organizers' notebook

4 files changed, 538 insertions, 0 deletions

diff --git a/2024/organizers-notebook.md b/2024/organizers-notebook.md
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--- /dev/null
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+<!-- organizers-notebook.md is exported from organizers-notebook/index.org, please modify that instead. -->
+[[!sidebar content=""]]
+
+This file is automatically exported from [/2024/organizers-notebook/index.org](/2024/organizers-notebook/index.org). You might prefer to navigate this as an Org file instead. To do so, [clone the wiki repository](https://emacsconf.org/edit/).
+
+
+# Table of Contents
+
+-   [Timeline](#timeline)
+-   [About this document](#about-this-doc)
+-   [Communications plan](#comms)
+-   [Good/better/best](#good-better-best)
+-   [Phases](#orgb58a68f)
+    -   [Draft CFP](#cfp)
+
+
+<a id="timeline"></a>
+
+# Timeline
+
+<table>
+
+
+<colgroup>
+<col  class="org-left">
+
+<col  class="org-left">
+
+<col  class="org-right">
+</colgroup>
+<tbody>
+<tr>
+<td class="org-left">CFP</td>
+<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2024-06-28 Fri]</span></span></td>
+<td class="org-right">&#xa0;</td>
+</tr>
+
+<tr>
+<td class="org-left">CFP deadline</td>
+<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2024-09-20 Fri]</span></span></td>
+<td class="org-right">84</td>
+</tr>
+
+<tr>
+<td class="org-left">Speaker notifications</td>
+<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2024-09-27 Fri]</span></span></td>
+<td class="org-right">&#xa0;</td>
+</tr>
+
+<tr>
+<td class="org-left"><b>Publish schedule</b></td>
+<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2024-10-25 Fri]</span></span></td>
+<td class="org-right">&#xa0;</td>
+</tr>
+
+<tr>
+<td class="org-left">Video submission deadline</td>
+<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2024-11-08 Fri]</span></span></td>
+<td class="org-right">49</td>
+</tr>
+
+<tr>
+<td class="org-left">EmacsConf</td>
+<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2024-12-07 Sat]</span></span></td>
+<td class="org-right">29</td>
+</tr>
+</tbody>
+</table>
+
+We like to have at least a month to work on audio
+normalization and transcription, and we want
+speakers to have at least a month to work on their
+videos (considering early submissions will already
+have gotten started on processing).
+
+
+<a id="about-this-doc"></a>
+
+# About this document
+
+Tags:
+
+-   `conforg`: Requires access to private conf.org repository
+
+
+<a id="comms"></a>
+
+# Communications plan
+
+Objectives:
+
+-   keep everyone in the loop without them feeling like they&rsquo;re overloaded
+
+Everyone:
+
+-   [ ] Call for participation (speakers and volunteers)
+-   [ ] Reminder about CFP
+-   [ ] Last call
+
+Speakers:
+
+-   [ ] Send all speakers backstage access and upload instructions
+-   [ ] Send all speakers check-in instructions
+
+Volunteers:
+
+-   [ ] Send captioning volunteers the backstage info
+-   [ ] Send past captioning volunteers an invitation to participate - ask when there&rsquo;s a lot of load
+-   [ ] Ask for help with audio processing
+
+
+<a id="good-better-best"></a>
+
+# Good/better/best
+
+This table makes it easier to move the slider depending on who wants
+to volunteer and how much we can get done. At some point, we&rsquo;ll figure
+out how to track our current status so we know what we need to
+scramble to do in order to get the conference off the ground. **bold**
+is our current goal. Feel free to volunteer for anything that
+interests you!
