Created QGIS Open Day Setup Guide 🚀 (markdown)

QGIS-Open-Day-Setup-Guide-🚀.md

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+## 1. Preparation Phase
+
+### 1.1. Confirm the Date and Announce the Call
+- **Event Timing:**  
+  QOD is held on the **last Friday of each month**. Confirm that the event is on schedule (e.g. the next event might be set for February-2025 on 28.02.2025).
+  
+- **Call for Presenters:**  
+  - At the beginning of the month, issue a call inviting community members to present.  
+  - Ask interested presenters to submit their names to the designated contact, so they can be added to the event’s session list.
+  - Use email, community channels, and social media to spread the word.
+
+### 1.2. Wiki Page Setup
+- **Create a New Monthly Page:**  
+  - Copy the previous month’s wiki page as a template (e.g. copy “February 2025” to create “March 2025”).  
+  - **Important:** Remove all previous month’s data or content, leaving only template input placeholders for new details.
+  - Move the current and previous month’s pages to the list below the new page.
+  - **Save the Page:** Ensure the updated wiki page is saved and published.  
+
+ 
+![image](https://github.com/user-attachments/assets/a5914241-4e08-4d51-9fd6-bde64838e73b)
+
+
+### 1.3. Assign Roles and Technical Setup
+- **Assign Roles:**  
+  - Identify session facilitators and moderators if the main organiser is unavailable.  
+  - Ensure a backup contact is available for any technical or organisational issues.
+  
+- **Technical Setup:**  
+  - Confirm that the meeting room (e.g. Jitsi) is prepared and that a livestream is scheduled on YouTube (editor privileges are required).
+  - Update the event page with all necessary links and contact details.
+
+---
+
+## 2. Pre-Event Coordination
+
+### 2.1. Update the Wiki Page with Session Details
+- **Add Presenter Details:**  
+  - For each presenter, create a dedicated section on the monthly page.  
+  - **Jitsi Link:**  
+    The organiser should create a Jitsi meeting link (using their calendar tool or meeting platform) and add the presenter’s topic to the new wiki page.  
+  - **YouTube Live Stream:**  
+    Create a live YouTube link (as an editor) and add it to the presenter’s section on the wiki page.  
+  - Remind presenters that the live links (Jitsi and YouTube) will be available for them.
+
+### 2.2. Advertising and Communication 📢
+- **[QGIS Feed](https://feed.qgis.org/):**  
+  - When advertising the event, ensure that the QOD is added to the [QGIS Feed](https://feed.qgis.org/).  
+  - **Review Process:** Draft the feed entry and send it to a reviewer for approval before publishing.
+- **Social Media:**  
+  - **Twitter:**  
+    Advertise the event on the QGIS Twitter page to reach a broader audience.
+- **Community Channels:**  
+  - On the day of the event, post 5-minute reminders in the QGIS Community Telegram group to ensure participants are ready and informed.
+- **Announce Final Agenda:**  
+  Confirm and circulate the final agenda with all updated details (date, time, session topics, and links) across all channels.
+- **Engage Facilitators:**  
+  Contact session leads to confirm their roles and address any last-minute questions.
+
+---
+
+## 3. Live Stream Testing 🛠️
+
+### 3.1. Test the YouTube Livestream
+- **Copy the Stream Key:**  
+  - Log in to YouTube and navigate to the livestream settings.  
+  - Copy the provided stream key.
+  
+### 3.2. Test on Jitsi
+- **Initiate a Test Session:**  
+  - Open the scheduled Jitsi meeting.
+  - Go to the streaming section and paste the YouTube stream key.
+  - **Important:** Do **not** press “Go Live” on YouTube during this test.
+  
+- **Check the Feed:**  
+  - Verify on YouTube (in preview mode) that the stream is coming through properly, ensuring audio, video, and connectivity are all functioning as expected.
+  
+- **Conclude the Test:**  
+  - Once satisfied, end the connection in Jitsi.
+
+---
+
+## 4. On the Day of the Event
+
+### 4.1. Early Setup and Final Checks
+- **Join Early:**  
+  Log in 15–30 minutes before the event starts to test all technical components (Jitsi, livestream, recording).
+- **Final Page Review:**  
+  Double-check the monthly wiki page to ensure all presenter sections are correct and that links (Jitsi and YouTube) are working.
+
+### 4.2. Kick-Off the Session
+- **Welcome Message:**  
+  - Start with a brief welcome and overview of the day’s agenda.  
+- **Facilitate Transitions:**  
+  Introduce each session according to the agenda, and monitor the chat for any technical or session-related questions.
+- **Real-Time Reminders:**  
+  - Post 5-minute reminders in the QGIS Community Telegram group.  
+  - Ensure the event is also promoted on the QGIS Twitter page for maximum reach.
+
+---
+
+## 5. Post-Event Follow-Up
+
+### 5.1. Recording and Archiving
+- **Save the Recording:**  
+  - Confirm that the event recording is saved and later uploaded to the QGIS YouTube channel.
+  - Update the monthly wiki page with the link to the recording.
+
+### 5.2. Feedback and Documentation
+- **Collect Feedback:**  
+  Invite presenters and participants to provide feedback on the session.
+- **Update Documentation:**  
+  Post session summaries and any relevant notes on the wiki page for future reference.
+- **Thank-You Note:**  
+  Send out thank-you messages to all participants and presenters.
+
+---
+
+## 6. Additional Considerations
+
+### 6.1. Troubleshooting Guide
+- **Keep a Checklist:**  
+  Maintain a document with solutions for common technical issues (e.g. livestream interruptions, audio glitches) for quick reference during the event.
+
+### 6.2. Communication Channels 📢
+- **Real-Time Updates:**  
+  Use platforms like Telegram or Slack to share immediate updates during the session.
+
+### 6.3. Backup Contact
+- **Escalation:**  
+  Even if the main organiser (e.g. Amy) is not available, keep her contact details on file for any necessary escalation.