Update tasks

1 files changed, 88 insertions, 98 deletions

diff --git a/2022/organizers-notebook.org b/2022/organizers-notebook.org
index ea1be8a0..a7d3b006 100644
--- a/2022/organizers-notebook.org
+++ b/2022/organizers-notebook.org
@@ -48,11 +48,7 @@ Planned dates and phases:
 
 | [2022-09-26]           | Yes/no comments for original submissions                                          |
 | [2022-09-30]           | Original speaker notification date                                                |
-| [2022-10-02]           | Confirm time allocations for early submissions                                    |
-| [2022-10-07]           | Yes/no comments for late submissions                                              |
-| [2022-10-15]           | New speaker notification date (possibly only for late submissions)                |
-| [2022-10-22]           | E-mail confirmation expected (collect public contact info for posting in program) |
-| [2022-10-22]           | Strongly encourage early submitters to target this date for prerecs               |
+| [2022-10-08]           | E-mail confirmation expected (collect public contact info for posting in program) |
 | [2022-10-31]           | Schedule published                                                                |
 | [2022-11-04]           | Target date to receive prerecs; earlier is better                                 |
 |                        | zaeph: reencode videos                                                            |
@@ -61,22 +57,12 @@ Planned dates and phases:
 | 2022-12-03, 2022-12-04 | Conference                                                                        |
 
 Current phase: No prerecs to process yet, so it's a good time to focus on infrastructure
-
-** DONE Review the submissions in the pad (see emacsconf-org-private or conf.org for the link) and add any objections or comments by Sept 26 for possible [[*Early speaker notification][early speaker notification]], Oct 7 for everything :organizers:
-CLOSED: [2022-09-29 Thu 20:29] DEADLINE: <2022-09-26 Mon>
-- zaeph: will start reviewing on Sep 21
-** DONE Write preparation instructions                               :zaeph:
-CLOSED: [2022-09-29 Thu 20:45] DEADLINE: <2022-09-26 Mon>
-2021/prepare.md can be reused.
-
-Extra stuff to consider adding:
-- DONE Suggestions for themes (especially wrt colourscape)
-- DONE “Please don’t squeeze your talk by fast-forwarding your speech. Trimming silences and filler words can help, though. Sometimes it's easier to write, record, and edit your voiceover, and then record the video to go along with it."
-- DONE Allowing speakers to plant questions, esp. to cover tangential stuff that couldn’t fit in the prerec
-** STANDBY Add nice-to-have stuff to prepare.md                      :zaeph:
-- org-reveal config
-- SIL fonts choice
+** TODO Remind people about confirming e-mail communications   :sachac:
+SCHEDULED: <2022-10-08 Sat>
+** TODO Send people schedule information and doublecheck their availability/Q&A preference :sachac:
+SCHEDULED: <2022-10-16 Sun>
 ** TODO Prepare for prerecs                                          :zaeph:
+DEADLINE: <2022-10-28 Fri>
 *** TODO Optimize ffmpeg incantation
 Remember to update [[file:prepare.md::Compression]] with the new incantation.
 *** TODO Figure out workflow for handling submitted prerecs
@@ -85,6 +71,35 @@ We need time after the prerecs get submitted to:
 - caption videos
 - capture any extra info
 - follow up with missing prerecs
+** TODO Investigate streaming options, maybe OBS in the cloud       :corwin:
+DEADLINE: <2022-11-20 Sun>
+- Issue: zaeph was dropping frames and couldn’t pay attention to as many things as he wanted
+- Issue: corwin needs assistance to not be locked in his chair for the whole conf.  Premptively, zaeph can do it by broadcasting OBS scenes via the rmtp (instead of just his webcam).
+  *** TODO corwin: plan an approach to use a centralized OBS/nginix "bouncer" :corwin:
+*** TODO corwin: document such that someone else could use/fix it  :corwin:
+*** TODO corwin: recruit at least one more person to help operate the "video bouncer" :corwin:
+** TODO Work on the OBS scenes                                :zaeph:corwin:
+DEADLINE: <2022-11-11 Fri>
+- [ ] corwin is out from Nov 11-20, and we should start working on them before then.
+** TODO [#A] Figure out web-based file upload     :needsowner:zaeph:bandali:
+Lesson learned from last year: "Since people kept running into ftp problems, we might want to set up a web-frontend next year to minimise problems."
+Maybe we could ask some of the volunteers who wanted to help us with the infra?  It shouldn’t be complicated to deploy a ready-made solution.
+*** TODO Create 2022/upload.md with the same workflow as last year for a start
+*** TODO Implement new workflow
+*** TODO Notify speakers when the final solution is available
+** TODO Create Org heading for scheduling caption team's live IRC duty shifts :dto:
+DEADLINE: <2022-09-30 Fri>
+
+** TODO Review metadata for speakers in conf.org                     :zaeph:
+SCHEDULED: <2022-09-23 Fri>
+
+See the bottom of conf.org for some automated validation
+
+** TODO Write viewing instructions                                   :zaeph:
+Extra stuff to consider adding:
+- Suggestions for mpv-filter to invert colourscape.
+** CANCELLED Allocate extra time if possible; send e-mail           :sachac:
+CLOSED: [2022-09-30 Fri 18:13] SCHEDULED: <2022-10-02 Sun>
 ** INPROGRESS Find volunteers for tech-checks                        :zaeph:
 *** DONE Add entry in 2022/volunteer.md
 *** INPROGRESS Write protocol for adding tech-checker volunteer
@@ -103,15 +118,30 @@ From previous years:
 - Can you share contact information (ex: phone number) so that we can get in touch with you in case of technical issues or scheduling changes?
 - Do you need help finding your way around IRC so that you can check into `#emacsconf-org`? What is your IRC nickname?
 #+end_quote
+** STANDBY Add nice-to-have stuff to prepare.md                      :zaeph:
+- org-reveal config
+- SIL fonts choice
 ** STANDBY Write viewing instructions                                :zaeph:
 Extra stuff to consider adding:
 - Suggestions for mpv-filter to invert colourscape.
-** WAITING Add more submissions (CFP deadline Sept 30)              :sachac:
-DEADLINE: <2022-09-30 Fri>
+** DONE Review the submissions in the pad (see emacsconf-org-private or conf.org for the link) and add any objections or comments by Sept 26 for possible [[*Early speaker notification][early speaker notification]], Oct 7 for everything :organizers:
+CLOSED: [2022-09-29 Thu 20:29] DEADLINE: <2022-09-26 Mon>
+- zaeph: will start reviewing on Sep 21
+** DONE Write preparation instructions                               :zaeph:
+CLOSED: [2022-09-29 Thu 20:45] DEADLINE: <2022-09-26 Mon>
+2021/prepare.md can be reused.
+
+Extra stuff to consider adding:
+- DONE Suggestions for themes (especially wrt colourscape)
+- DONE “Please don’t squeeze your talk by fast-forwarding your speech. Trimming silences and filler words can help, though. Sometimes it's easier to write, record, and edit your voiceover, and then record the video to go along with it."
+- DONE Allowing speakers to plant questions, esp. to cover tangential stuff that couldn’t fit in the prerec
+** DONE Add more submissions (CFP deadline Sept 30)                 :sachac:
+CLOSED: [2022-09-30 Fri 18:13] DEADLINE: <2022-09-30 Fri>
 - Sacha: Add submissions to emacsconf-2022-private, draft 2-day schedule by Oct 10
-** TODO Publish talk pages                                          :sachac:
-** TODO Send early acceptances                                      :sachac:
-DEADLINE: <2022-09-30 Fri>
+** DONE Publish talk pages                                          :sachac:
+CLOSED: [2022-09-30 Fri 18:13]
+** DONE Send early acceptances                                      :sachac:
+CLOSED: [2022-09-30 Fri 18:13] DEADLINE: <2022-09-30 Fri>
 
