docs: how to run Live@LNSC

docs/how-to-run.md

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+# How to Run Live@LNSC in a UNSW Lecture Theatre
+
+It turns out that running presentations like this is very difficult. Here is
+everything that you need to know to run your own set of student presentations.
+
+We do our presentations in lecture rooms at UNSW, which have a specific set of
+hardware. If you were to run presentations elsewhere, you'd need to get your own
+hardware to replace this. Make sure you understand what your presentation room
+offers. Test it ahead of time so you don't get any last-minute surprises.
+
+![AV configuration diagram](av-configuration.svg)
+
+## UNSW's AV Setup
+
+* Handheld mic (good).
+* Lapel mic (bad).
+* Lectern mic (wrong position, a bit crunchy sometimes).
+* All audio comes in through a [Dante](https://www.getdante.com/meet-dante/what-is-dante/)
+  interface, via the USB dock.
+    * This appears to only give one input with the room mix. Note that
+      specialised software is not needed, as the room mix will appear as a
+      standard USB microphone.
+    * Perhaps using dedicated Dante software would allow access to the
+      individual inputs? This has not been tested.
+* Overhead video camera. This appears as a capture card through the USB dock.
+  However, its perspective (looking down on the presenter) is not ideal. Maddy
+  elects not to use this camera.
+* HDMI input.
+* USB-C input (via dock).
+* Projector(s). If multiple, you can freeze them independently to get two
+  displays (eg an attendance form QR code) as well as the event banner.
+* Basic room audio mixing via AV console screen.
+* XLR out, can also be used for audio capture of the room mix.
+
+## Hardware + Software Prerequisites
+
+Slides capture:
+* A dedicated AV computer.
+* Capture card, capable of capturing in at least 1080p. Prioritise resolution
+  over frame-rate.
+* HDMI cables.
+
+Audio capture:
+* A dedicated AV computer. This can be the same one used for slides capture.
+* USB for connection to UNSW AV systems.
+
+Video capture:
+* Tripod.
+* Tripod to phone adapter.
+* Phone. iPhones are very good, other high-end phones are also acceptable. It's
+  probably a good idea to ensure they have good low-light video performance.
+* Repeat for more camera angles.
+
+Resources for presenters:
+* USB-C to HDMI adapter.
+* Slide clicker.
+
+## Prepping for the Event
+
+* Book a room.
+    * Give 30 mins before and after presentations for setup and teardown. Eg for
+      a 2-hour presentations set, you would book for 3 hours.
+    * Also add time for food if it will be provided.
+* Make sure it is clear to all people involved in the running of the event who
+  is responsible for what tasks. You will want people assigned to:
+    * Overall management of the event, moving things along, keeping schedule.
+    * Primary AV (audio-visual). In charge of mics, screen capture, projectors.
+    * Video capture (one person per camera).
+* Create an attendance form (or decide how tickets will be verified).
+
+### Room inspection
+
+* What inputs does the room's USB dock provide? Camera? Room audio via
+  Dante?
+* Does the AV desk have an XLR output (useful as a back-up for audio
+  capture, or if the dock doesn't give room audio).
+* What resolution are the projectors? Is it different via USB-C vs via HDMI?
+* Places for cameras.
+* Lighting controls. Decide on lighting profiles for while audience members
+  are finding their seats, and for during presentations.
+* While audience finds seats, we want bright room lighting.
+* During presentations, we want low room lighting (probably not off, it's
+  not a theater production), bright light on the presenter, low light near
+  the presenter's desk (where AV).
+* Do the mics work? The handheld mic is probably easiest for presenters to
+  use. The lapel mics are often missing a pop filter, and may not be easy to
+  attach to presenter's clothing.
+* Will there be space for the AV setup and the presenter's computer?
+
+Contact UNSW IT ahead of time if anything is broken.
+
+* Was the room easy to find? Do we need to record a reel showing how to get
+  there?