+
+<table>
+
+
+<colgroup>
+<col  class="org-left">
+
+<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">Good</td>
+<td class="org-left">Better</td>
+<td class="org-left">Best</td>
+</tr>
+
+<tr>
+<td class="org-left">Streaming</td>
+<td class="org-left">Regular stream</td>
+<td class="org-left">+ alternate streams on PeerTube</td>
+<td class="org-left">+ alternate streams on YouTube</td>
+</tr>
+
+<tr>
+<td class="org-left">480p</td>
+<td class="org-left">Same on live</td>
+<td class="org-left">Separate node</td>
+<td class="org-left">Ansible setup</td>
+</tr>
+
+<tr>
+<td class="org-left">Audio normalization</td>
+<td class="org-left">Core org handling it</td>
+<td class="org-left">Other volunteer</td>
+<td class="org-left">Multiple volunteers</td>
+</tr>
+
+<tr>
+<td class="org-left">Video resolution</td>
+<td class="org-left">Usual reminders</td>
+<td class="org-left">Extra reminders</td>
+<td class="org-left">Everyone remembering to use a large font size</td>
+</tr>
+
+<tr>
+<td class="org-left">Intros</td>
+<td class="org-left">Standard, recorded</td>
+<td class="org-left">Reviewed by speakers</td>
+<td class="org-left">More details/context</td>
+</tr>
+</tbody>
+</table>
+
+
+<a id="orgb58a68f"></a>
+
+# Phases
+
+
+<a id="cfp"></a>
+
+## TODO Draft CFP
+
+
+#### Draft linked pages
+
+-   [X] cfp
+-   [X] submit page
+-   [X] year index
+-   [X] volunteer page
+
+
+#### TODO Check with other organizers
+
+
+#### TODO Post CFP in the usual places
+
+emacsconf-discuss, reddit.com/r/emacs, Emacs News, emacs-tangents, Mastodon, X
+
diff --git a/2024/organizers-notebook/index.org b/2024/organizers-notebook/index.org
new file mode 100644
index 00000000..25e71369
--- /dev/null
+++ b/2024/organizers-notebook/index.org
@@ -0,0 +1,140 @@
+# [[elisp:(progn (memoize 'emacsconf-get-talk-info "5 seconds") (org-md-export-to-markdown) (memoize-restore 'emacsconf-get-talk-info))][Export this file to Markdown]]
+#+TAGS: emacsconf
+# [[elisp:(memoize 'emacsconf-get-talk-info "5 seconds")][Memoize emacsconf-get-talk-info]] - [[elisp:(memoize-restore 'emacsconf-get-talk-info)][Unmemoize]]
+#+todo: TODO(t) SOMEDAY STARTED INPROGRESS(i) WAITING(w) STANDBY(s) BLOCKED(b) | DONE(x) CANCELLED(c)
+#+OPTIONS: h:6 toc:nil num:nil ':t
+#+PROPERTY: header-args    :results silent :exports code :tangle yes
+#+EXPORT_FILE_NAME: ../organizers-notebook.md
+#+PROPERTY: QUANTIFIED Emacs
+
+#+begin_export md
+<!-- organizers-notebook.md is exported from organizers-notebook/index.org, please modify that instead. -->
+[[!sidebar content=""]]
+
+This file is automatically exported from [/2024/organizers-notebook/index.org](/2024/organizers-notebook/index.org). You might prefer to navigate this as an Org file instead. To do so, [clone the wiki repository](https://emacsconf.org/edit/).
