update lessons learned

3 files changed, 28 insertions, 9 deletions

diff --git a/2022/organizers-notebook/index.org b/2022/organizers-notebook/index.org
index b8048e42..6a107fae 100644
--- a/2022/organizers-notebook/index.org
+++ b/2022/organizers-notebook/index.org
@@ -8623,19 +8623,20 @@ see emacsconf-import-comments-from-etherpad-text
 :CUSTOM_ID: lessons
 :END:
 ** From previous years
-- [ ] Shorter CFP, longer recording time
-- [ ] Ask for talk title to be subject in submission
+- [X] Shorter CFP, longer recording time
+- [X] Ask for talk title to be subject in submission
 - [X] Fresh eyes can doublecheck that all the talks are included and that availability properties have been set/followed
 - [X] Putting ‘availability’ towards the top of the submission template would make it harder for us to miss it during reviews, and it shouldn’t change anything for speakers.
 - [X] All the personalised messages we’ve sent during the scheduling campaign should probably be kept in a repo so that it’s less work for those who will be in charge of it next.
-- [ ] Since people kept running into ftp problems, we might want to set up a web-frontend next year to minimise problems.
+- [X] Since people kept running into ftp problems, we might want to set up a web-frontend next year to minimise problems.
 - [X] Might be a good idea to avoid Thanksgiving weekend, as lots of people travel then
-- [ ] Tech-checks haven’t been really popular this year, but there are so many ways we could make them more useful.  On the [2021-11-16 Tue], 10 days prior the conf, we thought that it could be nice to use them as recording sessions for late-prerecs, and that’s only one example.
+- [X] Tech-checks haven’t been really popular this year, but there are so many ways we could make them more useful.  On the [2021-11-16 Tue], 10 days prior the conf, we thought that it could be nice to use them as recording sessions for late-prerecs, and that’s only one example.
 - [X] Having the NO_NEWS / WAITING_FOR_PREREC contrast from the start of ~conf.org~ might have made it easier for us to ping speakers who were late to the party this year.  Rather than sending the personalised 10 days prior to the conference, we might have sent it a week after the submission of the anticipated scheduled (where we ask speakers if their allocated time is okay, based on their availability).
-- [ ] Move first dry run earlier (maybe one month before?) to give us more time for process tweaks
+- [X] Move first dry run earlier (maybe one month before?) to give us more time for process tweaks
 - [ ] Dropping talks one week before the conf might allow us to have a near-fixed schedule to announce early.
+  - or we can plan for live or gaps, that's cool too
 - [ ] CRM
-  - [ ]zaeph: Implementing a variable for ~automatic-emails~ would make it easier to suppress user-hooks for message-mode
+  - [ ] zaeph: Implementing a variable for ~automatic-emails~ would make it easier to suppress user-hooks for message-mode
   - [ ]zaeph: Even though we’re sending emails automatically, we might want to keep trace of them in our ~Sent~ IMAP folder.  notmuch does it with ~Fcc:~ in the header, so we might need a user-customisable var here as well.
 - [ ] less tiring lighting
 - [ ] split host and streamer?
@@ -8644,9 +8645,11 @@ see emacsconf-import-comments-from-etherpad-text
 - [ ] Tight opening-remarks, possible pre-rec.
 - [X] Asking pronunciation of name as soon as application with SA-cha CHEW-ah pattern would be good.  Not a lot of diligence with it this year.
 - [ ] People need to specify their IRC handle on application (potentially forcing nick and/or first-name/last-name.
+  - suggested, but not everyone has IRC, so that's okay. We'll manage. Walk new speakers through it?
 - [ ] We might want to figure out an ffmpeg workflow for noise-suppressing on top of normalisation.  Take inspiration from Audacity macros.
 - [ ] Having a more relaxed Saturday might give us time to adjust to tech-stack.
-- [ ] Creating BBB rooms in anticipation and/or automatically, before or during, might make for smoother check-in; right now, people keep wanting to check in via email even though we told them to use chat
+- [X] Creating BBB rooms in anticipation and/or automatically, before or during, might make for smoother check-in; right now, people keep wanting to check in via email even though we told them to use chat
+  - One BBB room per talk
 - [ ] Pre-recs were a little blocky wrt encoding; we might want to bump the bitrate next year
 - [ ] we can see if bot + pads + merging will help next year, and we can also experiment with multiple streams if there are enough people to pull it off so that speakers don't feel like they've just been dropped in a room and left to their own devices :)
 
diff --git a/2023/organizers-notebook.md b/2023/organizers-notebook.md
index 4e4a77ed..4b68abfe 100644
--- a/2023/organizers-notebook.md
+++ b/2023/organizers-notebook.md
@@ -69,6 +69,9 @@ Last year, these were the actual dates:
 -   Oct 1: acceptances sent
 
 
+## TODO Dry run
+
+
 <a id="phases"></a>
 
 # Phases
@@ -118,7 +121,7 @@ postpone. Here are some thoughts:
         -   Everything in one: easier for organizers
 
 
-### Lessons learned from previous years
+### Previous years
 
 -   Ask for public e-mail or contact information, IRC handle in CFP
     -   Added to submit page.
@@ -196,6 +199,12 @@ postpone. Here are some thoughts:
         yet, so we should go ahead and plan
 
 
+### Lessons learned for next year
+
+-   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
+
+
 ### Other thoughts
 
 -   sachac: bandali likes having the commitment to freedom section in the CFP as a form of activism
diff --git a/2023/organizers-notebook/index.org b/2023/organizers-notebook/index.org
index 6d6410af..02b51e11 100644
--- a/2023/organizers-notebook/index.org
+++ b/2023/organizers-notebook/index.org
@@ -33,6 +33,9 @@ Last year, these were the actual dates:
 - Sept 30: CFP closed after extension
 - Oct 1: acceptances sent
 
+** TODO Dry run
+SCHEDULED: <2023-10-28 Sat>
+
 * Phases
 :PROPERTIES:
 :CUSTOM_ID: phases
@@ -80,7 +83,7 @@ postpone. Here are some thoughts:
       intimidating for speakers
     - Everything in one: easier for organizers
  
-*** Lessons learned from previous years
+*** Previous years
 
 - Ask for public e-mail or contact information, IRC handle in CFP
   - Added to submit page.
@@ -156,6 +159,10 @@ postpone. Here are some thoughts:
   with his work trips
   - I checked with him and the people at his work don't have a schedule
     yet, so we should go ahead and plan
+*** Lessons learned for next year
+
+- 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
 *** Other thoughts
 - sachac: bandali likes having the commitment to freedom section in the CFP as a form of activism
 - sachac: I thought about pulling the deadline back to Sept 1, but it might be