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authorSacha Chua <sacha@sachachua.com>2024-06-03 10:18:33 -0400
committerSacha Chua <sacha@sachachua.com>2024-06-03 10:18:33 -0400
commitca2fa781ff0c79f8090012de4a69ddc312b16df2 (patch)
tree73efe82e92b5032c17772f2da14a94228b64968a /organizers-notebook
parent24c6df93bbc5e6bd338c5f909031e4d304247f04 (diff)
downloademacsconf-wiki-ca2fa781ff0c79f8090012de4a69ddc312b16df2.tar.xz
emacsconf-wiki-ca2fa781ff0c79f8090012de4a69ddc312b16df2.zip
organizers' notebook
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+# [[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.
+*