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DRAFT ‐ FOSDEM 2025 video buildup operations teardown schedule
Mark Van den Borre edited this page May 4, 2024
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36 revisions
- 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
- rental gear secure at all times
- in/out/lock
- as few room openings/closures as possible
- 1 person stays behind outside room until closure
- team per auditorium: 2 or 3 people
- 1 experienced, 1 medium, 1 optional novice
- virtual volunteer briefing?
- everyone joins #video-backstage
- 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
- ??:??: pick up priority van @Dockx Herent (large VW Transporter or similar, 3 seats, driver: Vanko)
- 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
- try ULBPermission:
-unload priority gear @cloakroom
- park empty priority van @hotel (driver: Vanko)
- 08:30: drive priority van to Budgetcam Evere (3 people, driver: Vanko)
- 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: +- 14:00
- 09:30: load video van @Budgetcam Evere (3 people, driver: Vanko)
- 10:00-10:30: video volunteers arrive
- reminder: everyone joins #video-backstage
- check smelly room video inventory (voctop racks, ... )
- #3 volunteers assemble per room kits of owned gear @k1.105 or @h2.215
- TODO: order picking list, ULB permission
- 10:30-11:00: video rental van arrives
- 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
- #10 volunteers (2 for each of 5 item types) check and mark 5 physical rental gear lists (1 per item type)
- 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
- END: 11:15-11:30
- volunteer 1
- swarm over campus for individual room setups
- in, out, lock
- VOC room per building slightly ahead of streaming rooms
- order:
- 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
- H
- no FOSDEM supported video in BoF rooms
- 16:45:
- update checklist - link cable rollup instructions
- 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 cntral 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
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 |
1 | 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, ... |
- 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 |