 Ideal sequence:
 1. publish /2022/prepare (zaeph)
@@ -122,22 +152,6 @@ Ideal sequence:
 4. Send an additional e-mail introducing speakers who may want to coordinate
 
 
-** TODO Investigate streaming options, maybe OBS in the cloud       :corwin:
-DEADLINE: <2022-11-20 Sun>
-- Issue: zaeph was dropping frames and couldn’t pay attention to as many things as he wanted
-- Issue: corwin needs assistance to not be locked in his chair for the whole conf.  Premptively, zaeph can do it by broadcasting OBS scenes via the rmtp (instead of just his webcam).
-  *** TODO corwin: plan an approach to use a centralized OBS/nginix "bouncer" :corwin:
-*** TODO corwin: document such that someone else could use/fix it  :corwin:
-*** TODO corwin: recruit at least one more person to help operate the "video bouncer" :corwin:
-** TODO Work on the OBS scenes                                :zaeph:corwin:
-DEADLINE: <2022-11-11 Fri>
-- [ ] corwin is out from Nov 11-20, and we should start working on them before then.
-** TODO [#A] Figure out web-based file upload     :needsowner:zaeph:bandali:
-Lesson learned from last year: "Since people kept running into ftp problems, we might want to set up a web-frontend next year to minimise problems."
-Maybe we could ask some of the volunteers who wanted to help us with the infra?  It shouldn’t be complicated to deploy a ready-made solution.
-*** TODO Create 2022/upload.md with the same workflow as last year for a start
-*** TODO Implement new workflow
-*** TODO Notify speakers when the final solution is available
 ** DONE Prepare to export talk information to wiki                  :sachac:
 DEADLINE: <2022-10-15 Sat>
 
