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administrivia

A repo for managing the adminstrative tasks of the Immersive Web Group

See list of WG/CG teleconferences at meetings directory, and face-to-face meetings (including virtual ones) have their directory with named as F2F- for group face-to-face meetings and TPAC- for meetings held at TPAC.

Want to know how we're managing the Web XR Device API?

Check out the project doc.

Organizing meetings

Participants can add issues in the Immersive Web GitHub organization by adding a comment with /agenda for teleconferences and /facetoface for face-to-face meetings.

TPAC or Face 2 Face meetings

Checklist for organizing TPAC or face 2 face meetings, in person or online:

  • -60 days before the event, reach other W3C groups like Accessibility or WebGPU to see if there is interest for a common session for TPAC.
  • -45 create a doodle poll for times attendees prefer to meet.
  • -30 share calendar invites for online or in person sessions with the decided date, so people can mark their calendar.
  • -15 days schedule an unconferencing meeting and have time for attendies to fill out the form for sessions, suggesting or requesting a session.
  • -7 days, share the detailed session schedules.
  • Add more breaks, lunch break maybe or to stay and chat.

For more information check out W3C Process Guidelines on meetings.

Agenda Creation Instructions for teleconferences

This needs to be done by end of day on the Friday before the call so that we can decide if the call is going ahead and notify attendees.

Wizard: https://iw-agenda-generator.glitch.me/

By hand:

Copy and rename the template in /meetings/wg/template.md to /meetings/wg/[date]-[call type]-agenda.md

e.g. /meetings/wg/25-09-2018-telecom-call-agenda.md

Find open issues assigned to the spec editors look back through the issue to find a recent summary of the issue. If there is not a recent summary then ask for one.

Delete the section containing the instructions.

Email a copy of the agenda out to the mailing list making sure to link back to the agenda markdown file on github.

After the call the Minutes minutes should be added to the Agenda.md by adding a link.

so that there is a permanent record of meetings and their accompanying agendas.