Content meeting with remote editor

We are considering doing the cardiovascular meeting in June with a remote editor, i.e. David chairing locally and Jen editing from Cambridge over webex. This page is a discussion of the possible issues.

Background

The cns meeting model was very successful and was run basically by two people on site: one chairing the meeting, and one dealing with the computer equipment. The following is a description of how it would work if we did it again with fewer GO:id and versioning hitches and some improved safety measures that we thought of with hindsight.

The work would be divided as follows:

Chair person

Roles: Communicates with the experts Listens to the experts' suggestions and discusses how to integrate their ideas into the ontology structure. Communicates the conclusions of this discussion to the editor. Double checks the editor's work.

Requirements: Everything to do with computer equipment, editing and file versioning is delegated to the editor.

Editor

Roles: Takes care of all version control using cvs. Manages GOid ranges. Tests in advance all equipment for the meeting and ensures that all bugs are either fixed or able to be worked round.

This includes:

Overhead projector compatibility. Sound systems if needed. OBO-Edit installed, working and bug free. Colour-code terms of interest in obo-edit Any direct file editing if this is required. Ensuring that a unix command line is avaiable for cvs work. File editing live during the meeting in a responsive and accurate manner. Dealing with internet problems.

How would inclusion of a remote editor affect this?

The meeting would basically be the same except that there would be more technology involved to get the editor in contact with the meeting, and the chair person would carry more responsibility for fixing technical problems.

Cons

Problem:

The entire thing is utterly dependent on having a fantastic internet connection at both ends. 

Solution:

We'd have to check this before the meeting is even agreed and make sure the local systems
people are aware that they may be needed. 

Problem:

- The chair person would have to connect a computer to the overhead projector and the 
internet, and log into webex. 

- He would also have to connect another computer to skype; and attach, configure, and 
troubleshoot a conference microphone. 

Solution:

- These are all things that we can practise in advance.

- Once webex is hooked up, the editor has remote control of one or both computers and can
then take over dealing with these problems. 

- The editor can still help with ideas, and is just not there as a spare pair of hands. 
Other local people could be recruited to help with the practical side. 

Problem:

Sound systems will be critical to this. 

Solution:

We either need to just have the chairperson in contact with the editor, or have a good conference 
microphone to enable the meeting participants all to communicate with the editor. The conference 
microphone would be very useful for dictating definitions.

Conference microhphones are different from the usual as they pick up from far away and have 
software to make sure that they don't produce echoes when picking up sounds from their own loud 
speakers.

I have looked at the prices of a number of these. The good ones that I know are fool proof 
are about £100 I think for each 4 square metres-ish. There are other cheaper ones but I haven't 
tested them. We could look into this. 

Problem:

The editor would almost certainly be working the night shift.

Solution:

There is no clear solution to this but it would be much less arduous than a transatlantic trip.

Problem:

The social interaction would be less fun. 

Solution:

Skype calls in the pub!

Pros

1) The editor would have better computer equipment for editing and would probably have 
fewer technical hitches. She would be better placed to fix technical hitches to do with
the file. She would also have access to all the other editors if needed. 

2) The editor would be less jetlagged, and will lose less time through travelling. 

3) A remote editor is much cheaper than an onsite one.

4) We could have content meetings more often as remote editing would not max out the editor's travel capacity. 

5) If we can get this to work we could also look at having European meetings with roles reversed:
David on remote and Jennifer or staff as local support/editor.