@@ -154,17 +168,6 @@ CLOSED: [2022-09-22 Thu 15:12]
 https://wiki.debian.org/Teams/DebConf/Video/Subtitles
 https://emacsconf.org/captioning
 That will help more people subtitle things
-** TODO Create Org heading for scheduling caption team's live IRC duty shifts :dto:
-DEADLINE: <2022-09-30 Fri>
-
-** TODO Review metadata for speakers in conf.org                     :zaeph:
-SCHEDULED: <2022-09-23 Fri>
-
-See the bottom of conf.org for some automated validation
-
-** TODO Write viewing instructions                                   :zaeph:
-Extra stuff to consider adding:
-- Suggestions for mpv-filter to invert colourscape.
 ** DONE Write volunteer page                                        :sachac:
 CLOSED: [2022-09-22 Thu 15:02]
 https://emacsconf.org/2022/volunteer
@@ -178,8 +181,6 @@ CLOSED: [2022-09-27 Tue 16:14]
 zaeph helped with this, even catching some based on e-mail timestamps
 ** DONE Copy things over from previous notebooks                    :sachac:
 CLOSED: [2022-09-21 Wed 14:12]
-** TODO Allocate extra time if possible; send e-mail                :sachac:
-SCHEDULED: <2022-10-02 Sun>
 * Things to figure out / decisions to make
 :PROPERTIES:
 :CUSTOM_ID: decisions
@@ -1199,8 +1200,8 @@ Thanks!
 
 Sacha
 
-** TODO Early speaker notification                                  :sachac:
-DEADLINE: <2022-09-30 Fri>
+** DONE Early speaker notification                                  :sachac:
+CLOSED: [2022-09-30 Fri 18:13] DEADLINE: <2022-09-30 Fri>
 
 We can accept early or send people a note saying notification of acceptance will be on Oct 15, because of the extended CFP.
 Right before this e-mail:
@@ -1216,7 +1217,7 @@ Objectives for this e-mail:
 - Ask for public contact information or any changes to the wiki page
   
 #+begin_src emacs-lisp
-(defun emacsconf-draft-early-acceptance-for-email-group (group &optional template)
+(defun emacsconf-draft-acceptance-for-email-group (group &optional template)
   "GROUP is (email . (talk talk))."
   (interactive
    (list
@@ -1227,7 +1228,7 @@ Objectives for this e-mail:
            (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)))))
-  (let* ((template (or template (emacsconf-mail-merge-get-template "early-acceptance")))
+  (let* ((template (or template (emacsconf-mail-merge-get-template "acceptance")))
          (talks (cdr group))
          (first (car talks))
          (reply-by-date (date-to-time "2022-10-08"))
@@ -1241,14 +1242,16 @@ Objectives for this e-mail:
                   :year
                   ,(or (plist-get first :year) emacsconf-year)
                   :reply-date
-                  ,(format-time-string "%b %e (%a)" reply-by-date)
+                  ,(format-time-string "%b %-e (%a)" reply-by-date)
                   :titles
-                  ,(mapconcat (lambda (o) (format "\"%s\"" (plist-get o :title))) talks " and ")
+                  ,(mapconcat (lambda (o) (format "\"%s\" (%s)"
+                                                  (plist-get o :title)
+                                                  (plist-get o :slug)))
+                              talks " and ")
                   :prerec-target
-                  ,(format-time-string "%b %e (%a)" prerec-target)
+                  ,(format-time-string "%b %-e (%a)" prerec-target)
                   :page-urls
-                  ,(mapconcat (lambda (o) (format "https://emacsconf.org/%s/talks/%s" (plist-get o :year)
-                                                  (plist-get o :slug)))
+                  ,(mapconcat (lambda (o) (concat "- " (plist-get o :url)))
                               talks "\n")
                   :irc
                   ,(if (plist-get first :irc) (concat (plist-get first :irc) "? ") "")
@@ -1256,69 +1259,68 @@ Objectives for this e-mail:
                   ,(concat
                    "* TODO Reply to acceptance e-mail in order to confirm e-mail communication  :emacsconf:
   DEADLINE: " (format-time-string "<%Y-%m-%d %a>" reply-by-date) "\n  Please include any extra information you want (ex: public e-mail, IRC nick) on\n"
-(mapconcat (lambda (o) (format "  https://emacsconf.org/%s/talks/%s"
-                               (plist-get o :year)
-                               (plist-get o :slug)))
+(mapconcat (lambda (o) (concat "  " (plist-get o :url)))
            talks "\n") "\n"
-(mapconcat (lambda (o) (format "* Record %s-minute talk for \"%s\"  :emacsconf:
+(mapconcat (lambda (o) (format "* TODO Record %s-minute talk for \"%s\" (%s)  :emacsconf:
   DEADLINE: %s\n  https://emacsconf.org/%s/prepare/"
                                (plist-get o :time)
                                (plist-get o :title)
+                               (plist-get o :slug)
                                (format-time-string "<%Y-%m-%d %a>" prerec-target)
                                (plist-get o :year)))
            talks "\n"))
                   :talk-details-and-comments
                   ,(mapconcat
                     (lambda (o)
-                      (format "%s minutes: %s\nhttps://emacsconf.org/%s/talks/%s\n\n%s"
+                      (format "%s minutes: %s\n%s\n\n%s"
                               (plist-get o :time)
                               (plist-get o :title)
-                              (plist-get o :year)
-                              (plist-get o :slug)
+                              (plist-get o :url)
                               (string-fill (emacsconf-replace-plist-in-string
                                             (append o
                                                     (list
-                                                     :prerec-target (format-time-string "%b %e" prerec-target)))
+                                                     :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" . ,(plist-get template :reply-to))
-       ("Mail-Followup-To" . ,(plist-get template :mail-followup-to))
+     `(("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))))
 
