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                          |
 | Pad                 | v1.9.7               | v2.x                            |                                               |
* 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
#+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
					project ; any
					org-update ; <= 13:00 EST Sat or >= 15:00 Sat or <= 14:00 Sun, Sat preferred
					flp  ; any, Sat pref
					color  ; <= 12:00 sat pref
					(lunch :start "12:00")
					theme ; >= 12:30
					(water :time 15) ; >= 13:00 Sat, same speaker as shell
					shell ; >= 13:00 Sat
					casual ; >= 13:00
					hyperdrive ; >= 13:30 Sat
					writing ; >= 15:30 Sat
					emacs30 ; probably any
					(sat-close :start "16:50")
					("DEV Saturday, Dec 7" :start "2024-12-07 10:00" :set-track "Development")
					gypsum ; <= 11:00
					rust ; Dec 7
					p-search  ; any
					(lunch :start "12:00")
					(julia :buffer 15) ; >= 13:00
					guile ; >= 12:00
					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
					links ; <= 10:30
					regex ; <= 12:00 sun or >= 12:00 sat
					learning ; <= 13:00
					language ; <= 12:00
					(org-teach :buffer 15) ; any
					(hyperbole :buffer 15)
					(lunch :start "12:00")
					(hywiki :buffer 15) ; >= 10:00
					(pgmacs :buffer 15) ; <= 15:00
					(blee :buffer 10) ; any
					(literate :buffer 15) ; >= 13:00
					students ; >= 14:00 Sun
					sharing ; >= 13:00
					(transducers) ; >= 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: schedule
:results:
:end:

#+RESULTS:
:results:
:end:

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

Legend:
- light blue: constraint is <= a time
- peach: constraint is >= a time
- solid line: Q&A will be through BigBlueButton web conference
- dashed line: Q&A will be IRC/Etherpad during the event or e-mail after the event

Notes:

- Updates:
  - [2024-10-27 Sun] Removed emacsconf:graph, moved emacsconf:p-search earlier; also emacsconf:learning needs to be in the morning, so I moved emacsconf:pgmacs and emacsconf:org-teach around.
  - [2024-10-22 Tue] Swapped emacsconf:org-teach and emacsconf:blee
  - [2024-10-21 Mon] Extended emacsconf:blee
  - [2024-10-17 Thu] Added emacsconf:org-update to Saturday morning, moving emacsconf:org-teach to Sunday afternoon
  - [2024-10-15 Tue] Swapped emacsconf:students and emacsconf:literate for availability reasons
  - [2024-10-13 Sun] Moved emacsconf:hyperdrive to the afternoon (swapping with emacsconf:flp) because of changed availability
  - [2024-10-12 Sat] I fixed the time constraint for emacsconf:students (needs to be in the afternoon), so I moved emacsconf:hyperbole to the morning.
- General approach:
  - I've mostly tried to alternate IRC/pad Q&A with live Q&A.
  - 1.5 tracks keeps things faster-paced than the 2-track option.
- Sat:
  - Gen track:
    - emacsconf:papers, emacsconf:project, emacsconf:org-teach, emacsconf:flp, emacsconf:color should be pretty general
    - emacsconf:color and emacsconf:theme are both theme-related. emacsconf:color needs to be in the morning and emacsconf:theme needs to be in the afternoon, so I put them on either side of the lunch break.
    - Other afternoon talks: emacsconf:water and emacsconf:shell are by the same speaker. emacsconf:casual, emacsconf:hyperdrive, and emacsconf:writing will probably be good for a general audience. These speakers are only available in the afternoon, so this part of the schedule is a bit tight.
    - I put emacsconf:emacs30 at the end of Saturday to act sort of as a keynote. Closing remarks on Saturday are usually very light, so we could skip them.
  - Dev track:
    - emacsconf:gypsum, emacsconf:rust, emacsconf:julia, emacsconf:guile, and emacsconf:mcclim are about other projects
    - emacsconf:graph, emacsconf:p-search, emacsconf:secrets, and emacsconf:repro will probably be more dev-focused
- Sun:
  - Sunday morning last year had some packet loss issues at around 9:30, so we'll start with some talks that don't have BBB Q&A: emacsconf:students, emacsconf:links, emacsconf:regex
  - emacsconf:blee and emacsconf:language are probably general-audience
  - emacsconf:pgmacs, emacsconf:regex, and emacsconf:transducers are all development-oriented, but are on the general track for scheduling purposes. [[emacsconf:transducers]] can only be on Sunday afternoon at 4pm because of availability.
  - I've separated emacsconf:hyperbole and emacsconf:hywiki by lunch so that people who are interested in that can attend the live Q&A for both without worrying about missing things.
  - emacsconf:learning, emacsconf:sharing, emacsconf:literate will probably be good for a general audience