+#+end_export
+
+#+NAME: list-headings
+#+begin_src emacs-lisp :results value replace :exports results :eval never-export :var heading="Help wanted" :var match="helpwanted"
+(emacsconf-surround
+ (concat heading ":\n\n")
+ (string-join
+	(delq nil
+				(org-map-entries
+				 (lambda ()
+					 (when (and (org-entry-is-todo-p) (not (org-entry-is-done-p)))
+						 (format "- %s %s\n"
+										 (org-link-make-string
+											(concat "#" (org-entry-get (point) "CUSTOM_ID"))
+											(org-entry-get (point) "ITEM"))
+										 (emacsconf-surround
+											"(by "
+											(and (org-entry-get (point) "DEADLINE")
+													 (replace-regexp-in-string "[<>]" "" (org-entry-get (point) "DEADLINE")))
+											")"
+											""))))
+				 match nil))
+ "")
+"" "")
+#+end_src
+
+#+RESULTS: list-headings
+:results:
+:end:
+
+#+CALL: list-headings(heading="Decisions to make", match="decision")
+
+#+RESULTS:
+:results:
+:end:
+
+
+#+TOC: headlines 2
+
+* Timeline
+:PROPERTIES:
+:CUSTOM_ID: timeline
+:END:
+
+| CFP                       | [2024-06-28 Fri] |    |
+| CFP deadline              | [2024-09-20 Fri] | 84 |
+| Speaker notifications     | [2024-09-27 Fri] |    |
+| *Publish schedule*        | [2024-10-25 Fri] |    |
+| Video submission deadline | [2024-11-08 Fri] | 49 |
+| EmacsConf                 | [2024-12-07 Sat] | 29 |
+#+TBLFM: @2$3=@2$2-@1$2::@5$3=@5$2-@2$2::@6$3=@6$2-@5$2
+
+We like to have at least a month to work on audio
+normalization and transcription, and we want
+speakers to have at least a month to work on their
+videos (considering early submissions will already
+have gotten started on processing).
+
+* About this document
+:PROPERTIES:
+:CUSTOM_ID: about-this-doc
+:END:
+
+Tags:
+- =conforg=: Requires access to private conf.org repository
+
+* Communications plan
+:PROPERTIES:
+:CUSTOM_ID: comms
+:END:
+
+Objectives:
+- keep everyone in the loop without them feeling like they're overloaded
+
+Everyone:
+- [ ] Call for participation (speakers and volunteers)
+- [ ] Reminder about CFP
+- [ ] Last call
+
+Speakers:
+- [ ] Send all speakers backstage access and upload instructions
+- [ ] Send all speakers check-in instructions
+
+Volunteers:
+- [ ] Send captioning volunteers the backstage info
+- [ ] Send past captioning volunteers an invitation to participate - ask when there's a lot of load
+- [ ] Ask for help with audio processing
+
+* Good/better/best
+:PROPERTIES:
+:CUSTOM_ID: good-better-best
+:END:
+
+This table makes it easier to move the slider depending on who wants
+to volunteer and how much we can get done. At some point, we'll figure
+out how to track our current status so we know what we need to
+scramble to do in order to get the conference off the ground. *bold*
+is our current goal. Feel free to volunteer for anything that
+interests you!
+
+ |                     | Good                 | Better                          | Best                                          |
+ | Streaming           | Regular stream       | + alternate streams on PeerTube | + alternate streams on YouTube                |
+ | 480p                | Same on live         | Separate node                   | Ansible setup                                 |
+ | Audio normalization | Core org handling it | Other volunteer                 | Multiple volunteers                           |
+ | Video resolution    | Usual reminders      | Extra reminders                 | Everyone remembering to use a large font size |
+ | Intros              | Standard, recorded   | Reviewed by speakers            | More details/context                          |
+
+* Phases
+** TODO Draft CFP
+:PROPERTIES:
+:CUSTOM_ID: cfp
+:END:
+
+**** Draft linked pages
+
+- [X] cfp
+- [X] submit page
+- [X] year index
+- [X] volunteer page
+**** TODO Check with other organizers
+DEADLINE: <2024-06-14 Fri>
+:PROPERTIES:
+:CREATED:  [024-06-03 Mon 10:1]
+:END:
+**** TODO Post CFP in the usual places
+emacsconf-discuss, reddit.com/r/emacs, Emacs News, emacs-tangents, Mastodon, X
diff --git a/organizers-notebook.md b/organizers-notebook.md
new file mode 100644
index 00000000..6a6c9190
--- /dev/null
+++ b/organizers-notebook.md
@@ -0,0 +1,96 @@
+<!-- organizers-notebook.md is exported from organizers-notebook/index.org, please modify that instead. -->
+[[!sidebar content=""]]
+
+This file is automatically exported from [/organizers-notebook/index.org](/organizers-notebook/index.org). You might prefer to navigate this as an Org file instead. To do so, [clone the wiki repository](https://emacsconf.org/edit/).