-(defun emacsconf-draft-all-early-acceptances ()
+(defun emacsconf-draft-all-acceptances ()
   (interactive)
   (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))
-         (template (emacsconf-mail-merge-get-template "early-acceptance")))
+         (template (emacsconf-mail-merge-get-template "acceptance")))
     (mapc (lambda (group)
-            (emacsconf-draft-early-acceptance-for-email-group group template))
+            (emacsconf-draft-acceptance-for-email-group group template))
           grouped)))
 
 #+end_src
 *** Speaker acceptance
 :PROPERTIES:
 :SUBJECT:  EmacsConf ${year} acceptance${plural}: ${titles}
-:EMAIL_ID: early-acceptance
-:CC: emacsconf-submit@gnu.org
-:MAIL_FOLLOWUP_TO: emacsconf-submit@gnu.org
-:REPLY_TO: emacsconf-submit@gnu.org
+:EMAIL_ID: acceptance
+:MAIL_FOLLOWUP_TO: emacsconf-submit@gnu.org, ${email}
+:REPLY_TO: emacsconf-submit@gnu.org, ${email}
+:CC:   emacsconf-submit@gnu.org
 :END:
 Hi, ${speakers-short}!
 
 Summary:
 ,${acceptance-tasks}
 
-We've accepted your EmacsConf proposal${plural} for ${titles}! Thanks for
-volunteering to share what you're learning about. I know it takes a
-fair bit of work to prepare a presentation, so I appreciate that
+We've accepted your EmacsConf proposal${plural} for ${titles}! Thanks
+for volunteering to share what you're learning about. I know it takes
+a fair bit of work to prepare a presentation, so I appreciate that
 you're taking the time to show what's possible with Emacs and
 encourage people to learn more.${wrap}
 
@@ -1342,12 +1344,12 @@ the stream, and sending your talk in early will make it more likely
 that we'll be able to get your captions edited and reviewed before the
 conference.
 
-**Please reply to this e-mail by ${reply-date}** (including
-emacsconf-submit@gnu.org in the To: or Cc:) so that we can confirm
+**Please reply to this e-mail by ${reply-date}** (doublechecking that
+emacsconf-submit@gnu.org is in the To: or Cc:) so that we can confirm
 that we've got the right email address for you and that messages can
 get properly delivered. Also, would you like us to put ${email} as the
 public contact information for you, or would you like us to add
-something else to the talk pages?${wrap}
+something else to the talk page${plural}?${wrap}
 
 ${page-urls}
 
@@ -1358,18 +1360,6 @@ irc.libera.chat (Web-based: https://chat.emacsconf.org/#/connect).
 Thank you so much!
 
 Sacha Chua
-*** Option B: Just letting them know it's been postponed
-:PROPERTIES:
-:SUBJECT:  EmacsConf 2022: Speaker notification delayed
-:END:
-
-Hi, $name!
-
-We extended the EmacsConf 2022 call for participation deadline to Sept
-30, so speaker notifications will go out on Oct 15 instead. Thank you
-for your patience!
-
-Sacha
 ** Future
 *** Acceptance
 This is a copy of the previous