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DRAFT ‐ FOSDEM 2025 video buildup operations teardown schedule

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Mark Van den Borre edited this page Feb 13, 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
  • 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

timing

pre-FOSDEM

  • prepare 1 labeled FOSDEM set/auditorium, 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
    • get ULB av student contact data for the weekend

Friday

  • 09:30: first video staff arrives to wait for rental gear arrival
  • 10:30:
    • dedicated video van available
      • 3 spaces in front: 1 driver, 2 deployment volunteers
    • volunteers arrive
      • job 1: everyone joins #video-backstage
  • (before) 11:30: rental gear 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]
    • END: +-12:30
  • 12:00: 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
  • 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
    • no FOSDEM supported video in BoF rooms

Saturday afternoon buildup

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
    • driver: drives video van (Ivan "Vanko" Dingskes)
    • 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
  • 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 speaker, 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
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, ...

decentralised VOC room kit

  • network uplink
  • permanent presence
qty item remarks
1 large 4k hmdi screen for running control.v.f.o
2 laptop with desktop distro
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
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