Add check-sched e-mail template

1 files changed, 242 insertions, 79 deletions

diff --git a/2022/organizers-notebook.md b/2022/organizers-notebook.md
index 99e9a19e..4f6274db 100644
--- a/2022/organizers-notebook.md
+++ b/2022/organizers-notebook.md
@@ -6,14 +6,14 @@ This file is automatically exported from [2022/organizers-notebook/index.org](..
 
 # Table of Contents
 
-1.  [Current tasks / status](#current)
-2.  [Things to figure out / decisions to make](#decisions)
-3.  [Roles needed](#roles)
-4.  [Other tasks and processes](#other)
-5.  [Task archive](#archive):ARCHIVE:
-6.  [Communications](#comms)
-7.  [Supporting code](#code)
-8.  [Lessons learned](#lessons)
+-   [Current tasks / status](#current)
+-   [Things to figure out / decisions to make](#decisions)
+-   [Roles needed](#roles)
+-   [Other tasks and processes](#other)
+-   [Task archive](#archive):ARCHIVE:
+-   [Communications](#comms)
+-   [Supporting code](#code)
+-   [Lessons learned](#lessons)
 
 
 <a id="current"></a>
@@ -101,9 +101,9 @@ Planned dates and phases:
 Current phase: No prerecs to process yet, so it's a good time to focus
 on infrastructure
 
-1.  [Time-sensitive](#time-sensitive)
-2.  [Projects and other long-running tasks](#projects)
-3.  [Projects to bear in mind but which are not actual](#maybe-projects)
+-   [Time-sensitive](#time-sensitive)
+-   [Projects and other long-running tasks](#projects)
+-   [Projects to bear in mind but which are not actual](#maybe-projects)
 
 [Overall prioritization of effort](#overall)
 
@@ -114,11 +114,12 @@ on infrastructure
 
 Ordered chronologically (and therefore by importance).
 
-1.  [Volunteer communications: E-mail update for Oct 9, 2022](#volunteer-2022-10-09):email:volunteers:
-2.  [Remind people about confirming e-mail communications](#confirm-email):sachac:email:speakers:
-3.  [Send people schedule information and doublecheck their availability/Q&A preference](#check-sched):sachac:email:speakers:
-4.  [Send program-published email for emacsconf-discuss](#announce-program):needsowner:timesensitive:email:
-5.  [Prepare email for nudging speakers to send prerec, and inform on upload workflow](#mail-upload):timesensitive:needsowner:
+-   [Volunteer communications: E-mail update for Oct 9, 2022](#volunteer-2022-10-09):email:volunteers:
+-   [Remind people about confirming e-mail communications](#confirm-email):sachac:email:speakers:
+-   [Plan communication rhythm](#orgd828032)
+-   [Send people schedule information and doublecheck their availability/Q&A preference](#check-sched):sachac:email:speakers:
+-   [Send program-published email for emacsconf-discuss](#announce-program):needsowner:timesensitive:email:
+-   [Prepare email for nudging speakers to send prerec, and inform on upload workflow](#mail-upload):timesensitive:needsowner:
 
 
 <a id="volunteer-2022-10-09"></a>
@@ -151,15 +152,192 @@ You're receiving this e-mail because you're on the emacsconf-org mailing list.
 
 <a id="confirm-email"></a>
 
-### TODO Remind people about confirming e-mail communications     :sachac:email:speakers:
+### DONE Remind people about confirming e-mail communications     :sachac:email:speakers:
 
