1) To book the EVO meeting, do:

• Launch the EVO client.
• Click Meetings and then Book a meeting.
• From "Community", choose "LHCb".
• Put "LHCb-UK student meeting" or similar as the title.
• Put a description if you like.
• Enter the password
• Leave the "Kind of meeting" as "Open meeting"
• Set the date and time (remember it's CERN time, not UK time).
  • I suggest having the EVO meeting start at 10:00, so that if someone (us, speaker, ...) wants to connect in advance it will work.
  • Likewise, I'd suggest being generous with the end time, e.g. 13:30.
• Don't bother about "Recurrence".
• When you're ready, click Create.
• You'll get an email with full co-ordinates (should only take a few seconds). Make a note of the meeting URL.

2) To set up Indico:

• Start from the Indico page of a previous meeting, e.g. here.
• Click Manage and then Clone Event.
• Check or uncheck what bits to clone (probably just Access and management privileges).
• Under "Clone the event only once at the specified date", click the calendar and choose the meeting data.
• Ignore the "fixed interval" and "given days" bit below.
• When you're ready, click clone once.
• Accept the confirmation (should be for "1 new events").
• The date, time, location, etc should be set up by default. It should also list the three of us as chairpersons (see screengrab below -- click for bigger version). This is the "General Settings" page.
• 
• Tell it the EVO URL:
  • On the General Settings page, click modify.
  • In the "Description" box, edit the EVO URL to match the one you were emailed.
  • Click ok.
• To add items to the timetable, click Timetable on the left. Then from the Timetable page:
  • Click Add new and then Contribution.
  • Give it a title (easy -- just fill in the box)
  • Set the time and duration
  • Set the speaker(s). You don't type directly into the box -- instead, click Add existing at the bottom, then search for them in the form that pops up (like a phone book). When you find them, select their name and click Add. (Sometimes people appear more than once if they're registered with CERN under multiple email addresses.)
  • When you're done, click Add.
• When you're done, click Switch to event page.
• If you need to edit again, click Manage then Edit event.
• That's usually enough, but sometimes permissions can get screwy (especially if the speaker isn't a member of LHCb, or if they have multiple accounts). You can edit things for the whole meeting under the "Protection" page (e.g. to add non-LHCb people to the access list), and for individual talks you can add people who are allowed to submit slides (click on the talk, then Edit, then Protection, then see "Submission control" at the bottom).

3) Update the twiki page

• Go to LHCbUKStudentGroup
• Helpful tip: Update the LHCbUKStudentGroupMeetingArchive now while the URL etc from the previous meeting is still there.
• Edit the LHCbUKStudentGroup twiki page -- update the Indico and EVO URLs, title, etc.
• Check if the phone bridge ID and/or passcode need updating.

4) Send out an email to lhcb-uk@cernNOSPAMPLEASE.ch with the details

• You'll need to send it from an email account that's subscribed to the CERN mailing list. I get this mixed up all the time (sending from uni vs cern address) and it usually fails silently so remember to check that it went through!
• Blank out the secret LHCb-UK password (but not the phone bridge passcode)
• Give twiki, EVO, and Indico links

-- MatthewCharles - 08-Oct-2010