Migrate our Dev Biweekly Meetings from Google Meet to Zoom

[maelvls]

Problem Statement

Since the beginning of the project, Jetstack (and now Venafi) has been paying for Google Workspace. Since the Jetstack buyout, Venafi gradually stopped paying for Google Workspace for most ex-Jetstack ers, but has kept paying for the cert-manager team so that we can continue recording our biweekly dev meetings. IT wants to downgrade all Google licences to the free tier, including the cert-manager team.

Solution: Zoom

A few months ago, I requested a Zoom paid account to the CNCF, which they created (email is cncf-certmanager-project@cncf.io, password is in Venafi 1Password). The paid accounts can accommodate to up to 500 participants:

I propose that we start using that Zoom accounts for meetings starting 2rd May 2024.

Plan:

• [x] Log into Zoom and create a persistent meeting ID.
• [x] Ask Tim to edit the meeting invitations with that link.
• [x] Elect someone to use that account to attend the meeting so that they can start the recording.
• [x] Document this account in https://github.com/cert-manager/infrastructure/blob/main/README.md

[maelvls]

I've created the meeting link: https://zoom.us/j/96658445866 (no passcode)

Screenshot of the configuration of the meeting


[maelvls]

Important: before the meeting starts, participants will be stuck with the following message:

[inteon]

I've created the meeting link: https://zoom.us/j/96658445866 (no passcode)

Screenshot of the configuration of the meeting

I updated the biweekly meeting calendar.

[maelvls]

@inteon @SgtCoDFish @hawksight I wasn't able to add any email to the "Alternative Hosts", it keeps saying "the user cannot be selected at this time". I guess one of us will have to log into the cncf-certmanager-project@cncf.io before the meeting to handle things:

I've turned off the auto-recording since we always say "please turn off your camera if you prefer not being recorded", so the recording will have to be started by the person who logged in to cncf-certmanager-project@cncf.io.

[maelvls]

Done! The first meeting went well. It wasn't auto-recorded, so I had to log in using the account above to start the recording. After the meeting, I went to the Zoom account and downloaded the recording and uploaded it.