 Look for the TO\_CONFIRM status in conf.org, probably include in schedule e-mail
 
 
+<a id="orgd828032"></a>
+
+### TODO Plan communication rhythm
+
+<table border="2" cellspacing="0" cellpadding="6" rules="groups" frame="hsides">
+
+
+<colgroup>
+<col  class="org-left" />
+
+<col  class="org-left" />
+
+<col  class="org-left" />
+</colgroup>
+<tbody>
+<tr>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">Speakers</td>
+<td class="org-left">Volunteers</td>
+</tr>
+
+
+<tr>
+<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-09-30 Fri]</span></span></td>
+<td class="org-left">acceptance, reply to confirm</td>
+<td class="org-left">overall priorities</td>
+</tr>
+
+
+<tr>
+<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-10-09 Sun]</span></span></td>
+<td class="org-left">schedule, reply if not okay</td>
+<td class="org-left">infra update</td>
+</tr>
+
+
+<tr>
+<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-10-16 Sun]</span></span></td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">shifts</td>
+</tr>
+
+
+<tr>
+<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-10-23 Sun]</span></span></td>
+<td class="org-left">file upload instructions</td>
+<td class="org-left">caption training?</td>
+</tr>
+
+
+<tr>
+<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-10-30 Sun]</span></span></td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">&#xa0;</td>
+</tr>
+
+
+<tr>
+<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-11-06 Sun]</span></span></td>
+<td class="org-left">prerec confirmation/reminder, caption progress</td>
+<td class="org-left">caption kickoff</td>
+</tr>
+
+
+<tr>
+<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-11-13 Sun]</span></span></td>
+<td class="org-left">tech check</td>
+<td class="org-left">&#xa0;</td>
+</tr>
+
+
+<tr>
+<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-11-20 Sun]</span></span></td>
+<td class="org-left">checkin instructions</td>
+<td class="org-left">&#xa0;</td>
+</tr>
+
+
+<tr>
+<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-11-27 Sun]</span></span></td>
+<td class="org-left">last weekend before EmacsConf</td>
+<td class="org-left">&#xa0;</td>
+</tr>
+</tbody>
+</table>
+
+
 <a id="check-sched"></a>
 
 ### TODO Send people schedule information and doublecheck their availability/Q&A preference     :sachac:email:speakers:
 
+    (defun emacsconf-mail-schedule (group &optional template)
+      "Send draft schedule.
+    GROUP is (email . (talk talk))"
+      (interactive (list (emacsconf-mail-complete-email-group)))
+      (require 'emacsconf-ical)
+      (emacsconf-mail-prepare
+       (or template (emacsconf-mail-merge-get-template "check-sched"))
+       group
+       (list
+        :titles
+        (mapconcat (lambda (o) (format "%s %s"
+                                       (plist-get o :title)
+                                       (format-time-string
+                                        "%b %-e %I:%M %Z"
+                                        (plist-get o :start-time)
+                                        emacsconf-timezone)))
+                   (cdr group) " and ")
+        :speakers-short
+        (plist-get (cadr group) :speakers-short)
+        :plural
+        (if (= (length (cdr group)) 1) "" "s")
+        :email
+        (plist-get (cadr group) :email)
+        :year
+        (or (plist-get (cadr group) :year) emacsconf-year)
+        :schedule
+        (mapconcat
+         (lambda (o) (format "\"%s\" (%s) - %s track\n%s"
+                             (plist-get o :title)
+                             (plist-get o :slug)
+                             (plist-get o :track)
+                             (string-join
+                              (let ((emacsconf-timezones
+                                     (if (plist-get o :timezone)
+                                         (seq-uniq (list emacsconf-timezone (plist-get o :timezone) "UTC"))
+                                       emacsconf-timezones)))
+                                (emacsconf-timezone-strings o))
+                              "\n")))
+         (cdr group)
+         "\n----------------------------------------------------------------\n")
+        :timezone-note
+        (if (plist-get (cadr group) :timezone)
+            (format "I've included a conversion to the %s timezone. Let me know if you'd like me to use a different timezone in future e-mails."
+                    (plist-get (cadr group) :timezone))
+          "I can translate times into your local timezone. Let me know what timezone you'd like me to use.")
+        :availability-note
+        (if (seq-find (lambda (o) (string-match "yes" (or (plist-get o :availability) ""))) (cdr group))
+            (format "I think you've indicated that you're available during the conference.")
+          (format "I think it respects your indicated availability, which we've noted as %s. "
+                  (string-join
+                   (seq-uniq
+                    (mapcar
+                     (lambda (o) (format "\"%s\"" (plist-get o :availability)))
+                     (cdr group)))
+                   " and "))))))
+
+
+#### Template
+
+Hi, ${speakers-short}!
+
+Here's the tentative schedule for when your EmacsConf talk${plural}
+will be streamed. Your talk${plural} will be streamed once, but I've
+included a few timezone conversions for convenience.
+
+---
+
+${schedule}
+
+---
+
+You'll also have time for Q&A afterwards, which can be as short or as
+long as you like. We'll send you more information about how the Q&A
+will work as the conference gets closer.
+
+If you'd like to see the other talks for context, please check out the
+draft schedule at <https://emacsconf.org/${year}/draft-schedule/> . The
+times may move around a bit as we update the schedule, so I'll check
+in with you if things change a lot.
+
+${availability-note} Please let us know if the times don't work for
+you or if you think your talk would go better next to a different
+talk. We're aiming to publish the schedule by **Oct 15**, so we'd love
+to hear from you by then if we need to tweak things. We can
+shuffle things around even after that date if something comes up.
+${timezone-note} Please keep emacsconf-submit@gnu.org in To or Cc when
+replying. Thanks!${wrap}
+
+Sacha
+
 
