Competition Session Checklist¶

This checklist enumerates the tasks that need to be completed to run a virtual competition session with a module announcement.

Pre Event¶

Advertise the code submission deadline to teams
Create the YouTube livestream
Update the event page on the website with the correct livestream URL
Update the compstate with the correct livestream URL
Create a folder for session uploads in Google Drive
Create a presentation detailing the new module
Assign roles for this session
- Match Runners - Run the simulations of the matches
- Presenters - Present and commentate the livestream
- Producer - Runs the technical aspects of the livestream
- Scorer - Updates the compstate with match files
- Chat Mods - Monitor the livestream and Discord chats
Check for any new dropouts and update the compstate as necessary
Check that the @commentators group in Slack points at the right people
Presenters prepare a scripted introduction to the session
- Check which sponsors to include
- Check what upcoming events to call out afterwards
Revise the rules for the new module
Update the simulator for the new module in the private repo
Draft a post-event website article with details of the new module (any game sensitive content to be reviewed via Google Drive)
Set a volunteer start time for the day of the live stream (10am seems to work well for livestreams happening around lunchtime)

Get a copy of the updated compstate
Run the simulations
Post-process the animation files to work around https://github.com/cyberbotics/webots/issues/6426
Upload the entire output to our Google Drive Folder

Score the matches
Identify things of interest, capture screenshots & videos, prepare a document describing these for the producer
Prepare a document with summaries of previous/next match and notes for the commentators

Check the compbox services (SRComp etc.) are still running
Create and set thumbnail for the livestream
Put the website into competition mode
Producer downloads the recordings and configures the video scheduler to find the files correctly
Producer downloads the screenshots & videos of things of interest
Scorer downloads the match score files
Presenters rehearse any presentations they need to give
Presenters join a pre-livestream call to rehearse their interactions

Presenters present
Scorer deploys the match files to the compstate as they are broadcast
Scorer copies match summaries into Slack #livestream for the commentators as the matches are broadcast
Chat Mods to monitor chat and forward on any relevant messages to presenters or producer via Slack (the @commentators group may be useful for this)

Present the prepared presentation
Chat Mods collect questions from the livestream and Discord then paste into a Slack channel
Available volunteers comment on questions (in threads) with any answers or thoughts
Presenters read the questions, any answers in the thread, and add their own comments
Release the rules
Release the simulator update
Publish the prepared website article with the module announcement
End the livestream