<!-- organizers-notebook.md is exported from organizers-notebook/index.org, please modify that instead. -->
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This file is automatically exported from [/organizers-notebook/index.org](/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/).
This document is the general organizers' notebook that can be used as a starting point each year. For specific years, see:
- [2024](/2024/organizers-notebook)
- [2023](/2023/organizers-notebook)
- [2022](/2022/organizers-notebook)
- [2021](/2021/organizers-notebook)
- [2020](/2020/organizers-notebook)
- [2019](/2019/organizers-notebook)
# Table of Contents
- [Starting up the conference planning process](#starting-up-the-conference-planning-process)
- [Create the private repository](#starting-up-the-conference-planning-process-create-the-private-repository)
- [Create the public organizers’ notebook in the wiki](#starting-up-the-conference-planning-process-create-the-public-organizers-notebook-in-the-wiki)
- [Phases and lessons learned](#phases-and-lessons-learned)
- [Draft CFP](#phases-and-lessons-learned-draft-cfp)
- [Process proposals](#orge2fe34a)
- [Accept proposals](#orgac059dd)
- [Draft schedule](#draft-schedule)
- [Other process notes](#other)
- [Adding another user to BBB](#bbb-user)
<a id="starting-up-the-conference-planning-process"></a>
# Starting up the conference planning process
Check in with core organizers from the previous year to see who’s in.
<a id="starting-up-the-conference-planning-process-create-the-private-repository"></a>
## Create the private repository
This repository will store submissions, contact information, etc.
1. Create the repository on `front0`. Ex:
sudo su - git
cd repositories
mkdir emacsconf-2024-private.git
cd emacsconf-2024-private.git
git init --bare
2. Edit `gitolite-admin/config/gitolite-conf`. Add lines for the group and the repo. Commit and push. Ex:
@emacsconf-2024-org = bandali sachac ...
repo emacsconf-2024-private
RW+ = @admins @emacsconf-2024-org orga
3. Clone the private repository into the appropriate location. `git clone git@git.emacsconf.org:emacsconf-2024-private private`
<a id="starting-up-the-conference-planning-process-create-the-public-organizers-notebook-in-the-wiki"></a>
## Create the public organizers’ notebook in the wiki
Ex: 2024/organizers-notebook/index.org
<a id="phases-and-lessons-learned"></a>
# Phases and lessons learned
<a id="phases-and-lessons-learned-draft-cfp"></a>
## Draft CFP
Create linked pages
- [ ] year index
- [ ] volunteer page
- [ ] submit page
### How to mark pages as drafts
Put inside double square brackets: `!template id=pagedraft`
### Previous years
[2023](file:///home/sacha/proj/emacsconf/wiki/2023/cfp.md)
### Lessons learned
- Maybe incentivize proper timezone specification by saying we can translate times to their local time?
- Make sure to include cfp.org as an attachment instead of inline
- bandali likes having the commitment to freedom section in the CFP as a form of activism.
- Ask for public e-mail or contact information, IRC handle in CFP.
- Nudge everyone towards 5/10 or 20 minutes, and consider < or > on a case-by-case basis.
- In previous years, we offered 40 minutes as a
regular choice, but that was difficult because
we had to figure out how to squeeze lots of
talks into the schedule and we didn’t know
what could be shortened. In 2022, we asked
people to provide quick outlines for 10-, 20-,
and 40-minute formats if they wanted a long
talk slot, which was helpful in prioritizing.
In 2023, we just suggested 5/10 and 20-minute
slots knowing that there would probably be
plenty of time for Q&A, with some longer talks
approved on a case-by-case basis. Because
talks are (ideally) prerecorded, 20 minutes
seems to be a good length to get into
something interesting while leaving time for
Q&A so that people could dive deeper into
particular things that interested them.
- Rolling acceptances were very nice. We gave
people a week to respond, which felt a little
quick sometimes, but gave people enough time to
speak up to see if they had any red flags or
suggestions.
- We didn’t extend the CFP period in 2023, great!
- Two streams worked out well. Sunday morning had network congestion issues, so keep an eye out for those.
- It’s easier for us to extend beyond 5pm than to go before 9am
(especially for Pacific time). Extending beyond 5pm puts strain on
European organizers and volunteers, though.
- Put the speaker introduction right after the talk description for easier web page copying.
<a id="orge2fe34a"></a>
## Process proposals
1. In the private repository, create a conf.org.
2. Set `emacsconf-org-file` to its location.
3. Create a heading for Submissions and set `CUSTOM_ID` to `submissions`.
4. Prepare the `prepare` and `submit` pages on the wiki.
When proposals come in:
1. Acknowledge with an e-mail along the lines of:
Hello, ....!
<feedback> We'll wait another week in case anyone else wants to
chime in before I add it to the wiki and send further notes. :) Thanks for
submitting this!
2. Use `emacsconf-mail-add-submission` if it works, or create the entry and paste it in.
`org-toggle-item` can help convert Org-style headings into a nested list.
3. Set the following fields (`my/org-set-property`
can be helpful): EMERGENCY, Q\_AND\_A,
AVAILABILITY, NAME, PRONOUNS, TIME,
SLUG, EMAIL, NAME\_SHORT, CUSTOM\_ID,
TRACK, TIMEZONE, CATEGORY, DATE\_SUBMITTED,
PUBLIC\_EMAIL
<a id="orgac059dd"></a>
## Accept proposals
Setup:
1. Create YYYY/talks.md.
For each talk:
1. Set up “Talk abstract” and “Talk details” sections in the conf.org talk subtree.
2. Change status to `TO_CONFIRM`.
3. Create wiki page with `emacsconf-publish-add-talk`.
4. Use `emacsconf-publish-info-pages` and `emacsconf-publish-schedule` as needed.
5. Send acceptance e-mail with `emacsconf-mail-accept-talk`
<a id="draft-schedule"></a>
## Draft schedule
- Create entries for opening and closing remarks
- FIXED: t
- SCHEDULED
- TIME: 10
- BUFFER: 0
- CUSTOM\_ID:
- SLUG:
- Q\_AND\_A: pad
- Create draft-schedule section in the public organizers notebook for the year
- Add missing items to plan
<a id="other"></a>
# Other process notes
<a id="bbb-user"></a>
## Adding another user to BBB
ssh bbb.emacsverse.org
docker exec -it greenlight-v2 bundle exec rake user:create["USERNAME","EMAIL","PASSWORD","user"]