 <a id="announce-program"></a>
 
@@ -199,24 +377,24 @@ Blocked by [Figure out web-based file upload](#upload)
 
 ## Projects and other long-running tasks
 
-1.  [Figure out web-based file upload](#upload):needsowner:zaeph:bandali:
-2.  [Coordinate and help volunteers](#coordinate-volunteers):sachac:
-3.  [Prepare for prerecs](#prepare-prerec-process):zaeph:
-4.  [Delete all the EmacsConf BBB rooms from last year](#bbb-cleanup):chore:bbb:
-5.  [Plan Etherpad use and hosting](#etherpad):sachac:
-6.  [Update IRC instructions because of multiple tracks](#irc)
-7.  [Investigate streaming options, maybe OBS in the cloud](#streaming):corwin:zaeph:
-8.  [Work on the OBS scenes](#obs-scenes):zaeph:corwin:
-9.  [Make intro and exit videos](#intro)
-10. [Move scheduling and publishing code to Emacs on a VPS so that other people can help out](#publishing-sched):sachac:
-11. [Add nice-to-have stuff to prepare.md](#extra-prepare):zaeph:
-12. [Find volunteers for tech-checks](#tech-checks):zaeph:
-13. [Update viewing instructions and watch pages](#write-viewing):zaeph:
-14. [Make talk pages easy to update when the talk is live](#publish-live):sachac:
-15. [Set up talks on Toobnix and YouTube](#video-platforms):sachac:
-16. [Add category tags and possibly links between talks across 2022 and all previous years](#link-pages):needsowner:wiki:
-17. [Figure out why ikiwiki runs into complex regular expression issues?](#org110cc76):infra:wiki:
-18. [Ask speakers for bios or support nudges to include on their talk pages](#org58a15b2)
+-   [Figure out web-based file upload](#upload):needsowner:zaeph:bandali:
+-   [Coordinate and help volunteers](#coordinate-volunteers):sachac:
+-   [Prepare for prerecs](#prepare-prerec-process):zaeph:
+-   [Delete all the EmacsConf BBB rooms from last year](#bbb-cleanup):chore:bbb:
+-   [Plan Etherpad use and hosting](#etherpad):sachac:
+-   [Update IRC instructions because of multiple tracks](#irc)
+-   [Investigate streaming options, maybe OBS in the cloud](#streaming):corwin:zaeph:
+-   [Work on the OBS scenes](#obs-scenes):zaeph:corwin:
+-   [Make intro and exit videos](#intro)
+-   [Move scheduling and publishing code to Emacs on a VPS so that other people can help out](#publishing-sched):sachac:
+-   [Add nice-to-have stuff to prepare.md](#extra-prepare):zaeph:
+-   [Find volunteers for tech-checks](#tech-checks):zaeph:
+-   [Update viewing instructions and watch pages](#write-viewing):zaeph:
+-   [Make talk pages easy to update when the talk is live](#publish-live):sachac:
+-   [Set up talks on Toobnix and YouTube](#video-platforms):sachac:
+-   [Add category tags and possibly links between talks across 2022 and all previous years](#link-pages):needsowner:wiki:
+-   [Figure out why ikiwiki runs into complex regular expression issues?](#org8ab2dd1):infra:wiki:
+-   [Ask speakers for bios or support nudges to include on their talk pages](#org8947d3c)
 
