Development Review
Artifact info
Title:

Meditation Chapel Technical Review

Engagement:

Interbeing Monastery

Client:

evolve World

Meeting Date:
December 15, 2025
Next Meeting Date:
December 2, 2025
Hide This
People
James Redenbaugh
Sarah John
Marlene Potthoff
Artifact Image
Meeting Summary

🚨 Critical Technical Issues Identified

The first live meditation session with the chapel's video conferencing system revealed significant problems (01:27). Sarah reported that participants were unexpectedly kicked out during the hour-long meditation, though they could still see themselves on screen but had lost control of their microphone and camera (02:02). Marlene noted that approximately 14 people were in the session when everyone froze, and she glimpsed an error message related to Zoom being canceled (02:33).

James investigated the backend data from Daily Call and discovered that no participant had a duration longer than 20 minutes (05:25). The root cause was immediately identified: the chapel video room had been configured to automatically eject participants after 1200 seconds (20 minutes), likely left over from testing protocols (07:14). James adjusted the setting to a two-hour maximum to prevent accidental room abandonment while solving the disconnection problem.

[technology="Video Conferencing Solutions"]

The team acknowledged they had never previously tested an hour-long session with participants sitting silently with eyes closed, making this a unique edge case that exposed the timeout issue (04:11).

🎨 Layout and Visual Design Problems

Marlene described how the circular layout broke down with more than 8-10 participants, with circles overlapping each other and names appearing too large and misaligned with their corresponding video feeds (09:46). The 12-person test revealed faces appearing extremely small—described as penny or 50-cent euro coin sized—making it difficult to see participants clearly (20:01).

The fundamental design challenge centered on balancing multiple requirements: seeing participants clearly including their gestures and background context, maintaining the sacred aesthetic of the monastery space, and scaling to accommodate 50+ people during Bay of Practice sessions (21:39).

💭 Design Exploration and Solutions

James demonstrated various geometric approaches using a parametric design tool. The team explored several formations:

[technology="Parametric Geometric Interfaces"]

The initial circular approach proved too limiting, so James proposed oval-shaped windows that would show more context while maintaining an elegant aesthetic (41:29). This evolved into rounded rectangles that felt like "windows in a plane or an old TV" according to Marlene (42:22), which the team found appealing for its balance of form and function.

For larger groups, James demonstrated a honeycomb or cellular formation that could accommodate up to 45 people (47:12). Sarah suggested a tiered approach: one ring for up to 12 people, two rings for up to 24 people, and then transitioning to the honeycomb pattern for larger gatherings (47:55). This would prevent individual windows from becoming too small at any stage.

The team agreed that windows should maintain a minimum size roughly equivalent to standard Zoom participant windows (approximately 3cm by 5cm) regardless of screen size, with the system adapting based on individual displays (40:28).

🕯️ Integration Challenges

Marlene raised the ongoing challenge of integrating a virtual candle into the meditation space, noting this would take several weeks to solve technically (48:34). The candle needs to feel like an organic part of the unified space rather than something "stuck on top of a nice picture" as Sarah described (50:49). The team discussed whether the candle should remain stationary in the center or behave as a dynamic element like participant windows, leaning toward a central, fixed position (49:41).

🔧 Additional Technical Issues

Marlene reported echo problems when the facilitator's microphone remained unmuted during participant introductions, suggesting that even hosts need to mute when not speaking (51:51). James noted that Zoom likely has superior automatic noise cancellation for users without headphones and committed to investigating whether similar capabilities could be added.

The team emphasized the importance of seeing participants' full context—including gestures, hands, and subtle environmental details—rather than just tightly cropped faces, as this helps people feel connected despite being physically distant (28:24).

📅 Timeline and Next Steps

With Christmas holidays approaching, the team established January 5th as the target date for the next meditation chapel session (53:02). James indicated that significant improvements could be implemented within the week, with ongoing refinements communicated via WhatsApp (53:11). The immediate priority is implementing the timeout fix, adjusting the layout to show only first names, and refining the geometric formations based on participant count.

Action Items

James

  • Extend timeout setting from 20 minutes to 2 hours maximum (07:19)
  • Reduce displayed names to first names only (10:06)
  • Implement tiered layout system: single ring (up to 12), double ring (up to 24), honeycomb (25+) (47:55)
  • Investigate noise cancellation improvements for unmuted facilitators (52:16)
  • Refine oval/rounded rectangle window design with minimum size constraints (42:01)
  • Communicate updates and quick improvements via WhatsApp throughout the week (53:11)
  • Ensure all changes ready for testing by January 5th meditation session (53:20)

Sarah and Marlene

  • Continue testing and provide feedback via WhatsApp (52:33)
  • Plan next meditation session for January 5th (53:02)
Relevant Initiatives

Interbeing Monastery

Priority: 
High
Size: 
XL
Creation Stage

Video Platform Integration

Priority: 
High
Size: 
L
Completing

Monastery Development

Priority: 
Medium
Size: 
XL
Completing
Transcript