path: root/2024/organizers-notebook/index.org

# [[elisp:(progn (memoize 'emacsconf-get-talk-info "5 seconds") (org-md-export-to-markdown) (memoize-restore 'emacsconf-get-talk-info))][Export this file to Markdown]]
#+TAGS: emacsconf
# [[elisp:(memoize 'emacsconf-get-talk-info "5 seconds")][Memoize emacsconf-get-talk-info]] - [[elisp:(memoize-restore 'emacsconf-get-talk-info)][Unmemoize]]
#+todo: TODO(t) SOMEDAY STARTED INPROGRESS(i) WAITING(w) STANDBY(s) BLOCKED(b) | DONE(x) CANCELLED(c)
#+OPTIONS: h:6 toc:nil num:nil ':t
#+PROPERTY: header-args    :results silent :exports code :tangle yes
#+EXPORT_FILE_NAME: ../organizers-notebook.md
#+PROPERTY: QUANTIFIED Emacs

#+begin_export md
<!-- organizers-notebook.md is exported from organizers-notebook/index.org, please modify that instead. -->
[[!sidebar content=""]]

This file is automatically exported from [/2024/organizers-notebook/index.org](/2024/organizers-notebook/index.org). You might prefer to navigate this as an Org file instead. To do so, [clone the wiki repository](https://emacsconf.org/edit/).

You might also like the [general organizers' notebook](/organizers-notebook) and [the organizers' notebook from 2023](/2023/organizers-notebook).
#+end_export



#+NAME: list-headings
#+begin_src emacs-lisp :results value replace :exports results :eval never-export :var heading="Help wanted" :var match="helpwanted"
(emacsconf-surround
 (concat heading ":\n\n")
 (string-join
	(delq nil
				(org-map-entries
				 (lambda ()
					 (when (and (org-entry-is-todo-p) (not (org-entry-is-done-p)))
						 (format "- %s %s\n"
										 (org-link-make-string
											(concat "#" (org-entry-get (point) "CUSTOM_ID"))
											(org-entry-get (point) "ITEM"))
										 (emacsconf-surround
											"(by "
											(and (org-entry-get (point) "DEADLINE")
													 (replace-regexp-in-string "[<>]" "" (org-entry-get (point) "DEADLINE")))
											")"
											""))))
				 match nil))
 "")
"" "")
#+end_src

#+RESULTS: list-headings
:results:
:end:

#+CALL: list-headings(heading="Decisions to make", match="decision")

#+RESULTS:
:results:
:end:


#+TOC: headlines 2
* COMMENT Shortcuts

[[file:~/proj/emacsconf/wiki/organizers-notebook/index.org][Common notebook]]

* TODO Timeline
:PROPERTIES:
:CUSTOM_ID: timeline
:END:

| CFP                       | [2024-06-30 Sun] |    |
| CFP deadline              | [2024-09-20 Fri] | 82 |
| Speaker notifications     | [2024-09-27 Fri] |    |
| *Publish schedule*        | [2024-10-25 Fri] |    |
| Video submission deadline | [2024-11-08 Fri] | 49 |
| EmacsConf                 | [2024-12-07 Sat] | 29 |
#+TBLFM: @2$3=@2$2-@1$2::@5$3=@5$2-@2$2::@6$3=@6$2-@5$2

We like to have at least a month to work on audio
normalization and transcription, and we want
speakers to have at least a month to work on their
videos (considering early submissions will already
have gotten started on processing).

* About this document
:PROPERTIES:
:CUSTOM_ID: about-this-doc
:END:

Tags:
- =conforg=: Requires access to private conf.org repository

* Communications plan
:PROPERTIES:
:CUSTOM_ID: comms
:END:

Objectives:
- keep everyone in the loop without them feeling like they're overloaded

Everyone:
- [ ] Call for participation (speakers and volunteers)
- [ ] Reminder about CFP
- [ ] Last call

Speakers:
- [ ] Send all speakers backstage access and upload instructions
- [ ] Send all speakers check-in instructions

Volunteers:
- [ ] Send captioning volunteers the backstage info
- [ ] Send past captioning volunteers an invitation to participate - ask when there's a lot of load
- [ ] Ask for help with audio processing

* Good/better/best
:PROPERTIES:
:CUSTOM_ID: good-better-best
:END:

This table makes it easier to move the slider depending on who wants
to volunteer and how much we can get done. At some point, we'll figure
out how to track our current status so we know what we need to
scramble to do in order to get the conference off the ground. *bold*
is our current goal. Feel free to volunteer for anything that
interests you!