+
+This document is the general organizer&rsquo;s notebook that can be used as a starting point each year.
+
+
+# Starting up the conference planning process
+
+Check in with core organizers from the previous year to see who&rsquo;s in.
+
+
+## Create the private repository
+
+This repository will store submissions, contact information, etc.
+
+1.  Create the repository on `front0`. Ex:
+    
+        sudo su - git
+        cd repositories
+        mkdir emacsconf-2024-private.git
+        cd emacsconf-2024-private.git
+        git init --bare
+2.  Edit `gitolite-admin/config/gitolite-conf`. Add lines for the group and the repo. Commit and push. Ex:
+    
+        @emacsconf-2024-org = bandali sachac ...
+        repo emacsconf-2024-private
+             RW+ = @admins @emacsconf-2024-org orga
+3.  Clone the private repository into the appropriate location. `git clone git@git.emacsconf.org:emacsconf-2024-private private`
+
+
+## Create the public organizers&rsquo; notebook in the wiki
+
+Ex: 2024/organizers-notebook/index.org
+
+
+# Phases and lessons learned
+
+
+## Draft CFP
+
+Create linked pages
+
+-   [ ] year index
+-   [ ] volunteer page
+-   [ ] submit page
+
+
+### How to mark pages as drafts
+
+Put inside double square brackets: `!template id=pagedraft`
+
+
+### Previous years
+
+[2023](file:///home/sacha/proj/emacsconf/wiki/2023/cfp.md)
+
+
+### Lessons learned
+
+-   Ask for public e-mail or contact information, IRC handle in CFP.
+-   Nudge everyone towards 5/10 or 20 minutes, and consider < or > on a case-by-case basis.
+    -   In previous years, we offered 40 minutes as a
+        regular choice, but that was difficult because
+        we had to figure out how to squeeze lots of
+        talks into the schedule and we didn&rsquo;t know
+        what could be shortened. In 2022, we asked
+        people to provide quick outlines for 10-, 20-,
+        and 40-minute formats if they wanted a long
+        talk slot, which was helpful in prioritizing.
+        In 2023, we just suggested 5/10 and 20-minute
+        slots knowing that there would probably be
+        plenty of time for Q&A, with some longer talks
+        approved on a case-by-case basis. Because
+        talks are (ideally) prerecorded, 20 minutes
+        seems to be a good length to get into
+        something interesting while leaving time for
+        Q&A so that people could dive deeper into
+        particular things that interested them.
+-   Rolling acceptances were very nice. We gave
+    people a week to respond, which felt a little
+    quick sometimes, but gave people enough time to
+    speak up to see if they had any red flags or
+    suggestions.
+-   We didn&rsquo;t extend the CFP period in 2023, great!
+-   Two streams worked out well. Sunday morning had network congestion issues, so keep an eye out for those.
+-   It’s easier for us to extend beyond 5pm than to go before 9am
+    (especially for the West coast).  Extending beyond 5pm puts strain on
+    European organizers and volunteers, though.
+-   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
+-   bandali likes having the commitment to freedom section in the CFP as a form of activism.
