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How to create and configure meetings

In OpenTelemetry we are using the CNCF's Zoom accounts. We currently own five identical zoom accounts.

All rooms are configured the same way. Some notes on meetings configuration:

  • The host is not required to join the meeting. Anybody can join the meeting.
  • There is no time limit on the length of the meeting. Please make sure nobody is using this room for another meeting on the calendar when meeting is going long over time.
  • Auto-recording is enabled for all meetings. All OpenTelemetry public meetings are recorded automatically and available on Zoom cloud.

Every meeting must contain a link to the meeting notes. The meeting notes document must be shared with write or commenting permissions. If giving edit permissions to everyone, go into the document share settings and uncheck "Editors can change permissions and share".

All meetings should invite a publicly joinable google group [email protected] which is specific to the meeting series and also the global [email protected]. This way anyone who wants to receive up-to-date invites can join one of those groups (see Inviting attendees below).

Steps

To create or edit a meeting, you need to have access to the Public OpenTelemetry calendar (a shared Google calendar) and you must add a Zoom meeting link.

Gaining Calendar Permissions

All SIG maintainers can get access to edit the public OpenTelemetry calendar by submitting a request to join the google group [email protected]. If your identity is not recognizable from the e-mail you are using to request joining the group, please request to be added to this Google Group by creating an issue in this repository.

Please keep the membership of this group up to date and accurate.

Create the meeting

⚠️ The meeting must initially be created by the [email protected] account, otherwise synchronization to external calendars via the calendar-*@opentelemetry.io groups may not work.

The following details need to be set properly:

  • Title
  • Timeslot, with the right timezone set:
    • All meeting hours between 2pm and 1am UTC are in Pacific Time (PT), with Daylight Saving Time.
    • All meeting hours between 2am and 1pm UTC in UTC+8, without Daylight Saving Time.
  • Recurrence pattern (usually weekly or bi-weekly)
  • Location (see below for the Zoom links)
  • Description
    • A brief description on the scope of the meeting
    • A link to the meeting notes
      • The meeting notes should be owned by the shared Governance Committee Google account. Having a document created can be requested from the GC via opening an issue in this repository. The document permissions should be set so that anyone with the link can edit. Under advanced permissions, "Editors can change permissions and share" should be unchecked.
  • Invited attendees (see below)
  • Guest permissions:
    • Modify event: no
    • Invite others: no
    • See guest list: yes

Adding a Zoom link to a meeting

Open an issue in the community repository, requesting a new Zoom link. By requesting a new Zoom link that is only associated with a single meeting series, the meeting recordings can be associated with a meeting name. The Zoom link will be created in one of the 5 OpenTelemetry Zoom account. A single Zoom account should not be used for back-to-back meetings or for more than two meetings at the same time. You can see which Zoom account any potentially conflicting meetings are using in the meeting descriptions. (Note: posting the URLs publicly on GitHub leads to Zoom bombing by random bots).

Zoom link generation process

This is the process that the person responding to Zoom link creation issues will follow. The instructions under this heading are for project admins (Governance Committee members) who have access to OpenTelemetry's Zoom account credentials.

  1. View the OpenTelemetry meeting calendar, and find your desired time slot, along with the meetings that occur immediately before, during, and after it.
  2. See which OpenTelemetry Zoom accounts are being used for the meetings immediately before, during, and after your desired time. The Zoom account name / number is typically listed in the description of each meeting; if it isn't, you can join a meeting (even if it isn't occurring now), click on the green shield icon in the top left, and see the account name / number in the 'host' field.
  3. Choose a Zoom account that isn't already being used for one of the meetings immediately before, during, or after your desired time slot. You may also choose a Zoom account that is being used exactly once immediately before, during, or after (we can run a maximum of two concurrent meetings with each account).
  4. Log into that Zoom account, click "Schedule a meeting", and create a recurring meeting with the desired meeting name and no fixed schedule.
  5. Copy the newly generated unique Zoom link and paste it into the calendar event's description and location.

Inviting attendees

All meetings should invite a publicly joinable google group [email protected] which is specific to the meeting series. The google group should be set up as follows:

  • Who can search for group: Anyone on the web
  • Who can join group: Anyone can join
  • Who can view conversations: Group members
  • Who can post: Group members
  • Who can view members: Group managers

This allows anyone to subscribe to this specific meeting series by joining that google group. Please open a community issue to request the creation of a [email protected] google group.

Update the meetings overview

All recurring meetings are listed in the Community repo's README, make sure to add/update the respective entry there.

Zoom bombing prevention

All meetings are created by Zoom with randomized passcodes, which are embedded into the shared calendar links. All members of [email protected] have access to this document listing the host keys for our meetings and explaining how to deal with inappropriate behavior in Zoom.