays behind outside the room until locking
  • team per auditorium: 2 or 3 people
    • 1 experienced, 1 medium, 1 optional novice

timing

pre-FOSDEM

  • virtual volunteer briefing?
    • everyone joins #video-backstage
    • Try to have this in December
  • prepare 1 labeled FOSDEM set/decentral VOC
  • preorder 50 premade vegetarian sandwiches for delivery Friday 10:30am
    • vegetarian serves a practical purpose: conserves safely without cooling
    • premade, not pizza or other hot food: can be eaten on the job/between jobs
    • 50: plenty for the video volunteers; letfover go to general volunteers later in the day
  • contact Pierre Thomas:
    • ask for changes to ULB av setup (any more XLR inputs removed?)
    • get ULB av student contact data for the weekend

Sunday -1 week, 11:00

  • video volunteers online meeting

Thursday

  • ??:??: pick up priority van @Dockx Herent (large VW Transporter or similar, 3 seats, driver: Vanko)
  • drive priority van to Budgetcam Evere (3 people, driver: Vanko), pick up cameras and other stuff
  • Drive to FOSDEM office in Leuven
  • Inventory rental gear (or at Evere?):
    • volunteer 1
      • scan or photograph original rental gear inventory, send copy to [email protected]
      • make 10 stapled copies of rental gear inventory
        • requires printer-copier setup/going into copy shop in building F/begging ULB av services
      • restaple original and return to dispatcher
    • 3 volunteers check and mark physical rental gear lists (1 per item type)
      • (skip?) are the headphones working?
      • are all parts to all cameras, tripods, microphones there?
      • give physical copies to video buildup coordinator, send digital copies to [email protected]
      • label rental gear with destination auditorium: paper tape on peli cases, zip tie tags to soft shell cases
  • 3 volunteers - prepare bags/cases/whatever per room with everything needed, in Luven office:
    • mics
    • boxes
    • required cables for the room
    • label the bag
  • load priority gear (owned video & NOC) into priority van @FOSDEM office
  • <=22:00 unload priority gear @ULB, potentially install it:
    • try ULBPermission:
      • unload priority gear @cloakroom
      • install priority NOC/VOC @k1.110
    • except NoPermissionError:
      • try ResULB permission: unload @smelly room/server room
  • park empty priority van @hotel (driver: Vanko)

Friday

  • 09:00: 4 video volunteers arrive

  • 09:00: K1.110 (=central NOC/VOC) and server room video setup

    • responsible: Vasil
    • #4? volunteers required
    • build voctop racks
    • set up voctops
    • ansible deploy last minute voctop fixes
    • END: +- 12:00

  • 09:30: Truck with video equipment (budgetcam and per-room bags/boxes) leaves Leuven for ULB

  • 10:30-11:00: video truck arrives at K

  • 11:00-11:30: non-video stuff is unloaded from the truck. K video stuff is unloaded from the truck, goes to K.1105

  • 11:15: video volunteers arrive

    • reminder: join #video-backstage
    • reminder: give them sandwiches

  • 11:45: video volunteers go to their buildings to wait for the truck

  • 12:00: drive truck to buildings and drop out equipment (except J and K)

  • 12:30: swarm over campus for individual room setups

    • All rooms are unlocked
    • Truck drives per building and drops the equipment for the building
    • The equipment is carried to the per-building VOC
    • One person setups the VOC and guards the equipment
    • in, out, lock
    • order (recheck rooms for 2025):
      • H
        • VOC: H2.111 (manual lock!)
        • H1.301, H1.302, H1.308, H1.309, H2.115, H2.213 (manual lock!), H2.214 (manual lock!)
      • AW:
        • VOC: AW1.125
        • AW1.120, AW1.121
      • UA:
        • UA2.114, UA2.220, UA2.118 (manual lock!)
      • UB:
        • VOC: UB4.228
        • UB5.230, UB5.132, UB4.136, UB4.132, UB2.252a, UB2.147
      • UD:
        • VOC: UD2.119 (manual lock!)
        • UD2.218A, UD2.208, UD2.120
      • upper K
        • from 14:00 (extra general buildup (40 extra chairs/room) requires extra time)
        • K4.601, K4.401, K4.201, K3.401, K3.201
      • K1105, Janson:
        • ideally after all others, 15:30 at last, long before Pierre Thomas leaves on Friday
    • no FOSDEM supported video in BoF rooms

Saturday afternoon buildup

Rooms that are built up on Saturday: check

  • 12:00:

Sunday teardown

  • 16:45:

TODO

  • update checklist - link cable rollup instructions

roles

  • dispatcher:
    • dispatches room building teams, VOC builder, incoming rental gear checker, courier, driver
    • requests room openings and closings within FOSDEM to central FOSDEM matrix channel, NOT directly
    • gets room opened/closed ACK in central FOSDEM matrix channel
    • logs room builder team dispatchings in matrix channel
    • speaks/writes French in case exceptionally urgent contact with security is needed
    • moves with video team, adjusts nickname suffix to show where (s)he is
  • driver:
    • drives video van (Ivan "Vanko" Dingskes)
  • voc builder:
    • Saturday & Sunday building responsible
    • sets up building VOC
    • safeguards per building VOC room until closure
  • room builder 1:
    • experienced
    • carries tripod, camera, microphone 1
  • room builder 2:
    • less experienced
    • preferably same native language as room builder 1
    • carries: FOSDEM bag, (optional) portable p/a, (optional) microphone 2
    • safeguards
  • incoming rental gear checker
  • outgoing rental gear checker
  • courier: get things to/from central VOC

inventory

auditorium kit

qty item remarks
2 1u capture box
2 capture box power supply system
3 hdmi cable 2m
1 usb-c-> hdmi adapter
1 mini-dp -> hdmi adapter
1 hdmi-> vga adapter only for upper K (hdmi tends to die)
1 network cable (custom length) between capture boxes
1 XLR cable (custom length) between capture boxes, possibly replaced by network
1 5m XLR cable capture box -> room audio system
2 3-way power socket with 2m extension cable
1 portable p/a set only in S rooms with no ULB audio
1 roll gaffer tape for taping down cables
5 zip ties 40cm narrow for tieing down video boxes in tripods
1 room specific check list current general checklist + camera placement map, cabling remarks, ...

decentralised VOC room kit

  • network uplink
  • permanent presence
qty item remarks
2 laptop with desktop distro 1 for running control.v.f.o
2 hdmi cable 2m 1 for hdmi screen, 1 spare
1 headphone 3.5mm for full loop audio test
2 gaffa tape spares
1 pliers set for cutting zip ties mostly
1 hard voip phone for communication with NOC/VOC/others
6 videobox spares (except in AW)
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