Group calendars are managed within LF AI & Data Foundation Groups.io subgroups (mail lists); with each sub-group (mail list) having a unique group calendar. Meeting invites from these group calendars are sent to the applicable sub-group (mail list). In order to see the various group calendars you must:
Be logged into LF AI & Data Foundation Groups.io
Be subscribed to the sub-group(mail-list) you're interested in
Thereafter, you will see all the calendars for the sub-groups you subscribe to under your LF AI & Data Foundation Group Calendar via Groups.io OR
You can also view a specific group calendar via the Wiki (if the group has created a Wiki group calendar) whether you are a member of the sub-group (mail list) or not
You can directly subscribe to a Group Calendar to stay in sync with meetings and events
NOTE: When you receive a meeting invite in your inbox for a meeting scheduled within Groups.io (example TAC meeting invite available here) you have the option to directly add the meeting (.ics file) to your calendar tool. However, the only sure way to ensure that your calendar stays in sync with a Group Calendar is to subscribe. DO NOT RELY ON A .ics FILE in any Groups.io meeting invite as: 1) An ics file creates a static snapshot of the meeting at that point in time. 2) Updates and cancellations do not get propagated via this method. 3) You are guaranteed to have issues with seasonal time changes.
Option 1) Subscribe to an INDIVIDUAL sub-group(mail list) calendar in Groups.io
Click the "Your Calendar" icon on the left
Scroll to the bottom of the page
Click the "Subscribe to Calendar" button
Option 2) Subscribe to an INDIVIDUAL sub-group(mail list) calendar on the wiki
Option 3) Subscribe to ALL of the Groups.io sub-group(mail list) calendars you are a member of at once - Usually not the preferred option as it would give you the calendar feed for ALL mail lists you are subscribed to, only a small portion of users would prefer this option.
Click the "LF AI Foundation" at the top left of the page
Click the "Your Calendar" icon on the left
Scroll to the bottom of the page
Click the "Subscribe to Calendar" button
The LF provides some shared use Zoom meeting accounts for the LF AI & Data community. Additional Zoom meeting accounts can be requested but will only be approved based on need, budget availability, and overall as the project scales. These shared Zoom accounts are owned by the LF, but usage and management is ultimately managed by the LF AI community. Please carefully review the following:
Wherever and whenever possible, Zoom meeting bridges should be distributed across meetings with buffers on either side of the scheduled meeting to avoid conflicts
IF YOU ARE A HOST PLEASE LOG OFF OF THAT ZOOM HOST ACCOUNT WHEN YOUR MEETING IS OVER
Meeting IDs are good for a specific day and time-slot only
DO NOT use an assigned meeting bridge to start a meeting at a different date or time, otherwise you will cause conflicts for other scheduled meetings
DO NOT log into a different meeting using the same Host account, otherwise you will cause conflicts for other scheduled meetings
If you receive the error, "The meeting host is attending another meeting" or similar message:
A previous meeting using that Host account is still in progress and did not end as scheduled
The Host forgot to end the Zoom session and someone is still connected to the bridge
Someone has used that Host account to start a meeting outside of the assigned time-slot
Someone is using that Host account to attend another Host's meeting in progress
If you cannot get into your meeting because the host Zoom account is in use:
Send an email to email@example.com indicating that you are having an issue with a specific Zoom account. Include the Zoom account name you are having an issue with (ex. Zoom1)
The email will be distributed to the complete List of Alternate Hosts for Zoom Meetings that have Host privileges LF AI & Data Zoom accounts
The LF is not responsible for intervening or setting up an emergency bridge in the event of an LF AI & Data Zoom bridge conflict, however will assist if/when possible, to request please see Requesting/Changing/Canceling a Meeting section below
For detailed Zoom guidelines, please visit the Zoom Guidelines page.
Those with prior approval for Alternate Meeting Host and Recording Privileges AND Meeting Moderator Privileges (see below) do not need to follow this process as you have the permissions to manage your own meetings. For all others, to request a new meeting to be set up or to change/cancel an existing meeting as an exception:
A ticket must be created by emailing firstname.lastname@example.org with the following information included as applicable for the request:
Time & Timezone
Duration for Meeting
Recurring or One-Time Zoom Link
Any additional comments you believe are relevant to your request
Note: For Alternate Host & Recording Privileges you must read more below regarding the requirements
Note: A minimum of 2 business days lead time is required to review and complete requests.
The LF can set up individuals from the LF AI & Data community with privileges to schedule and manage meetings in the LF AI & Data Group Calendars (managed via the applicable Groups.io sub-group(mail list)) provided the following criteria is met.
Group Calendars Meeting Management Privileges Requirements:
Privileges are only granted to Chairs/Co-Chairs Committees, Project Technical Leads, or Community Coordinators, other must be approved on exception basis
You must be the designated with the role above on the applicable group wiki page
You must request privileges by emailing email@example.com and include the applicable Groups.io sub-group(mail list) you'll be coordinating the meeting(s) within (ex. tac-general@lists...)
Once approved you will be added as a moderator for the applicable Groups.io sub-group(mail list) with permissions to add/update/cancel/delete meetings
After you have been granted Group Meeting Management Privileges, to create/update a meeting follow these steps within Groups.io:
Recordings cannot occur unless someone registered as a the Zoom Host account is physically connected to the meeting using that account. The LF can set up individuals from the community with alternate-host credentials provided the following criteria is met.
