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.
+*