 Ordered by importance.
 
@@ -278,7 +456,7 @@ Considerations:
 -   Figure out what information volunteers need in order to feel
     comfortable signing up for tasks. ex:
     <https://wiki.debian.org/DebConf/21/VideoVolunteering>
--   Encourage people to sign up for [3.3.1](#shifts)
+-   Encourage people to sign up for [Shifts](#shifts)
 
 
 <a id="prepare-prerec-process"></a>
@@ -384,7 +562,7 @@ See break commercials
 
 <a id="publishing-sched"></a>
 
-### Move scheduling and publishing code to Emacs on a VPS so that other people can help out     :sachac:
+### DONE Move scheduling and publishing code to Emacs on a VPS so that other people can help out     :sachac:
 
 Ideal:
 
@@ -398,9 +576,11 @@ Where:
     Nice if there's an Ansible playbook
     
     sachac's notes:
-    <file:///home/zaeph/code/docker/emacsconf-publish/>
+    <file:///home/sacha/code/docker/emacsconf-publish/>
 -   probably good to set it up on front
 
+It's now on front. 
+
 
 <a id="extra-prepare"></a>
 
@@ -476,12 +656,12 @@ Also add to watch page
     You can make a new heading called `# Related talks`
 
 
-<a id="org110cc76"></a>
+<a id="org8ab2dd1"></a>
 
 ### TODO Figure out why ikiwiki runs into complex regular expression issues?     :infra:wiki:
 
 
-<a id="org58a15b2"></a>
+<a id="org8947d3c"></a>
 
 ### TODO Ask speakers for bios or support nudges to include on their talk pages
 
@@ -507,16 +687,16 @@ Note on how DebConf handled incidents:
 
 # Things to figure out / decisions to make
 
-1.  [How fancy do we want to get this year? (overall prioritization)](#overall)
-2.  [How do we want to make the full schedule more manageable?](#sched-decision)
-3.  [How much do we want to enrich the wiki with JS?](#wiki-design)
-4.  [What ideas do we want to borrow from other conferences?](#other-confs)
-5.  [Do we want to make the ikiwiki web-editable?](#cgi)
-6.  [How do we want to make better use of Etherpad?](#pad-decision)
-7.  [Can we nudge people to ask IRC questions in a way that will make it easier for us to follow them?](#irc-markers)
-8.  [How many BBB rooms do we want to set up?](#bbb-rooms)
-9.  [Do we want people to advertise any openings with their companies or any work that they're looking for?](#advertising)
-10. [Decision archive](#decision-archive)
+-   [How fancy do we want to get this year? (overall prioritization)](#overall)
+-   [How do we want to make the full schedule more manageable?](#sched-decision)
+-   [How much do we want to enrich the wiki with JS?](#wiki-design)
+-   [What ideas do we want to borrow from other conferences?](#other-confs)
+-   [Do we want to make the ikiwiki web-editable?](#cgi)
+-   [How do we want to make better use of Etherpad?](#pad-decision)
+-   [Can we nudge people to ask IRC questions in a way that will make it easier for us to follow them?](#irc-markers)
+-   [How many BBB rooms do we want to set up?](#bbb-rooms)
+-   [Do we want people to advertise any openings with their companies or any work that they're looking for?](#advertising)
+-   [Decision archive](#decision-archive)
 
