organizers' notebook

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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 [/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.
+
+\*
+