DRAFT ‐ FOSDEM 2025 video buildup operations teardown schedule

principles

one VOC room per building
- 2024: AW1.125, H2.111, Janson, K VOC, UA?.???, UB4.228, UD2.119
K VOC = central, deals with voctops & streaming infra
one kit per auditorium
- (?) choose container - bags, plastic containers, something else?
rental gear secure at all times
- in/out/lock
- as few room openings/closures as possible
- 1 person stays behind outside the room until locking
team per auditorium: 2 or 3 people
- 1 experienced, 1 medium, 1 optional novice

virtual volunteer briefing?
- everyone joins #video-backstage
- Try to have this in December
prepare 1 labeled FOSDEM set/decentral VOC
preorder 50 premade vegetarian sandwiches for delivery Friday 10:30am
- vegetarian serves a practical purpose: conserves safely without cooling
- premade, not pizza or other hot food: can be eaten on the job/between jobs
- 50: plenty for the video volunteers; letfover go to general volunteers later in the day
contact Pierre Thomas:
- ask for changes to ULB av setup (any more XLR inputs removed?)
- get ULB av student contact data for the weekend

10:00: Prepare per-room-containers without rental gear(including VOC room containers)
??:??: pick up easy box truck @Dockx Herent (3 seats, driver: Vanko)
Drive to FOSDEM office in Leuven
Load per-room-containers in truck
drive truck to Budgetcam Evere (3 people, driver: Vanko), pick up cameras and other stuff
Inventory rental at Evere:
- volunteer 1
  - scan or photograph original rental gear inventory, send copy to [email protected]
  - ask budgetcam to make a few(5) copies of the rental gear inventory list
  - ~~make 10 stapled copies of rental gear inventory~~ not applicable
    - ~~requires printer-copier setup/going into copy shop in building F/begging ULB av services~~ not applicable
  - ~~restaple original and return to dispatcher~~ not applicable
- all check and mark physical rental gear lists (1 per item type)
  - (skip?) are the headphones working?
  - are all parts to all cameras, tripods there?
  - give physical copies to video buildup coordinator, send digital copies to [email protected]
unload truck at ULB server room
park empty priority van @hotel (driver: Vanko)

09:00: 4 video volunteers arrive
09:00: K1.110 (=central NOC/VOC) and server room video setup
- responsible: Vasil
- #4? volunteers required
- build voctop racks
- set up voctops
- ansible deploy last minute voctop fixes
- END: +- 12:00
10:30-11:00: load per-room-containers and rental gear in truck(except for K)
11:15: video volunteers arrive
- reminder: join #video-backstage
- reminder: give them sandwiches
11:45: video volunteers go to their buildings to wait for the truck
12:00: drive truck to buildings and drop out equipment (except K)
12:30: swarm over campus for individual room setups
- All rooms are unlocked
- Truck drives per building and drops the equipment for the building
- The equipment is carried to the per-building VOC
- One person setups the VOC and guards the equipment
- in, out, lock
- order (recheck rooms for 2025):
  - H
    - VOC: H2.111 (manual lock!)
    - H1.301, H1.302, H1.308, H1.309, H2.215, H2.213 (manual lock!), H2.214 (manual lock!)
  - AW:
    - VOC: AW1.125
    - AW1.120, AW1.126
  - UA:
    - UA2.114, UA2.220, UA2.118 (manual lock!) - SATURDAY!!!
  - UB:
    - VOC: UB4.228
    - UB4.132, UB4.136, UB5.132, UB5.230
  - UD:
    - VOC: UD2.119 (manual lock!)
    - UD2.208, UD2.218A, UD2.120
  - upper K
    - K3.201, K3.401, K4.201, K4.401, K4.601
  - K1105, Janson:
- no FOSDEM supported video in BoF rooms

Rooms that are built up on Saturday: check

Give priority to closing automatically locked rooms. Try to bundle hand locked rooms at the end.
Devroom manager stays in room until video arrives.
Video kicks everyone out, connects batteries to chargers and checks basic generic cleanliness.
Ping Mark and Pieter in #video-backstage to lock room.
Wait outside room until locked.
Confirm room is locked either
- to Mark in #video-backstage
- directly in nextcloud (link see #video-backstage)
Move to next room.

dispatcher:
- dispatches room building teams, VOC builder, incoming rental gear checker, courier, driver
- requests room openings and closings within FOSDEM to central FOSDEM matrix channel, NOT directly
- gets room opened/closed ACK in central FOSDEM matrix channel
- logs room builder team dispatchings in matrix channel
- speaks/writes French in case exceptionally urgent contact with security is needed
- moves with video team, adjusts nickname suffix to show where (s)he is
driver:
- drives video van (Ivan "Vanko" Dingskes)
voc builder:
- Saturday & Sunday building responsible
- sets up building VOC
- safeguards per building VOC room until closure
room builder 1:
- experienced
- carries tripod, camera, microphone 1
room builder 2:
- less experienced
- preferably same native language as room builder 1
- carries: FOSDEM bag, (optional) portable p/a, (optional) microphone 2
- safeguards
incoming rental gear checker
outgoing rental gear checker
courier: get things to/from central VOC

qty	item	remarks
2	1u capture box
2	capture box power supply system
3	hdmi cable 2m
1	usb-c-> hdmi adapter
1	mini-dp -> hdmi adapter
1	hdmi-> vga adapter	only for upper K (hdmi tends to die)
1	network cable (custom length)	between capture boxes
1	XLR cable (custom length)	between capture boxes, possibly replaced by network
1	5m XLR cable	capture box -> room audio system
2	3-way power socket	with 2m extension cable
1	portable p/a set	only in S rooms with no ULB audio
1	roll gaffer tape	for taping down cables
5	zip ties 40cm narrow	for tieing down video boxes in tripods
1	room specific check list	current general checklist + camera placement map, cabling remarks, ...

qty	item	remarks
2	laptop with desktop distro	1 for running control.v.f.o
2	hdmi cable 2m	1 for hdmi screen, 1 spare
1	headphone 3.5mm	for full loop audio test
2	gaffa tape	spares
1	pliers set	for cutting zip ties mostly
1	hard voip phone	for communication with NOC/VOC/others
6	videobox	spares (except in AW)
2	mini dp -> hdmi adapter