Alternate Meeting Host & Recording Privileges Requirements:
Privileges are only granted to Committee Chairs, Project Technical Leaders, or Community Coordinators
Please ensure that you test accessing the shared Zoom account prior to any upcoming meetings to resolve any issues in advance
You should NEVER update any Zoom account settings, you may only update settings for your individual meetings if needed
By requesting meeting management privileges you agree that you will:
Go to https://zoom.us/signin to sign in using the shared LF AI & Data Zoom account credentials applicable to your meeting
Choose "Meetings" from the menu on the left
Find your meeting on the list (usually the top one) and click the "Start" button to launch your meeting
After the meeting has started click the "Record" button located at the bottom of the Zoom window OR if someone is screen sharing the recording option will be found under the "More" section of the Zoom menu bar
Select "Record to this Computer"
Note: Due to limited storage space in Zoom accounts, recording links stored in the cloud will expire, thus you must store your recordings locally prior to posting to the Wiki
You can pause and resume if necessary and the recording will be saved as a contiguous stream
Stop the recording when you are finished, it will be saved to your computer when the meeting is officially ended
Upload the zoom_#.mp4 to the applicable group Wiki page
Files under 1.5GB can be uploaded directly to the Wiki
Files larger than 1.5GB will need to be uploaded to the shared LF AI & Data Google Drive, you will need to request access by emailing firstname.lastname@example.org
The recording should be linked back to the applicable group Wiki page
If an applicable meeting recording folder does not exist you may create a new one. (Note: This is an evolving model and updates will follow with a solution that better accommodates those with Google access issues)
After you have verified the upload was successful and you can watch the recording from the Wiki, you can remove the files from your computer
Note: Regarding Chat File Content, uploading the chat.txt file is often beneficial to the team. Be advised the chat file may contain private chats sent from/to the person recording the meeting.
DO NOT upload any "audio_only" or "playback" files.
A meeting owner has the right to terminate a meeting that is preventing their scheduled meeting from starting. If you have Zoom account privileges you can do it this way:
Login to the Zoom account for the bridge
Go to the Meetings tab on the left (if it isn't already there)
Find the offending meeting that has your meeting blocked (the green ball indicates the meeting in progress)
Click the "End" button
Please see above for more information on Alternate Meeting Host and Recording Privileges. All approved meeting moderators will be added to the email@example.com mail list for meeting troubleshooting and questions, see above.
Sub-Group(Mail List) Calendar
|tac-general@lists...||Technical Advisory Council|
|Trusted AI Committee|
|ML Workflow & Interop Committee||View All Here|
|Acumos Project||View All Here|
|adlik-xxx@lists...||Adlik Project||View All Here|
|onnx-xxx@lists...||ONNX Project||View All Here|
|horovod-xxx@lists...||Horovod Project||View All Here|
|sparklyr-xxx@lists...||Sparklyr||View All Here|
|amundsen-xxx@lists...||Amundsen Project||View All Here|
|feast-xxx@lists...||Feast Project||View All Here|
|kserve-xxx@lists...||KServe Project||View All Here|
|openfl-xxx@lists...||OpenFL Project||View All Here|
Please see above for more information on Alternate Meeting Host and Recording Privileges. All approved alternate-hosts will be added to the firstname.lastname@example.org mail list for meeting troubleshooting and questions, see above.
|Zoom Account Info||Group Affiliation|
LF AI & Data Zoom
LF AI General & Technical Advisory Council
LF AI & Data Zoom 1
|Trusted AI Committee|
LF AI & Data Zoom 3
|ML Workflow & Interop Committee|
Adlik Zoom Accounts
|Adlik Project||View All Here|
ONNX Zoom Accounts
|ONNX Project||View All Here|
Horovod Zoom Accounts
|Horovod Project||View All Here|
Amundsen Zoom Accounts
|Amundsen Project||View All Here|
Feast Zoom Accounts
|Feast Project||View All Here|
KServe Zoom Accounts
|KServe Project||View All Here|
OpenFL Zoom Accounts
|OpenFL Project||View All Here|
Google calendar subscription isn't updating
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.
Where to find more information on Confluence/Wiki Team Calendars
Visit this link for more information on Confluence/Wiki Team Calendars: https://confluence.atlassian.com/confkb/understanding-time-zones-and-the-display-of-event-times-in-team-calendar-806457993.html
All the meeting times displayed on the wiki are wrong
As an anonymous user the wiki will display times in UTC. Make sure that A) you are logged into the wiki and B) that you have set your timezone in your profile.
All the meeting times displayed in Groups.io are wrong
The default is UTC. Make sure you have set the timezone in your account profile. If the calendar times don't match the time zone you are in, check your Profile Settings (and be sure you are logged in). More details available here: https://confluence.atlassian.com/confcloud/edit-your-user-settings-724765386.html
How do I convert my time zone to UTC?
Setting your timezone correctly on your computer, in Groups.io and on the wiki, should correctly display meeting times for your local time zone. If you need just a general conversion chart, try world clock meeting planner.
Zoom Bridge: The meeting host is attending another meeting
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?
If the meeting is a community meeting, yes absolutely. The meeting should be added to the appropriate calendar for the list used by the project.
Who can set up a meeting on a group calendar?
Every distribution list will have a "Meeting Moderator(s)". Meeting Moderators have access to create/change/delete meetings from the Groups.io calendar for that distribution list. View the list here.
Who can set up a new Zoom bridge?
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.
Which Zoom Link is assigned to which subgroup (mail list)?
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 email@example.com 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 firstname.lastname@example.org with your request following the instructions here.
What do #cal-invite and #cal-cancelled mean in the notification emails sent from Groups.io?
#cal-invite is a meeting invite
#cal-cancelled is a meeting cancellation
I still need help
Send an email to email@example.com for help from within the community or email firstname.lastname@example.org and you will receive a response as soon as possible.