add volunteer info, shifts, other tasks

1 files changed, 263 insertions, 10 deletions

diff --git a/2023/organizers-notebook.md b/2023/organizers-notebook.md
index 9f2dccf2..08225417 100644
--- a/2023/organizers-notebook.md
+++ b/2023/organizers-notebook.md
@@ -12,8 +12,11 @@ This file is automatically exported from [/2023/organizers-notebook/index.org](/
     -   [Draft CFP](#cfp)
     -   [Distribute CFP](#distrib-cfp)
     -   [Process submissions](#submission-process)
-    -   [2023-09-25 EmacsConf 2023 progress report: 44 talks accepted, schedule being drafted](#2023-09-25)
     -   [Draft schedule](#draft-schedule)
+    -   [Check infrastructure](#check-infra)
+    -   [Prepare assets](#prepare-assets)
+    -   [Coordinate volunteers](#coordinate-volunteers)
+-   [Progress reports](#progress)
 -   [E-mail templates](#templates)
     -   [Review](#review)
     -   [Acceptance](#acceptance)
@@ -411,7 +414,7 @@ extending the CFP this time.
 
 Sacha
 
-### Lessons learned from the CFP     :lessons:
+### Lessons learned from the CFP acceptance phase     :lessons:
 
 -   Early acceptances are nice. A few got comments within the 1-week
     period, which helped refine the talk idea more. We probably don’t
@@ -419,17 +422,20 @@ Sacha
 -   It’s a good idea to send the review and acceptance e-mails even to
     fellow organizers/volunteers, even if they’re quite familiar with
     the page already. =)
--   I added some more automation for including a template in a mail
-    reply.
 -   We successfully didn’t panic about submissions, yay! It was nice to
     be able to draft schedules as we went along, and to compare the
     dates with last year’s trends.
-
-<a id="2023-09-25"></a>
-
-## 2023-09-25 EmacsConf 2023 progress report: 44 talks accepted, schedule being drafted
-
-<https://emacsconf.org/blog/2023-09-25-draft-schedule>
+-   I added some more automation for including a template in a mail
+    reply. Changing the subject to `EmacsConf 2023 acceptance: talk
+      title` made it easier to verify that talks had been responded to.
+-   I added `emacsconf-mail-add-submission` for parsing submissions from
+    e-mail and adding them to `emacsconf-org-file`. That was nice
+    because it automatically saved `EMAIL`, `DATE_SUBMITTED`, and
+    `DATE_TO_NOTIFY`.
+-   Displaying the schedule as a list with time constraints made it
+    easier to verify the time constraints and to see how I can fix
+    errors.
+-   Drafting the schedule in the public organizers notebook was
 
 <a id="draft-schedule"></a>
 
@@ -548,6 +554,253 @@ These times are in EST (GMT-5).
     -   Draft brief intros for talks, keeping in mind that we&rsquo;re going to say them out loud
     -   Speakers will work on videos, and we can help with nudges/coordination if needed
 