+
+### Ahead of time info for presenters
+
+* Make sure presenters will get there on time. Get them to arrive during the
+  setup so they can get briefed.
+* Make sure they bring a device to present from, or inform us that they need a
+  device. Specifically, ***DO NOT*** run the capture and the presentation from
+  the same device for stability reasons.
+* Make sure intellectual property ownership is clear to presenters.
+    * Presenters work remains their intellectual property
+    * While we will be recording their presentation, these recordings will be
+      the property of the presenter.
+    * We may ask for permission to use these recordings, either to share and
+      celebrate the event, or promote future iterations of the event. Presenters
+      are free to decline if they desire.
+
+## Promoting the Event
+
+Our little website is in this repo. Add to it to promote the new event.
+
+* Decide on a unified aesthetic for the website and posters.
+    * Try to make the aesthetic different to previous events.
+    * Create graphics and the like for use across posters, social media and
+      website.
+* Get info from presenters on their talks.
+    * A short paragraph describing their talk in a semi-promotional way.
+    * Links to socials.
+    * A short description of them?
+* Posters.
+* Website.
+    * Add a new page for this iteration of the event. Promote each speaker.
+* Prepare a "between presenters" screen to use when a presenter isn't active.
+
+## Setup
+
+### AV
+
+* Connect to USB-C room dock.
+* Connect capture card.
+* OBS:
+    * Configure mic input (likely Dante). If Dante not available, connect via
+      an audio interface with an XLR cable.
+    * Configure capture card.
+    * Ensure it records to a safe container format such that if the system
+      crashes, the recording is not lost (MKV is best for this).
+* ***TEST IT ALL!!!***
+    * Test audio capture.
+    * Test screen capture.
+    * Test cameras.
+
+### Cameras
+
+* Tripods.
+* Make sure they all aim at a consistent location. Highly recommend using a test
+  subject to validate. Take note of the edges of the frame.
+* Try to avoid getting the person running AV in shot.
+* It is highly recommended to disable auto white-balance to make it easier to
+  edit videos consistently.
+
+### Presenter briefing
+
+* Mic technique.
+    * For a hand-held mic, it should be held three finger-widths from your lips.
+    * When you move your head, move the mic with it.
+* Where to stand.
+    * Where is the centre of frame.
+    * Where are the edges of the frame.
+* Slide clicker (if applicable).
+* Any questions?
+* How will we signal them if they are short on time?
+
+### House
+
+* Ensure audience are comfortable.
+* Consider soft gentle music (no lyrics) which can be faded out once it's time
+  to begin.
+* Use the "between presentations" display to show the event title. It can be run
+  from the AV capture computer via the USB-C dock.
+* In rooms with dual projectors, one can be frozen on this, and the other can
+  show a QR code for event sign-in.
+
+## During presentations
+
+* Just record everything non-stop. Editors can slice and dice afterwards.
+* To ensure ease of editing, avoid h265 codec (it'll need to be re-encoded to be
+  used in most editors).
+* Between presentations, switch back to the "between presentations display".
+
+## After presentations
+
+* Collect all recordings and photos.
+* Get consent from all presenters, to upload recordings and/or promotion of
+  their work.
+* If consent was given, edit it.
+* Some presenters may wish to upload their recordings to their own channel, or
+  edit it themselves. We are happy to give them their sections of the footage.
+  If they do this, we will link to their uploaded version, rather than editing
+  themselves.
+* If we edit it ourselves, they should be uploaded to the Linux Society YouTube
+  channel.
+* We should update the website to include the recordings.
+* Consider creating clips to use promotionally for future events.
+
+## If you need to compromise
+
+If you cannot record everything, it is worth deciding what to prioritise with
+recording. We recommend prioritising, in this order:
+
+1. Video footage of the presenter.
+2. Room audio capture. If you can't get this, you can use audio from the video
+   footage, but this will not be ideal.
+3. Slides capture. If you can't get this, you can recreate it from scratch after
+   the fact based on the video footage.