 |                     | Good                 | Better                          | Best                                          |
 | Streaming           | Regular stream       | + alternate streams on PeerTube | + alternate streams on YouTube                |
 | 480p                | Same on live         | Separate node                   | Ansible setup                                 |
 | Audio normalization | Core org handling it | Other volunteer                 | Multiple volunteers                           |
 | Video resolution    | Usual reminders      | Extra reminders                 | Everyone remembering to use a large font size |
 | Intros              | Standard, recorded   | Reviewed by speakers            | More details/context                          |

* Phases
:PROPERTIES:
:CUSTOM_ID: phases
:END:
** DONE Draft CFP
CLOSED: [2024-09-17 Tue 16:45]
:PROPERTIES:
:CUSTOM_ID: cfp
:END:

**** Draft linked pages

- [X] cfp
- [X] submit page
- [X] year index
- [X] volunteer page
**** DONE Check with other organizers
CLOSED: [2024-06-11 Tue 19:21] DEADLINE: <2024-06-14 Fri>
:PROPERTIES:
:CREATED:  [024-06-03 Mon 10:1]
:END:
**** DONE Post CFP in the usual places
CLOSED: [2024-09-17 Tue 16:45]
emacsconf-discuss, reddit.com/r/emacs, Emacs News, emacs-tangents, Mastodon, X
** Draft schedule
:PROPERTIES:
:CUSTOM_ID: draft-schedule
:END:

#+NAME: schedule

*** Option: 2 tracks
:PROPERTIES:
:CUSTOM_ID: sched-2-tracks
:END:
#+begin_src emacs-lisp :results value replace :exports none :eval never-export :var filename="schedule-2-tracks.svg"
(require 'emacsconf)
(require 'emacsconf-schedule)
(setq emacsconf-schedule-tracks
			'((:label "Saturday"
								:start "2024-12-07 9:00"
								:end "2024-12-07 18:00"
								:tracks ("General" "Development"))
				(:label "Sunday"
								:start "2024-12-08 9:00"
								:end "2024-12-08 18:00"
								:tracks ("General" "Development"))))
(let ((emacsconf-schedule-default-buffer-minutes 20)
			(emacsconf-schedule-default-buffer-minutes-for-live-q-and-a 30)
			(emacsconf-schedule-break-time 10)
			(emacsconf-schedule-lunch-time 60)
			(emacsconf-use-absolute-url t)
			(emacsconf-schedule-strategies '(emacsconf-schedule-allocate-buffer-time
																			 emacsconf-schedule-copy-previous-track))
			(emacsconf-schedule-validation-functions
			 '(emacsconf-schedule-validate-time-constraints
				 ;; emacsconf-schedule-validate-live-q-and-a-sessions-are-staggered
				 emacsconf-schedule-validate-all-talks-present
				 emacsconf-schedule-validate-no-duplicates)))
	(setq emacsconf-schedule-plan
				'(("GEN Saturday, Dec 7" :start "2024-12-07 09:00" :set-track "General")
					sat-open
					papers ; <= 10:00
					org-teach ; any
					color  ; <= 12:00 sat pref
					hyperdrive ; >= 11:00 Sat
					(lunch :start "12:00")
					emacs30 ; probably any
					theme ; >= 12:30
					water ; >= 13:00 Sat, same speaker as shell
					shell ; >= 13:00 Sat
					writing ; >= 15:30 Sat
					sat-close
					("DEV Saturday, Dec 7" :start "2024-12-07 10:00" :set-track "Development")
					gypsum ; <= 11:00
					rust ; Dec 7
					(lunch :start "12:00")
					julia ; >= 13:00
					regex ; <= 12:00 sun or >= 12:00 sat
					(mcclim :time 60) ; >= 14:00
					repro ; any
					("GEN Sunday, Dec 8" :start "2024-12-08 09:00" :set-track "General")
					sun-open
					links ; <= 10:30
					flp ; any
					hywiki ; >= 10:00
					language ; <= 12:00
					(lunch :start "12:00")
					literate ; >= 13:00
					casual ; >= 13:00
					learning ; any
					project ; any
					sharing ; any, same speaker as learning
					(sun-close :start "16:50")
					("DEV Sunday, Dec 8" :start "2024-12-08 10:00" :set-track "Development")
					pgmacs ; <= 15:00
					graph ; <= 12:00
					(lunch :start "12:00")
					blee ; any
					p-search  ; any
					secrets ; >= 13:00
					(transducers :start "16:00") ; >= 16:00 sun
					))
	(setq emacsconf-schedule-draft (emacsconf-schedule-prepare (emacsconf-schedule-inflate-sexp emacsconf-schedule-plan)))
	(prog1 (string-join (emacsconf-schedule-validate emacsconf-schedule-draft) "\n")
		(let ((emacsconf-schedule-svg-modify-functions
					 '(emacsconf-schedule-svg-color-by-availability
						 ;emacsconf-schedule-svg-color-by-status
						 )))
		(with-temp-file (expand-file-name filename (file-name-directory emacsconf-org-file))
			(svg-print (emacsconf-schedule-svg 800 300 emacsconf-schedule-draft)))
		(with-temp-file (expand-file-name filename (expand-file-name "organizers-notebook" (expand-file-name emacsconf-year emacsconf-directory)))
			(svg-print (emacsconf-schedule-svg 800 300 emacsconf-schedule-draft))))
		(clear-image-cache)))
#+end_src

