CHAOSSCast | Universities and Open Source

[geekygirldawn]

Please get approval from the CHAOSScast facilitator before creating a CHAOSScast episode release checklist issue. You can learn more about the process for CHAOSScast by visiting our CHAOSScast process documentation

Planning Doc: https://docs.google.com/document/d/1MgmXDfyqovliEKbcpCOqaZ0_w9PR81p35Ipu37WkT0k/edit

CHAOSScast Episode Release Checklist

Scheduling an episode

• Step 1: Propose a topic and guest(s) (Anyone)
  • [x] Action: Discuss with facilitator to get approval for the episode topic and guest.
  • [x] Action: Recruit interview guest to finalize topic and content of the podcast together
• Step 2: Facilitate Episode (Facilitator)
  • [x] Action: Send invitation email to guest to find a few potential suitable dates and times (60-90 minutes.)
  • [x] Action: Notify organizer of guest's date and time possibilities, and confirm one.
  • [x] Action: Prepare the planning document (copy the Episode Planning Document template and start filling in information.)
  • [x] Action: Invite panelists from the CHAOSS community who have expertise in the episode topic.
  • [x] Action: Confirm panelists
  • [x] Action: Send calendar invitation with confirmed date of the podcast
  • The event has to be created in the CHAOSScast calendar
    • All organizers should have full access to the calendar (i.e., Make changes and manage sharing)
  • Name calendar event:🎙 CHAOSScast {Topic}
    • Start with the microphone emoticon (🎙 ) to signal recording meeting
  • [x] Action: Send out a confirmation email that includes the “how we podcast” document to guests and panelists
  • [x] Action: Update the episode overview table
  • [x] Action: If the episode is more than two weeks out, schedule a reminder email for 1 week before the episode recording
  • [x] Action: Schedule a reminder email for 24-hours before the episode recording
• Step 3: Finalize Content (Organizer)
  • [x] Action: Update the episode planning document with the main topics and questions
• Step 4: Post-Episode Thank You Notes (Georg Link)
  • [ ] Action: Mail out thank you note with swag

Recording an episode

• On day of podcast (Organizer and Panelists):
  • [x] Action: Review the CHAOSScast Recording Procedures before the session starts
  • Feel good about yourself and get excited!
• When podcast session starts (Organizer and Panelists):
  • Join the Zoom room on time
  • [x] Action: Confirm that the podcast is being recorded.
  • Be yourself
  • Enjoy
• After the podcast is recorded:
  • [x] Action: Go to Zoom and get the link to the recording
  • [x] Action: Set the recording to not expire
  • [x] Action: Email the link to Paul Bahr from Peachtree Sound

Publishing an episode (~30-40 min)

• Paul Bahr from Peachtree Sound will send the edited podcast and show notes (email) After podcast is edited
  • [x] Action: Get edited podcast and show notes from Paul
  • [x] Action: Review the Episode Planning Document for the guest's profile pic, bio, and social media links.
  • [x] Action: Create the Cover Art by downloading a sample cover art from Dropbox and updating the episode number
  • [x] Action: Upload the shownotes to google drive and use Convert to Markdown to get markdown format
  • [x] Action: In Fireside, create missing panelists and guests
  • Slug is firstname-lastname (e.g., georg-link)
  • Status: public
  • The other information should be in the Episode Planning Document
  • [x] Action: In Fireside, create a new episode
  • Permalink: # (only the number of episode)
  • Visibility: Public
  • Title: Title from the Episode Planning Document
  • Title Format: Episode 123: My Great Title (default)
  • Content: Clean (unless we used swear words)
  • Summary: First paragraph from the Show Notes are a good starting point
  • Description: Insert the show notes in Markdown format.
    • Hint: convert show notes to Google Doc and export as Markdown
    • As the first line above the bolded episode info, add this line: Thank you to the folks at [Sustain](https://sustainoss.org/) for providing the hosting account for CHAOSSCast!
  • Keywords: (use sparingly to avoid keyword cannibilization)
  • Tags: (empty) -- we can use tags later for having sub-podcasts
  • Hosts and Guests: activate everyone who was on the show. Regular panelists are all hosts, even when they are guest on an episode.
  • Social Media Destinations: (ignore)
  • Apple Podcasts Settings: (ignore)
  • MP3 File: upload MP3 file provided by CPN through Dropbox
  • Cover Art: upload cover art with the correct episode number
  • Header Image: (ignore, will use default)
  • Transcript: (ignore)
  • PUBLISH
  • [x] Action: When the episode is scheduled for release that week, notify all participants via email, and send guests this link to a webform to get their mailing address
  • [x] Action: Update the template CHAOSScast Calendar
  • [x] Action: Post about it on Discourse and Slack (template)
  • [ ] Action: Notify community manager for inclusion in upcoming CHAOSS newsletter
  • [x] Action: Post on social channels (LinkedIn, Mastodon)
  • [ ] Action: Advertise outside of CHAOSS
    • SustainOSS Forum (?)

[geekygirldawn]

@germonprez I'm assigning you to the issue so that you can check things off as you do them. You'll find some templates for email reminders and such linked from the issue that will be helpful for you.

Can you ping me when you've recorded to remind me to send the recording to Paul for editing?

I also noticed that you removed the guests section from the planning doc, but I'll need that info so that I can add them as Guests on the podcast, so can you add that back in so that that they can complete that section with the info that they want on their profile? I try not to assume what they want, so it's better to create a Guest section for anyone who hasn't already been on one of our podcasts.