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• Visit your LF AI & Data Group Calendar via Groups.io 
• Scroll to the bottom of your group calendar, select Add Event, and choose the applicable sub-group(mail list) you are trying to create a new meeting for (ex. tac-general@lists...). 
• Fill in the fields for:
  • Event Name, enter descriptive name for your meeting and include the Zoom Link you are going to use, this is very important to help others know what Zoom Account is in use during each meeting time
    • Example: TAC Meeting (LF AI & Data Zoom)
  • Start and End Times, selecting All Day if applicable 
    • NOTE: Local time zones should not be used when scheduling a meeting as a best practice, it is preferred to select "UTC" from the pulldown list. If you don't know how a local timezone maps to UTC, try this link 
      • This will help everyone's calendar to sync properly with daylight savings shifts and the overall global nature of the community
  • Event Repeats, select if applicable, and enter the additional details
  • Location, this will be the LF AI & Data Zoom Link (ex. Zoom1: https://zoom.us/j/123456789) you are using, the meeting links available for shared use are noted below under List of Alternate Hosts for Zoom Meetings
    • You must be very careful to not overlap LF AI & Data Zoom account meetings, you can easily view all the meetings within the the applicable Group Calendar via Wiki page (such as the tac-general@lists... group calendar)
      • You may need to negotiate with the meeting owners if there are conflicts with your preferred time
  • Organizer Email, this will be the sub-group mail list (ex. tac-general@lists...)
  • Organizer Phone, is optional
  • Meeting Event Color, is optional at this time, but try to use the same color as the rest of meetings for that list as a best practice
  • Description, this will be the relevant meeting details. It is recommend to enter the following:
    
    • Summary of the meeting purpose
    • Meeting lead name
    • Wiki page for reference
    • Full Zoom details
  • Request RSVP, don't use as this feature results in unexpected behavior unless EVERYONE on the list makes use of it which is too difficult to enforce
  • Reminders, set this up for automatic email reminders to be sent to the applicable mail list regarding the meetings
    • 10 minutes before is suggested, leave as Send As Normal Message
  • Notifications, you must select Send Invite To Group in order for the invite to be sent to the applicable sub-group
    • Leave Send Notice To Group When Event Happens unchecked as it is an unnecessary notification
  • To Update a Meeting, click on the event you are updating and select Edit Event and make the applicable changes 
    • Select Update Event to save the changes and ensure you choose the update to reflect on Only This Event or All Meetings as applicable
      • Update Event will make a change to the meeting and will be reflected in the meeting subscription with the next automatic update
      • Update Event and Group will make a change to the meeting and will be reflected in the meeting subscription with the next automatic update AND send an updated notice to the mail group
  • To Cancel/Delete a Meeting, click on the event you are updating and select Edit Event, scroll to the bottom of the Event and click on Delete Event
    • You'll need to select either Only This Event or All Meetings as applicable 
    • The meeting update will be reflected in the meeting subscription with the next automatic update
    • The Send Notice to Group is selected by default, adjust accordingly if you need to remove that 
• Courtesy Email, as a meeting lead it is a best practice to email the applicable sub-group with a note about any new meetings available, any meeting changes, or meeting cancellations 
  • You should always make the change in Groups.io and if a notice to the group is going to be sent you can reply with your additional commentary 
• Refresh Wiki Calendar, for immediate update to the wiki group calendar (if one is in use for the group calendar), refresh the subscription to the applicable sub-group(mail list) listed, otherwise, the update will be reflected in the meeting subscription with the next automatic update
  • Scroll to the bottom of the wiki group calendar for your group, an example group calendar can be viewed here: LF AI & Data Foundation Events - Community Meetings & Calendar
  • Mouse over the mailing list name for the meeting you just set up in that mailing list and click on the 3 dots (...) which will then allow you to view options to select
  • Scroll down and click "Refresh", this will force the wiki subscription to update immediately
• You must then update the applicable groups Meeting List (such as the TAC Meetings List) to ensure there is a clear view of all meetings happening across the Trusted AI Committee for reference by the community and also for management of the shared Zoom account among the Committee Chairs and Working Group Leads

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Please see above for more information on Alternate Meeting Host and Recording Privileges. All approved alternate-hosts will be added to the lfai-meetinghosts@lists.lfailfaidata.foundation mail list for meeting troubleshooting and questions, see above.

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Google calendar is notorious for long update delays of up to 12 hours or more for subscribed calendars and you cannot force it to update.  If the wiki calendar has been refreshed and the meeting in question matches what you see in Groups.io, the only way to force g-cal to update is to actually remove the calendar and re-subscribe. This is a known issue that the LF does not have any control over.

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If you receive the error, "The meeting host is attending another meeting" or similar message. Please see the Zoom Bridge Errors section.

Do meetings using private bridge numbers need to be added to the LF AI group calendar?

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Permissions for shared Zoom account management will usually be the same as the Meeting Moderators, found here, for each subgroup (mail list). The list of alternate hosts for shared zoom meeting accounts can be viewed here.

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See the list of alternate hosts for shared zoom meeting accounts here. 

What if I want a meeting but there are no Zoom accounts available for that time slot?

If it is for a reoccurring meeting, you will need to email lfai-meetingrequests@lists.lfailfaidata.foundation to determine if there will be any new Zoom accounts added to the project soon. If not, you will need to use your own personal meeting account.

If it is for a one-off meeting, you will need to email lfai-meetingrequests@lists.lfailfaidata.foundation with your request following the instructions here.

What do #cal-invite and #cal-cancelled mean in the notification emails sent from Groups.io?

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I still need help

Send an email to lfai-meetinghosts@lists.lfailfaidata.foundation for help from within the community or email operations@lfai operations@lfaidata.foundation and you will receive a response as soon as possible.

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