LF AI & Data Group Calendars Overview

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:

Subscribing to LF AI & Data Group Calendars

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 subscribeDO 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 

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. 

Zoom Bridge Overview

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:

Zoom Bridge Errors 

Zoom Guidelines

For detailed Zoom guidelines, please visit the Zoom Guidelines page.

Requesting / Changing / Canceling a Meeting

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:

Note: A minimum of 2 business days lead time is required to review and complete requests. 

Scheduling/Managing Meetings in Group Calendars

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:

After you have been granted Group Meeting Management Privileges, to create/update a meeting follow these steps within Groups.io:

Alternate Meeting Host & Recording Privileges

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:

By requesting meeting management privileges you agree that you will:

  • Not make any configuration changes to the Zoom meeting account's Profile or Meeting Settings
  • Not use any assigned meeting bridge to start any meeting at a different date or time than the one specifically allocated for that meeting
  • Not log into a different meeting using the same Host account  
  • Make an announcement if the meeting is being recorded
  • Save any recordings to your local computer and NOT TO THE CLOUD
  • Coordinate with another Alternate Host to manage any meeting that you cannot attend 
  • Assist the community with setting up new meeting bridges that may be requested

Step-by-Step Guide for Recording Meetings

  1. Go to https://zoom.us/signin to sign in using the shared LF AI & Data Zoom account credentials applicable to your meeting

  2. Choose "Meetings" from the menu on the left

  3. Find your meeting on the list (usually the top one) and click the "Start" button to launch your meeting

  4. 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 

  5. Select "Record to this Computer"

    1. 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

  6. You can pause and resume if necessary and the recording will be saved as a contiguous stream

  7. Stop the recording when you are finished, it will be saved to your computer when the meeting is officially ended

    1. If you accidently stored in the cloud you must download the recording file from the recordings section in the Zoom account and then upload to the Wiki, once you confirm you have the recording file saved properly please delete it from the Zoom account
  8. Upload the zoom_#.mp4 to the applicable group Wiki page

    1. Files under 1.5GB can be uploaded directly to the Wiki

    2. 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 lfai-meetingrequests@lists.lfaidata.foundation

      • 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)

  9. 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

  10. 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.

  11. DO NOT upload any "audio_only" or "playback" files.

Ending an "In Progress" Meeting

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:

  1. Login to the Zoom account for the bridge

  2. Go to the Meetings tab on the left (if it isn't already there)

  3. Find the offending meeting that has your meeting blocked (the green ball indicates the meeting in progress)

  4. Click the "End" button

  5. You should notify lfai-meetinghosts@lists.lfaidata.foundation that you are going to do this and state which Zoom account you are using

List of Group Calendars Meeting Moderators

Please see above for more information on Alternate Meeting Host and Recording PrivilegesAll approved meeting moderators will be added to the lfai-meetinghosts@lists.lfaidata.foundation mail list for meeting troubleshooting and questions, see above.

Sub-Group(Mail List) Calendar

Group Affiliation

Meeting Moderators

tac-general@lists...Technical Advisory Council


Trusted AI Committee


ML Workflow & Interop CommitteeView All Here


Acumos ProjectView All Here
adlik-xxx@lists...Adlik ProjectView All Here
onnx-xxx@lists...ONNX ProjectView All Here
horovod-xxx@lists...Horovod ProjectView All Here
sparklyr-xxx@lists...SparklyrView All Here
amundsen-xxx@lists...Amundsen ProjectView All Here
feast-xxx@lists...Feast ProjectView All Here
kserve-xxx@lists...KServe ProjectView All Here
openfl-xxx@lists...OpenFL ProjectView All Here

List of Alternate-Hosts for Shared Zoom Meeting Accounts

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.lfaidata.foundation mail list for meeting troubleshooting and questions, see above.

Zoom Account InfoGroup Affiliation

Alternate Hosts

LF AI & Data Zoom 

(links vary)

LF AI General & Technical Advisory Council

LF AI & Data Zoom 1


Trusted AI Committee

LF AI & Data Zoom 3 


ML Workflow & Interop Committee

Acumos Zoom Accounts (Cancelled due to project archiving)

View All Here

Acumos ProjectView All Here

Adlik Zoom Accounts

View All Here

Adlik ProjectView All Here

ONNX Zoom Accounts

View All Here

ONNX ProjectView All Here

Horovod Zoom Accounts

View All Here

Horovod ProjectView All Here

Amundsen Zoom Accounts

View All Here

Amundsen ProjectView All Here

Feast Zoom Accounts

View All Here

Feast Project View All Here

KServe Zoom Accounts

View All Here

KServe ProjectView All Here

OpenFL Zoom Accounts

View All Here

OpenFL ProjectView All Here

Group Calendar Troubleshooting

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