+<a id="check-infra"></a>
+
+## Check infrastructure
+
+
+### WAITING Get access to media.emacsconf.org so that we can set up the upload service
+
+### TODO Double-check streaming on res
+
+### TODO Double-check icecast
+
+### TODO Figure out a better way to handle 480p stream
+
+It kept dropping last year and sachac didn&rsquo;t have the mental bandwidth to figure it out
+
+### TODO Doublecheck prerec processing workflow
+
+
+#### Captions
+
+#### Reencoding
+
+<a id="prepare-assets"></a>
+
+## Prepare assets
+
+
+### TODO Generate intro slides
+
+### TODO Write 1-2 sentence intros for all the talks
+
+### BLOCKED Record intro videos with 1-2 sentence intros for all the talks
+
+<a id="coordinate-volunteers"></a>
+
+## Coordinate volunteers
+
+
+### TODO Prepare shift calendar
+
+<a name="shifts"></a>
+
+AM: 9-12 PM EST, PM: 1-5 PM EST (plus a little extra for setup/transition)
+
+Saturday Dec 2 2023
+<table id="org44de632">
+
+
+<colgroup>
+<col  class="org-left">
+
+<col  class="org-left">
+
+<col  class="org-left">
+
+<col  class="org-left">
+
+<col  class="org-left">
+
+<col  class="org-left">
+
+<col  class="org-left">
+</colgroup>
+<thead>
+<tr>
+<th scope="col" class="org-left">&#xa0;</th>
+<th scope="col" class="org-left"><a href="https://emacsconf.org/2023/volunteer/host/">Host</a></th>
+<th scope="col" class="org-left">Streamer</th>
+<th scope="col" class="org-left"><a href="https://emacsconf.org/2023/volunteer/checkin/">Checkin</a></th>
+<th scope="col" class="org-left"><a href="https://emacsconf.org/2023/volunteer/irc/">IRC</a></th>
+<th scope="col" class="org-left"><a href="https://emacsconf.org/2023/volunteer/pad/">Pad</a></th>
+<th scope="col" class="org-left">Coord</th>
+</tr>
+</thead>
+<tbody>
+<tr>
+<td class="org-left">Gen AM</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">sachac</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">sachac</td>
+</tr>
+
+<tr>
+<td class="org-left">Gen PM</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">sachac</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">sachac</td>
+</tr>
+
+<tr>
+<td class="org-left">Dev AM</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">sachac</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">sachac</td>
+</tr>
+
+<tr>
+<td class="org-left">Dev PM</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">sachac</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">sachac</td>
+</tr>
+</tbody>
+</table>
+
+Sunday Dec 3 2023
+<table id="org06a5ac7">
+
+
+<colgroup>
+<col  class="org-left">
+
+<col  class="org-left">
+
+<col  class="org-left">
+
+<col  class="org-left">
+
+<col  class="org-left">
+
+<col  class="org-left">
+
+<col  class="org-left">
+</colgroup>
+<thead>
+<tr>
+<th scope="col" class="org-left">&#xa0;</th>
+<th scope="col" class="org-left"><a href="https://emacsconf.org/2023/volunteer/host/">Host</a></th>
+<th scope="col" class="org-left">Streamer</th>
+<th scope="col" class="org-left"><a href="https://emacsconf.org/2023/volunteer/checkin/">Checkin</a></th>
+<th scope="col" class="org-left"><a href="https://emacsconf.org/2023/volunteer/irc/">IRC</a></th>
+<th scope="col" class="org-left"><a href="https://emacsconf.org/2023/volunteer/pad/">Pad</a></th>
+<th scope="col" class="org-left">Coord</th>
+</tr>
+</thead>
+<tbody>
+<tr>
+<td class="org-left">Gen AM</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">sachac</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">sachac</td>
+</tr>
+
+<tr>
+<td class="org-left">Gen PM</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">sachac</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">sachac</td>
+</tr>
+
+<tr>
+<td class="org-left">Dev AM</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">sachac</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">sachac</td>
+</tr>
+
+<tr>
+<td class="org-left">Dev PM</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">sachac</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">&#xa0;</td>
+<td class="org-left">sachac</td>
+</tr>
+</tbody>
+</table>
+
+Backups:
+-   dev host/streamer:
+-   gen host/streamer:
+-   checkin, IRC, pad:
+
+Interested in a shift? Please e-mail <mailto:emacsconf-org-private@gnu.org> and we&rsquo;ll help you figure out what you need to learn.
+
+    `(setq emacsconf-shifts
+           (list
+           ,@(apply #'append
+                   (mapcar
+                    (lambda (day)
+                      (let ((headers (mapcar (lambda (field) (intern (concat ":" (downcase field))))
+                                             (cdr (car (cadr day))))))
+                        (mapcar
+                         (lambda (row)
+                              (apply #'append
+                                     (list 'list :id
+                                           (when (string-match "^\\([^ ]+\\) \\(AM\\|PM\\)" (car row))
+                                             (format "%s-%s-%s"
+                                                     (car day)
+                                                     (downcase (match-string 2 (car row)))
+                                                     (downcase (match-string 1 (car row)))))
+                                           :track
+                                           (if (string-match "^Gen" (car row)) "General" "Development")
+                                           :start
+                                           (format "%sT%s:00:00%s"
+                                                   (elt day 2)
+                                                   (if (string-match "AM" (car row)) "08" "13")
+                                                   emacsconf-timezone-offset)
+                                           :end
+                                           (format "%sT%s:00:00%s"
+                                                   (elt day 2)
+                                                   (if (string-match "AM" (car row)) "12" "18")
+                                                   emacsconf-timezone-offset))
+                                     (seq-map-indexed
+                                      (lambda (value index)
+                                        (unless (string= value "")
+                                          (list (elt headers index) value)))
+                                      (cdr row))))
+                            (cdr (cadr day)))
+                          ))
+                    (list
+                     (list "sat" sat "2022-12-03")
+                     (list "sun" sun "2022-12-04"))))))
+
+### DONE Document volunteer roles
+
+Copied it over from the previous year
+
+<a id="progress"></a>
+
+# Progress reports
+
+-   <https://emacsconf.org/blog/2023-08-14-cfp-progress/>
+-   <https://emacsconf.org/blog/2023-09-25-draft-schedule>
+
 <a id="templates"></a>
 
 # E-mail templates