#+RESULTS:
:results:
:end:

[[file:schedule-2-tracks.svg]]

Coloring by availability:
- light blue: constraint is <= a time
- peach: constraint is >= a time

*** Option: 1.5 tracks
:PROPERTIES:
:CUSTOM_ID: sched-1.5-tracks
:END:

#+begin_src emacs-lisp :results value replace :exports none :eval never-export :var filename="schedule-1.5-tracks.svg"
(require 'emacsconf)
(require 'emacsconf-schedule)
(setq emacsconf-schedule-tracks
			'((:label "Saturday"
								:start "2024-12-07 9:00"
								:end "2024-12-07 18:00"
								:tracks ("General" "Development"))
				(:label "Sunday"
								:start "2024-12-08 9:00"
								:end "2024-12-08 18:00"
								:tracks ("General" "Development"))))
(let ((emacsconf-schedule-default-buffer-minutes 10)
			(emacsconf-schedule-default-buffer-minutes-for-live-q-and-a 20)
			(emacsconf-schedule-break-time 10)
			(emacsconf-schedule-lunch-time 60)
			(emacsconf-use-absolute-url t)
			(emacsconf-schedule-strategies '(emacsconf-schedule-allocate-buffer-time
																			 emacsconf-schedule-copy-previous-track))
			(emacsconf-schedule-validation-functions
			 '(emacsconf-schedule-validate-time-constraints
				 ;; emacsconf-schedule-validate-live-q-and-a-sessions-are-staggered
				 emacsconf-schedule-validate-all-talks-present
				 emacsconf-schedule-validate-no-duplicates)))
	(setq emacsconf-schedule-plan
				'(("GEN Saturday, Dec 7" :start "2024-12-07 09:00" :set-track "General")
					sat-open
					papers ; <= 10:00
					links ; <= 10:30
					org-teach ; any
					language ; <= 12:00
					hyperdrive ; >= 11:00 Sat
					color  ; <= 12:00 sat pref
					(lunch :start "12:00")
					emacs30 ; probably any
					theme ; >= 12:30
					water ; >= 13:00 Sat, same speaker as shell
					shell ; >= 13:00 Sat
					literate ; >= 13:00
					writing ; >= 15:30 Sat
					sat-close
					("DEV Saturday, Dec 7" :start "2024-12-07 10:00" :set-track "Development")
					gypsum ; <= 11:00
					rust ; Dec 7
					graph ; <= 12:00
					(lunch :start "12:00")
					julia ; >= 13:00
					regex ; <= 12:00 sun or >= 12:00 sat
					secrets ; >= 13:00
					(mcclim :time 60) ; >= 14:00
					repro ; any
					("GEN Sunday, Dec 8" :start "2024-12-08 09:00" :set-track "General")
					sun-open
					flp ; any
					pgmacs ; <= 15:00
					hywiki ; >= 10:00
					p-search  ; any
					blee ; any
					(lunch :start "12:00")
					casual ; >= 13:00
					learning ; any
					project ; any
					sharing ; any, same speaker as learning
					(transducers :start "16:00") ; >= 16:00 sun
					(sun-close :start "16:50")
					))
	(setq emacsconf-schedule-draft (emacsconf-schedule-prepare (emacsconf-schedule-inflate-sexp emacsconf-schedule-plan)))
	(prog1 (string-join (emacsconf-schedule-validate emacsconf-schedule-draft) "\n")
		(let ((emacsconf-schedule-svg-modify-functions
					 '(emacsconf-schedule-svg-color-by-availability
						 ;emacsconf-schedule-svg-color-by-status
						 )))
		(with-temp-file (expand-file-name filename (file-name-directory emacsconf-org-file))
			(svg-print (emacsconf-schedule-svg 800 300 emacsconf-schedule-draft)))
		(with-temp-file (expand-file-name filename (expand-file-name "organizers-notebook" (expand-file-name emacsconf-year emacsconf-directory)))
			(svg-print (emacsconf-schedule-svg 800 300 emacsconf-schedule-draft))))
		(clear-image-cache)))
#+end_src

#+RESULTS:
:results:
saturday closing remarks: Starts at 16:20 before 16:30
:end:

[[file:schedule-1.5-tracks.svg]]

Coloring by availability:
- light blue: constraint is <= a time
- peach: constraint is >= a time