*** Option: 2 tracks  :noexport:
: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
					color  ; <= 12:00 sat pref
					flp ; any, Sat pref
					hyperdrive ; >= 11:00 Sat
					(lunch :start "12:00")
					emacs30 ; probably any
					theme ; >= 12:30
					water ; >= 13:00 Sat, same speaker as shell >= 10:00 EST Sat and <= 16:00 EST Sat
					shell ; >= 13:00 Sat >= 10:00 EST Sat and <= 16:00 EST Sat
					students
					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
					guile ; >= 12:00
					(mcclim :time 60) ; >= 14:00
					regex ; <= 12:00 sun or >= 12:00 sat
					repro ; any
					("GEN Sunday, Dec 8" :start "2024-12-08 09:00" :set-track "General")
					sun-open
					links ; <= 10:30
					(org-teach :buffer 20) ; any
					(hyperbole :buffer 20)
					(hywiki :buffer 20) ; >= 10:00
					language ; <= 12:00
					(lunch :start "12:00")
					literate ; >= 13:00
					casual ; >= 13:00
					learning ; any
					project ; any
					sharing ; any
					(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
* Decisions
:PROPERTIES:
:CUSTOM_ID: decisions
:END:
** BigBlueButton replacement
:PROPERTIES:
:CUSTOM_ID: bbb
:END:

The server running bbb.emacsverse.org has been decommissioned, since the nonprofit that shared it with us is defunct.

- We'd like to figure out what our live Q&A setup is going to be for EmacsConf 2024 (Dec 7-8).
- Nice to have: Hosting for other Emacs meetups like Emacs APAC and OrgMeetup
- [[https://sachachua.com/blog/2023/12/emacsconf-backstage-figuring-out-our-maximum-number-of-simultaneous-bigbluebutton-users/][Stats from last year]]: 31 meetings, 84 unique users, 62 max simultaneous users, 6 max simultaneous meetings, 27 max users in one meeting, 36 unique talking
  - also includes some notes on hosting
- Nice thing about running our own server: we can make one room per speaker, pre-assign their URLs, and let people stay as long as they want in recorded Q&A sessions

Some options:

- Go back to using meet.jit.si
  - Free:
    - Need to check speed, reliability
    - Can send RTMP from the meeting itself
  - Paid: USD 99/month + $0.01/min for recordings + $0.01 min (optional) for RTMP streaming
- Try to squeeze it onto res.emacsconf.org
  - Tricky to run on a shared server; it likes to use a lot of ports and strongly recommends running it on its own server
- Linode with 16GB RAM and 8 cores
  - Dedicated CPU 16GB is $.216/hour at Linode
  - Premium CPU is $.26/hour
  - Plus block storage, $1/10GB/month charged hourly (recommended 500, so $+18/month)
- Ask FSF if we can borrow theirs, maybe limit it to cycling among 6 or 7 rooms
- Pay for BigBlueButton hosting; can we find one that's compatible with our commitment to freedom?
- Galene?
  - [2024-10-31 Thu] I checked out Galene in the last Emacs Berlin meeting. It's promising, but I think the user interface might still need a bit of work. Simple deployment (run one Go binary, I think), but muting/unmuting doesn't trigger enabling the microphone, and the chat was buggy to get to on my mobile device. Supposed to have support for raising hands.

* Support code
:PROPERTIES:
:CUSTOM_ID: support-code
:END:

#+begin_src emacs-lisp
(defun my-ox-link-path (link _ info)
	(let* ((raw-path (org-element-property :path link)))
		(setq raw-path
					(org-export-file-uri
					 (org-publish-file-relative-name raw-path info)))
		;; Possibly append `:html-link-home' to relative file
		;; name.
		(let ((home (and (plist-get info :html-link-home)
										 (org-trim (plist-get info :html-link-home)))))
			(when (and home
								 (plist-get info :html-link-use-abs-url)
								 (not (file-name-absolute-p raw-path)))
				(setq raw-path (concat (file-name-as-directory home) raw-path))))
		raw-path))

(defun my-org-md-link (link desc info)
	(if (string= (org-element-property :type link) "file")
			(let ((path (my-ox-link-path link desc info)))
				(if (string= (file-name-extension path) "svg")
						(with-temp-buffer
							(insert-file-contents-literally path)
							(buffer-string))
					(org-md-link link desc info)))
		(org-md-link link desc info)))

(with-eval-after-load 'ox-md
	(setf
	 (alist-get 'link (org-export-backend-transcoders (org-export-get-backend 'md)))
	 'my-org-md-link))
#+end_src