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HOWTO-MEETINGS.md

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How to run an Open RFC Meeting

Note: Much of the current RFC meeting process is handled manually, if you find time to automate any of this it would be greatly appreciated <3

Preparation

Week before...

  • Ensure an event has been booked in the Public Events Calendar (note: the title of the event must start with "Open RFC") at least a week ahead of time
  • The week before, or week of, run the npm run agenda script to create the agenda issue in npm/rfcs via https://github.com/npm/statusboard (TODO: this script should be moved & the GitHub Action/Workflow should be fixed - as it's broken currently)

Day-of...

  1. Create a hackmd.io shared document & copy the agenda into the example template
  2. Sync up with marketing to have a reminder tweet go out at some point in the day
  3. Go to YouTube.com & sign in under your @npmjs.com email & then switch accounts to "npm inc."
  4. Click "Create" > "Go Live"
  5. You should see a prompt to "Copy" the last stream's settings or to start a net new stream (if you're copying, you'll have the option to set the time when the stream will start)
  6. Ensure the stream key is set to "Open RFC: Permanent Key" & that visibility is set to "Public"
  7. In the top right of the screen you'll see a "Share" icon where you can get a link to the video/stream
  8. Message &/or mention a person from marketing in the #npm-cli Slack Channel with a reference to the video/stream url for use on Twitter
  9. Jump into the zoom meeting about 10 minutes early

Note: Ensure you keep the YouTube Studio open in a tab during the call

During the Call...

  1. Ensure you are the Host of the call (if for any reason you cannot get this access, you may need to Record the meeting locally & upload the video to YouTube later)
  2. When you're ready to start streaming from zoom, click "More" > "Live on Custom Live Stream Service"
  3. Back in YouTube Studio, you should now see a preview of the stream come through (note: this can take a few seconds)
  4. Once the preview is visible, click "Go Live" in the top right corner (you can ensure the stream is live on YouTube by checking the "Share" url from before)
  5. Jump back to the zoom call
  6. Run through a quick introduction (ie. welcome messaging, acknowledge new attendees, reference CoC & give time for any announcements etc.)
  7. Continue on to moderate the discussion (ie. timebox discussions, ensure action items are identified etc.)
  8. End the call with thanks & an acknowledgement of the next call

After the Call...

  1. Stop the stream on YouTube by clicking "End Stream"
  2. Fill out any missing information - including description, tags, playlist reference, visibility level etc. - of the video artifact in YouTube Studio
  3. Add the meeting minutes to /meetings
  4. Add a comment to the Agenda issue that references the location of the meeting notes & the YouTube recording
  5. Close the Agenda issue

References / Resources

Public Events Calendar links

Meeting Notes Template

#### Meeting from: <date>

# Open RFC Meeting (npm)

### Attendees
- 

### Agenda
1. **Housekeeping**
	1. Introduction(s) (ex. note the name of the call, state the week day & date)
	1. [Code of Conduct Acknowledgement](https://www.npmjs.com/policies/conduct)
	1. Outline Intentions & Desired Outcomes (ex. want to interact with the community to ensure that there is movement on important issues/ideas for the project)
	1. Announcements
1. <agenda>

### Notes
-