add volunteer info, shifts, other tasks

1 files changed, 163 insertions, 21 deletions

diff --git a/2023/organizers-notebook/index.org b/2023/organizers-notebook/index.org
index 6fae62be..51e484a0 100644
--- a/2023/organizers-notebook/index.org
+++ b/2023/organizers-notebook/index.org
@@ -38,7 +38,6 @@ SCHEDULED: <2023-10-28 Sat>
 :PROPERTIES:
 :CUSTOM_ID: dry-run
 :END:
-
 * Phases
 :PROPERTIES:
 :CUSTOM_ID: phases
@@ -222,7 +221,7 @@ The end of the EmacsConf 2023 call for participation is one month away
 early acceptances to the following talks and added them to the program
 on the wiki (https://emacsconf.org/2023/talks):
 
-#+begin_src emacs-lisp :results replace table :exports results
+#+begin_src emacs-lisp :results replace table :exports results :eval never-export
 (append
  '(("Duration" "Title" "Speaker"))
  (mapcar (lambda (o)
@@ -251,7 +250,7 @@ anyone wants to get started on their presentations.
 There's one talk that's waiting for feedback on the emacsconf-submit
 before we send the early acceptance in about a week:
 
-#+begin_src emacs-lisp :results replace table :exports results
+#+begin_src emacs-lisp :results replace table :exports results :eval never-export
 (append
  '(("Duration" "Title" "Speaker"))
  (mapcar (lambda (o)
@@ -270,7 +269,7 @@ before we send the early acceptance in about a week:
 There are several talk proposals that are in progress (need to
 coordinate, don't have speaker releases / full details / etc.):
 
-#+begin_src emacs-lisp :results replace table :exports results
+#+begin_src emacs-lisp :results replace table :exports results :eval never-export
 (append
  '(("Title" "Speaker"))
  (mapcar (lambda (o)
@@ -302,7 +301,7 @@ CFP deadline? I'd like to see if we can get away without officially
 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
@@ -310,20 +309,21 @@ 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.
-
+- 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 
     
-** 2023-09-25 EmacsConf 2023 progress report: 44 talks accepted, schedule being drafted
-:PROPERTIES:
-:CUSTOM_ID: 2023-09-25
-:END:
-
-https://emacsconf.org/blog/2023-09-25-draft-schedule
-
 ** Draft schedule
 :PROPERTIES:
 :CUSTOM_ID: draft-schedule
@@ -331,7 +331,7 @@ https://emacsconf.org/blog/2023-09-25-draft-schedule
 
 These times are in EST (GMT-5).
 
-#+begin_src emacs-lisp :results value replace :exports none
+#+begin_src emacs-lisp :results value replace :exports none :eval never-export
 (require 'emacsconf)
 (require 'emacsconf-schedule)
 (setq emacsconf-schedule-tracks
@@ -438,7 +438,7 @@ These times are in EST (GMT-5).
 :END:
 
     #+NAME: draft-schedule-table
-    #+begin_src emacs-lisp :results raw replace :exports results  :eval t
+    #+begin_src emacs-lisp :results raw replace :exports results  :eval never-export
   (string-join
    (seq-keep (lambda (o) (when (plist-get o :slug)												
 												  (concat "- "
@@ -505,11 +505,11 @@ These times are in EST (GMT-5).
   - 2023-12-03 Sun 14:20-14:30 [[emacsconf:mentor][mentor]]: Mentoring VS-Coders as an Emacsian (or How to show not tell people about the wonders of Emacs) (Jeremy Friesen) 
   - 2023-12-03 Sun 15:00-15:10 - after 15:00 EST - [[emacsconf:hn][hn]]: The many ways to browse Hacker News from Emacs (Mickael Kerjean) 
   - 2023-12-03 Sun 15:00-15:20 [[emacsconf:emacsconf][emacsconf]]: EmacsConf.org: How we use Org Mode and TRAMP to organize and run a multi-track conference (Sacha Chua) 
-  - 2023-12-03 Sun 15:20-16:00 - after 15:00 EST - [[emacsconf:web][web]]: Emacs saves the Web (Yuchen Pei) 
+  - 2023-12-03 Sun 15:30-16:10 - after 15:00 EST - [[emacsconf:web][web]]: Emacs saves the Web (Yuchen Pei) 
   - 2023-12-03 Sun 15:40-16:10 [[emacsconf:steno][steno]]: Programming at 200 wpm (Daniel Alejandro Tapia) 
-  - 2023-12-03 Sun 16:20-16:40 [[emacsconf:sharing][sharing]]: Sharing Emacs is Caring Emacs: Emacs education and why I embraced video (Jacob Boxerman) 
   - 2023-12-03 Sun 16:20-16:40 - no live Q&A - [[emacsconf:emacsen][emacsen]]: The Emacsen family, the design of an Emacs and the importance of Lisp (Fermin) 
-  - 2023-12-03 Sun 17:00-17:10 [[emacsconf:sun-close][sun-close]]: Sunday closing remarks
+  - 2023-12-03 Sun 16:30-16:50 [[emacsconf:sharing][sharing]]: Sharing Emacs is Caring Emacs: Emacs education and why I embraced video (Jacob Boxerman) 
+  - 2023-12-03 Sun 17:10-17:20 [[emacsconf:sun-close][sun-close]]: Sunday closing remarks
 
