FOSDEM 2019 timeline

December

• brief network team:
  • where do the video network connections physically go?

Early January

• print 5 copies of FOSDEM video manual
• print location sheets for every camera

week before FOSDEM

Thursday 20190131

• van with cams & mics to Brussels

Friday

09:00

• arrivals:
  • cams & mics (?)
  • other video gear (from Leuven)
  • Vasil & Mark
  • per building video teams
• tasks:
  • unload all a/v gear (to K1.105 if available, otherwise to corridor in front of VOC)
  • set up the physical voctop rack (in corridor if needed & move afterwards)
  • hang up video monitoring screen in VOC
  • install extra video monitoring screen in VOC
  • set up space under the auditorium: desk, chair, power extender, network, big monitor
  • label cameras, microphones and their bags and cases with room to be used in
  • stick placement sheet in every camera bag
  • help with other tasks until K1.105 available
• K1.105 available?
  • move all a/v gear there
  • power extension cable from corridor
  • install small soho router with 4 video boxes (for testing cameras)
  • configure video cameras (see manual)
• DC network available
  • install voctops onto vocto rack
• ??:00 network at K1.105 available

12:00 campus officially open to us

• per building video teams:
  • XLR cabling setup to video cam spots
  • set up tripods, video boxes & power extensions in rooms (unsupervised); coordinate with network!
  • empty flight case storage: 1 top floor of K, 1 in VOC, 1 AW under stairs, 1 upper H behind infodesk, 1 lower H under stairs
  • (until network available) help with other tasks
• Vasil, Mark sets up VOC:
  • test uplink to streaming servers
  • monitoring station

14:00

• per building video teams:
  • install cams & mics in rooms
  • report back to VOC for testing
  • VOC does an end to end streaming test

Saturday

• 08:30: per building teams:
  • full loop test per room
  • room status: streaming
• 09:30: VOC starts recording onto SSDs
• 10:15: streaming up everywhere, monitored by video volunteers inside the room and VOC
• 19:10: cleanup
  • VOC remotely switches off video boxes
• Install equipment in UA2.114 (Baudoux)
• Install equipment in UA2.220 (Guillissen)
• Remove equipment from UB2.147

Sunday

• 08:00: VOC remotely switches on video boxes
• 08:45: (or devroom opening time -15 minutes): streaming up everywhere, monitored by video volunteers inside the room and in VOC
• 18:05: VOC remotely switches off video boxes
• 18:05: teardown (per building video team):
  • fill flight cases (tick off check list per room!)
  • cameras to VOC cameras per building
• 18:30: Egbert & Sebastian pack cameras into van, park @$safe_place, back to ULB (ETA: 20:00)

Monday

• before 14:00: Egbert & Sebastian drive back a/v equipment to rental place