This is of course a rough checklist only and may not apply to every conference. I have tried to cover every possibility. Feel free to submit a pull request for edits or suggestions.
- Invited speakers should be informed how to upload their slides
- Set up Zoom account(s) with meetings scheduled for each conference day
- Get email addresses of all involved in hosting Zoom rooms
- Run Zoom room monitor training
- Check Zoom account settings
- Import DOIs from CrossRef unless CHES/FSE/RWC
- Author survey of speaker attendance status/name
- Add all volunteer email addresses to Zoom email aliases so everyone will get the emails
- Equip relevant Zoom account(s) with pro licenses and/or large meeting if applicable
- Add slides/papers/speakers/Zoom rooms to extraLinks.json
- Add eprint links if Springer fucked up
- Add session chair names to program
- Send out Zoom account(s) credentials to relevant parties
- Distribute Zoom host instructions to relevant parties
- Test sound and Zoom setup in physical location
- If rump sessions, set up HotCRP instance (or Google Docs/literally anything else for something easier/more stable)
- Update slides/speakers/etc
- Upload any remote speaker videos to relevant conference folder on the server if applicable
- Any fires to put out? Now’s the time…
- Update extraLinks.json
- Downgrade Zoom accounts so we don’t get charged for stuff we’re not using
- Remove email addresses from Zoom aliases so folks don’t get extra emails
- Download all videos
- Edit videos if necessary
- Upload videos to youtube
- Add youtube links to program
- Organize youtube playlist
Typically the IACR does not run sessions or websites for affiliated events; these details are left up to the organizers of the events. If you do decide to run the Zoom rooms, you'll need accounts + meetings for each individual event.
- Concatenate slides into a single pdf (see Paul Grubbs' excellent python script for help with this)
- Have a final program by around noon day of