 *** Schedule notes
 :PROPERTIES:
@@ -574,7 +574,149 @@ These times are in EST (GMT-5).
     - Sort out access to media.emacsconf.org so that we can get the upload service up and running
   - Draft brief intros for talks, keeping in mind that we're going to say them out loud
   - Speakers will work on videos, and we can help with nudges/coordination if needed
-    
+** Check infrastructure
+:PROPERTIES:
+:CUSTOM_ID: check-infra
+:END:
+*** WAITING Get access to media.emacsconf.org so that we can set up the upload service
+SCHEDULED: <2023-10-03 Tue>
+:PROPERTIES:
+:CREATED:  [023-09-26 Tue 10:3]
+:CUSTOM_ID: check-media-emacsconf
+:END:
+*** TODO Double-check streaming on res
+:PROPERTIES:
+:CUSTOM_ID: check-streaming
+:END:
+*** TODO Double-check icecast
+:PROPERTIES:
+:CUSTOM_ID: check-icecast
+:END:
+*** TODO Figure out a better way to handle 480p stream
+It kept dropping last year and sachac didn't have the mental bandwidth to figure it out
+*** TODO Doublecheck prerec processing workflow
+:PROPERTIES:
+:CUSTOM_ID: check-prerec
+:END:
+**** Captions
+:PROPERTIES:
+:CUSTOM_ID: check-captions
+:END:
+**** Reencoding
+:PROPERTIES:
+:CUSTOM_ID: check-reencoding
+:END:
+** Prepare assets
+:PROPERTIES:
+:CUSTOM_ID: prepare-assets
+:END:
+*** TODO Generate intro slides
+:PROPERTIES:
+:CUSTOM_ID: generate-intro
+:END:
+*** TODO Write 1-2 sentence intros for all the talks
+:PROPERTIES:
+:CUSTOM_ID: write-intros
+:END:
+*** BLOCKED Record intro videos with 1-2 sentence intros for all the talks
+:PROPERTIES:
+:CUSTOM_ID: record-intros
+:END:
+** Coordinate volunteers
+:PROPERTIES:
+:CUSTOM_ID: coordinate-volunteers
+:END:
+*** TODO Prepare shift calendar
+:PROPERTIES:
+:CUSTOM_ID: shifts
+:END:
+
+#+BEGIN_EXPORT md
+<a name="shifts"></a>
+#+END_EXPORT
+
+AM: 9-12 PM EST, PM: 1-5 PM EST (plus a little extra for setup/transition)
+
+Saturday Dec 2 2023
+#+NAME: saturday-shifts
+|        | [[https://emacsconf.org/2023/volunteer/host/][Host]] | Streamer | [[https://emacsconf.org/2023/volunteer/checkin/][Checkin]]     | [[https://emacsconf.org/2023/volunteer/irc/][IRC]] | [[https://emacsconf.org/2023/volunteer/pad/][Pad]] | Coord |
+|--------+------+----------+---------+-----+-----+-------|
+| Gen AM |      | sachac   |         |     |     | sachac |
+| Gen PM |      | sachac   |         |     |     | sachac |
+| Dev AM |      | sachac   |         |     |     | sachac |
+| Dev PM |      | sachac   |         |     |     | sachac |
+
+Sunday Dec 3 2023
+#+NAME: sunday-shifts
+|        | [[https://emacsconf.org/2023/volunteer/host/][Host]] | Streamer | [[https://emacsconf.org/2023/volunteer/checkin/][Checkin]] | [[https://emacsconf.org/2023/volunteer/irc/][IRC]] | [[https://emacsconf.org/2023/volunteer/pad/][Pad]] | Coord  |
+|--------+------+----------+---------+-----+-----+--------|
+| Gen AM |      | sachac   |         |     |     | sachac |
+| Gen PM |      | sachac   |         |     |     | sachac |
+| Dev AM |      | sachac   |         |     |     | sachac |
+| Dev PM |      | sachac   |         |     |     | sachac |
+
+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'll help you figure out what you need to learn.
+
+#+begin_src emacs-lisp :var sat=saturday-shifts :var sun=sunday-shifts :rownames no :colnames no :results verbatim replace
+`(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"))))))
+
+#+end_src
+
+*** DONE Document volunteer roles
+CLOSED: [2023-09-26 Tue 11:07]
+:PROPERTIES:
+:CUSTOM_ID: document-volunteer-roles
+:END:
+Copied it over from the previous year
+
+* Progress reports
+:PROPERTIES:
+:CUSTOM_ID: progress
+:END:
+- https://emacsconf.org/blog/2023-08-14-cfp-progress/
+- https://emacsconf.org/blog/2023-09-25-draft-schedule
 * E-mail templates
 :PROPERTIES:
 :CUSTOM_ID: templates