 
 <a id="overall"></a>
@@ -1191,16 +1371,16 @@ Interested in a shift? Please e-mail <mailto:emacsconf-org-private@gnu.org> and
 
 # Other tasks and processes
 
-1.  [Giving conf.org access to a new volunteer or fake user](#org15be4bc)
-2.  [As prerecorded talks come in](#prerec-process)
-3.  [When a talk is captioned](#when-captioned)
-4.  [Other tasks before the conference](#before)
-5.  [During the conference](#during-conference)
-6.  [After the conference](#after-conference)
-7.  [In case of](#exceptions)
+-   [Giving conf.org access to a new volunteer or fake user](#org7f2fc7c)
+-   [As prerecorded talks come in](#prerec-process)
+-   [When a talk is captioned](#when-captioned)
+-   [Other tasks before the conference](#before)
+-   [During the conference](#during-conference)
+-   [After the conference](#after-conference)
+-   [In case of](#exceptions)
 
 
-<a id="org15be4bc"></a>
+<a id="org7f2fc7c"></a>
 
 ## Giving conf.org access to a new volunteer or fake user
 
@@ -1728,7 +1908,7 @@ Probably focus on grabbing the audio first and seeing what's worth keeping
 
 Make a table of the form
 
-<table id="org63d4e37" border="2" cellspacing="0" cellpadding="6" rules="groups" frame="hsides">
+<table id="org2eb43d0" border="2" cellspacing="0" cellpadding="6" rules="groups" frame="hsides">
 
 
 <colgroup>
@@ -2031,17 +2211,10 @@ Objectives for this e-mail:
 -   Get them to reply
 -   Ask for public contact information or any changes to the wiki page
 
+    
     (defun emacsconf-draft-acceptance-for-email-group (group &optional template)
       "GROUP is (email . (talk talk))."
-      (interactive
-       (list
-        (save-window-excursion
-        (let* ((emacsconf-talk-info-functions (append emacsconf-talk-info-functions '(emacsconf-get-talk-comments-from-subtree)))
-               (info (emacsconf-filter-talks (emacsconf-get-talk-info)))
-               (grouped (seq-group-by (lambda (o) (plist-get o :email)) info))
-               (slug (emacsconf-get-slug-from-string (emacsconf-complete-talk)))
-               (email (plist-get (seq-find (lambda (o) (string= (plist-get o :slug) slug)) info) :email)))
-          (assoc email grouped)))))
+      (interactive (list (emacsconf-mail-complete-email-group)))
       (let* ((template (or template (emacsconf-mail-merge-get-template "acceptance")))
              (talks (cdr group))
              (first (car talks))
@@ -2096,17 +2269,7 @@ Objectives for this e-mail:
                                                          :prerec-target (format-time-string "%b %-e" prerec-target)))
                                                 (plist-get o :acceptance-comment)) 72)))
                         talks "\n---------------------------------------------------------------------\n"))))
-        (compose-mail
-         (car group)
-         (emacsconf-replace-plist-in-string attrs (plist-get template :subject))
-         `(("Reply-To" . ,(emacsconf-replace-plist-in-string attrs (plist-get template :reply-to)))
-           ("Mail-Followup-To" . ,(emacsconf-replace-plist-in-string attrs (plist-get template :mail-followup-to)))
-           ("Cc" . ,(plist-get template :cc))))
-        (message-sort-headers)
-        (message-goto-body)
-        (save-excursion (insert (emacsconf-replace-plist-in-string attrs (plist-get template :body)))
-                        (goto-char (point-min))
-                        (emacsconf-mail-merge-wrap))))
+        (emacsconf-mail-prepare template group attrs)))
     
     (defun emacsconf-draft-all-acceptances ()
       (interactive)