Confirm it will be okay to publish the speaker’s talk and slides Creative Commons Attribution 4.0 license
Get the speaker’s ORCID if they have one
Ask if any additional authors should be credited. If so, get their names and ORCIDs.
Sample email
Dear {Speaker Name},
Thanks for agreeing to give a 15-minute talk at the Pangeo Showcase seminar series.
Your talk is scheduled for {12pm ET / 4pm ET} on {DATE}. The Zoom link is https://columbiauniversity.zoom.us/j/953527251. Please arrive 5 minutes early to check your video.
At your earliest convenience, please send me the following:
Talk title
Abstract
Your ORCID
The names and ORCIDs of any additional coauthors who should be credited.
Confirm that it will be okay to publish your talk and slides Creative Commons Attribution 4.0 license via Zenodo.
In the description, put in the proper citation info
Post on the Pangeo Discourse forum in the Pangeo Showcase category
Create a new post with the talk title as the tile
Add the speaker name, talk date, and abstract to the contents
Add the Zenodo DOI badge (click on the badge on Zenodo to get the Markdown-formatted text, e.g.: [](https://doi.org/10.5281/zenodo.4670458)
Paste the youtube link. It will automatically be converted to an embedded video preview.
This is a lot of work. If we can’t find a good solution to the zoom account issue maybe we should decompose the problem differently and have the host handle zoom, and hand off the rest to someone else. Of course that only helps if Ryan is able to do the hosting. Seems like we need to have a backup host, and the backup will be needed next week! I don’t know how to address the Zoom account issue, and I’m not available for the afternoon meetings. So I’m afraid I’m not much help here.
If we can count on Columbia folks to serve as “A/V technicians”, responsible for checking the speaker’s screen sharing, making the recording, muting the participants, etc., then the rest of the list could be handled by the host of the day. A couple of other thoughts:
There is a template reminder email here that has some other pertinent information:
Is there a pangeo google drive we can use to keep the email templates, and maybe even a spread sheet checklist with all of the todo items for each event? Less chance of error if the host can tick boxes for each speaker. Also, if the designated host becomes unavailable it would make it easier for someone else to pick up.
I went looking for the Showcase videos in the Pangeo youtube channel I created last year for the Pangeo playlist
and was surprised to not find it, but then realized the video is in another Pangeo youtube channel:
The former channel has only 1 playlist and 23 subscribers.
The latter channel has only 1 video and 3 subscribers.
What should we do?
I’m guessing move the playlist to the latter channel and delete the former, assuming the followers will just realize there is a new channel to follow?
I looked at this, and because the DOI for the first talk links to the new Pangeo channel, I now think it would be easier to just delete the old Pangeo youtube channel and move the playlist to the new Pangeo channel.
Sounds good. I’ll leave the original channel alone then!
BTW, the reason I haven’t uploaded yesterday’s recording yet is because the demo failed. So they recorded a functioning demo post-facto and we are going to splice that in. But Lais is doing the video editing, not me. So I’m awaiting the edited video, which will be much more useful to the community.
Okay, I think I completed all the tasks – it only took me 2.5 hours!
But my plan is to time how long it takes next time, hopefully less than 1 hour, and then the next time, pay our 18-year-old $20 to do it.
One thing missing from the check-list: uploading the video to Zenodo. It mentions only uploading the slides.
( In this case the video was a 500mb .mov file, not an .mp4, since the presenter edited it on a Mac to merge in a functioning demo.)
We also have a few more submissions to the form. Should we have some sort of periodic review process via which we add new speakers to the invite queue?
@clyne & @rsignell: Now that @lsmith is on board, we should try to have a quick call asap to help onboard her to the showcase production duties. I am available most of the day tomorrow (Tuesday May 10)–do others have any availability then?
One idea could be for her to shadow @rsignell this week as he goes through the steps.
Fantastic! I can meet btw 7-11ET with @rsignell just let me know when! After 11 I have the kids today (18mo, 4y) so not as great to chat then. I’m sorry my schedule is not good for mountain time today, I hope that is alright. Looking forward to working with you all!