+
+\*
+
diff --git a/organizers-notebook/index.org b/organizers-notebook/index.org
new file mode 100644
index 00000000..bf548b9f
--- /dev/null
+++ b/organizers-notebook/index.org
@@ -0,0 +1,97 @@
+# [[elisp:(progn (memoize 'emacsconf-get-talk-info "5 seconds") (org-md-export-to-markdown) (memoize-restore 'emacsconf-get-talk-info))][Export this file to Markdown]]
+#+TAGS: emacsconf
+# [[elisp:(memoize 'emacsconf-get-talk-info "5 seconds")][Memoize emacsconf-get-talk-info]] - [[elisp:(memoize-restore 'emacsconf-get-talk-info)][Unmemoize]]
+#+todo: TODO(t) SOMEDAY STARTED INPROGRESS(i) WAITING(w) STANDBY(s) BLOCKED(b) | DONE(x) CANCELLED(c)
+#+OPTIONS: h:6 toc:nil num:nil ':t
+#+PROPERTY: header-args    :results silent :exports code :tangle yes
+#+EXPORT_FILE_NAME: ../organizers-notebook.md
+#+PROPERTY: QUANTIFIED Emacs
+
+#+begin_export md
+<!-- organizers-notebook.md is exported from organizers-notebook/index.org, please modify that instead. -->
+[[!sidebar content=""]]
+
+This file is automatically exported from [/organizers-notebook/index.org](/organizers-notebook/index.org). You might prefer to navigate this as an Org file instead. To do so, [clone the wiki repository](https://emacsconf.org/edit/).
+#+end_export
+
+This document is the general organizer's notebook that can be used as a starting point each year.
+
+* Starting up the conference planning process
+
+Check in with core organizers from the previous year to see who's in.
+
+** Create the private repository
+
+This repository will store submissions, contact information, etc.
+
+   1. Create the repository on ~front0~. Ex:
+      #+begin_src sh :eval no
+     sudo su - git
+		 cd repositories
+		 mkdir emacsconf-2024-private.git
+		 cd emacsconf-2024-private.git
+		 git init --bare
+      #+end_src
+   2. Edit ~gitolite-admin/config/gitolite-conf~. Add lines for the group and the repo. Commit and push. Ex:
+      #+begin_example
+     @emacsconf-2024-org = bandali sachac ...
+     repo emacsconf-2024-private
+          RW+ = @admins @emacsconf-2024-org orga
+      #+end_example
+   3. Clone the private repository into the appropriate location. ~git clone git@git.emacsconf.org:emacsconf-2024-private private~
+** Create the public organizers' notebook in the wiki
+
+Ex: 2024/organizers-notebook/index.org
+* Phases and lessons learned
+** Draft CFP
+:PROPERTIES:
+:CUSTOM_ID: cfp
+:END:
+
+Create linked pages
+- [ ] year index
+- [ ] volunteer page
+- [ ] submit page
+
+*** How to mark pages as drafts
+
+Put inside double square brackets: =!template id=pagedraft=
+*** Previous years
+
+[[file:~/proj/emacsconf/wiki/2023/cfp.org][2023]]
+
+*** Lessons learned
+
+- Ask for public e-mail or contact information, IRC handle in CFP.
+- Nudge everyone towards 5/10 or 20 minutes, and consider < or > on a case-by-case basis.
+  - In previous years, we offered 40 minutes as a
+    regular choice, but that was difficult because
+    we had to figure out how to squeeze lots of
+    talks into the schedule and we didn't know
+    what could be shortened. In 2022, we asked
+    people to provide quick outlines for 10-, 20-,
+    and 40-minute formats if they wanted a long
+    talk slot, which was helpful in prioritizing.
+    In 2023, we just suggested 5/10 and 20-minute
+    slots knowing that there would probably be
+    plenty of time for Q&A, with some longer talks
+    approved on a case-by-case basis. Because
+    talks are (ideally) prerecorded, 20 minutes
+    seems to be a good length to get into
+    something interesting while leaving time for
+    Q&A so that people could dive deeper into
+    particular things that interested them.
+- Rolling acceptances were very nice. We gave
+  people a week to respond, which felt a little
+  quick sometimes, but gave people enough time to
+  speak up to see if they had any red flags or
+  suggestions.
+- We didn't extend the CFP period in 2023, great!
+- Two streams worked out well. Sunday morning had network congestion issues, so keep an eye out for those.
+- It’s easier for us to extend beyond 5pm than to go before 9am
+  (especially for the West coast).  Extending beyond 5pm puts strain on
+  European organizers and volunteers, though.
+- 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
+- bandali likes having the commitment to freedom section in the CFP as a form of activism.
+*