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Diffstat (limited to '2022/organizers-notebook.md')
| -rw-r--r-- | 2022/organizers-notebook.md | 261 |
1 files changed, 141 insertions, 120 deletions
diff --git a/2022/organizers-notebook.md b/2022/organizers-notebook.md index f05bbd3f..e88bfae1 100644 --- a/2022/organizers-notebook.md +++ b/2022/organizers-notebook.md @@ -4,13 +4,13 @@ # Table of Contents -1. [Current tasks / status](#current) -2. [Things to figure out / decisions to make](#decisions) -3. [Roles needed](#roles) -4. [Other tasks and processes](#other) -5. [Communications](#comms) -6. [Supporting code](#code) -7. [Lessons learned](#lessons) +- [Current tasks / status](#current) +- [Things to figure out / decisions to make](#decisions) +- [Roles needed](#roles) +- [Other tasks and processes](#other) +- [Communications](#comms) +- [Supporting code](#code) +- [Lessons learned](#lessons) <a id="current"></a> @@ -101,10 +101,10 @@ Planned dates and phases: </tbody> </table> -Current phase: No prerecs to process yet, so it’s a good time to focus on infrastructure +Current phase: No prerecs to process yet, so it's a good time to focus on infrastructure -## TODO Review the submissions in the pad (see emacsconf-org-private or conf.org for the link) and add any objections or comments by Sept 26 for possible [early speaker notification](#orgbc97490), Oct 7 for everything :organizers: +## TODO Review the submissions in the pad (see emacsconf-org-private or conf.org for the link) and add any objections or comments by Sept 26 for possible [early speaker notification](#orgb01cf60), Oct 7 for everything :organizers: - zaeph: will start reviewing on Sep 21 @@ -115,7 +115,7 @@ Current phase: No prerecs to process yet, so it’s a good time to focus on We need time after the prerecs get submitted to: -- convert the videos and check that they’ve been reencoded properly by watching the re-encoded ones all the way to the end +- convert the videos and check that they've been reencoded properly by watching the re-encoded ones all the way to the end - caption videos - capture any extra info - follow up with missing prerecs @@ -125,7 +125,7 @@ zaeph will also figure out the ffmpeg incantation for converting videos and the Extra stuff to consider adding: - Suggestions for org-reveal, fonts and themes (especially wrt colourscape) -- “Please don’t squeeze your talk by fast-forwarding your speech. Trimming silences and filler words can help, though. Sometimes it’s easier to write, record, and edit your voiceover, and then record the video to go along with it.&lsquo ; +- “Please don’t squeeze your talk by fast-forwarding your speech. Trimming silences and filler words can help, though. Sometimes it's easier to write, record, and edit your voiceover, and then record the video to go along with it." - Allowing speakers to plant questions, esp. to cover tangential stuff that couldn’t fit in the prerec @@ -151,13 +151,13 @@ Extra stuff to consider adding: - Issue: zaeph was dropping frames and couldn’t pay attention to as many things as he wanted - Issue: corwin needs assistance to not be locked in his chair for the whole conf. Premptively, zaeph can do it by broadcasting OBS scenes via the rmtp (instead of just his webcam). - **\*** TODO corwin: plan an approach to use a centralized OBS/nginix &lsquo ;bouncer’ :corwin: + **\*** TODO corwin: plan an approach to use a centralized OBS/nginix "bouncer" :corwin: ### TODO corwin: document such that someone else could use/fix it :corwin: -### TODO corwin: recruit at least one more person to help operate the &lsquo ;video bouncer’ :corwin: +### TODO corwin: recruit at least one more person to help operate the "video bouncer" :corwin: ## TODO Work on the OBS scenes :zaeph:corwin: @@ -167,7 +167,7 @@ Extra stuff to consider adding: ## TODO Figure out web-based file upload :needsowner: -Lesson learned from last year: &lsquo ;Since people kept running into ftp problems, we might want to set up a web-frontend next year to minimise problems.’ +Lesson learned from last year: "Since people kept running into ftp problems, we might want to set up a web-frontend next year to minimise problems." Maybe we could ask some of the volunteers who wanted to help us with the infra? It shouldn’t be complicated to deploy a ready-made solution. @@ -189,7 +189,7 @@ emacsconf-generate-talk-pages That will help more people subtitle things -## TODO Create Org heading for scheduling caption team’s live IRC duty shifts :dto: +## TODO Create Org heading for scheduling caption team's live IRC duty shifts :dto: ## DONE Write volunteer page :sachac: @@ -250,7 +250,7 @@ Options: - Web-editable: - Speakers and general public will be able to edit it more easily - Git: (current) - - Haven’t had a problem with spam + - Haven't had a problem with spam - Reduces merge conflict potential @@ -301,7 +301,7 @@ Options: Pain points: -- Many talk pages don’t have public e-mail addresses, so it takes a +- Many talk pages don't have public e-mail addresses, so it takes a little extra work (or is sometimes impossible) for people to follow up if they have questions @@ -320,7 +320,7 @@ Options: Pain points: - Q&A/discussions often overlap with the next talks -- Sometimes questions don’t get copied to the pad +- Sometimes questions don't get copied to the pad - Fast discussions can get overwhelming Ideas: @@ -374,7 +374,7 @@ Ideas: - If you’re thinking about the enticement factor of having people volunteer publicly, we’ll still have a well-furnished list of people helping us run the conf somewhere on the wiki. [11:22] - - i would think if someone doesn’t want to do it publicly, they could + - i would think if someone doesn't want to do it publicly, they could opt to write to -org-private instead, but otherwise the defacto should be public (-org) - i just think most folks would want to do this publicly unless for @@ -385,7 +385,7 @@ Ideas: # Roles needed -Each role comprises different responsibilities. A person may have multiple roles. An organizer might take the lead for a role, but if you want to volunteer, speak up and they’ll probably be glad to share the load. +Each role comprises different responsibilities. A person may have multiple roles. An organizer might take the lead for a role, but if you want to volunteer, speak up and they'll probably be glad to share the load. Some roles are also described on the <https://emacsconf.org/2022/volunteer> page. If you want to encourage people to volunteer to help, add a role description there. @@ -403,7 +403,7 @@ The roles below are related to the proposals in the early stages of the preparat - Listener - Receive emails from emacsconf-submit - Ensure that candidates are sticking to the prescribed format (esp. the 10/20/40 duration rule) - - Respond to people’s requests and suggestions, pulling in other people to help as needed + - Respond to people's requests and suggestions, pulling in other people to help as needed - Publisher (PUB: sachac) - Set up the wiki page - Infrastructure @@ -449,12 +449,12 @@ The roles below are related to the proposals in the early stages of the preparat - Get them into the correct room and help them doublecheck their audio and video quality - Troubleshoot as needed - Notify host about next room to join - - Follow up with speakers who haven’t checked in yet - - Check on speakers periodically so that they’re not waiting alone + - Follow up with speakers who haven't checked in yet + - Check on speakers periodically so that they're not waiting alone - Questions - Copy questions from IRC and the pad to wherever the host and speaker are looking - Pad scribe - - Organize and format people’s contributions + - Organize and format people's contributions - Add notes about links, key points, questions, answers - Accessibility (ACCESS: dto) - Describe visuals in #emacsconf-accessible @@ -529,7 +529,7 @@ We tried using q56 before, but it was a little too aggressive. Q=32 is the defau ### Test stream setup -[Stream](#org5d494ae) +[Stream](#org9046304) ### Set up MPV for captions @@ -572,7 +572,7 @@ Add the following profile to `~/.config/mpv/mpv.conf`: Links: -- tar.gz with all fonts: [from zaeph’s server](https://zaeph.tk/files/emacsconf/captions/fonts.tar.gz) (more convenient) +- tar.gz with all fonts: [from zaeph's server](https://zaeph.tk/files/emacsconf/captions/fonts.tar.gz) (more convenient) - WOFF from GitHub repo: [clear-sans/WOFF at main · intel/clear-sans](https://github.com/intel/clear-sans/tree/main/WOFF) @@ -667,25 +667,25 @@ Exception: [CHECK is unavailable](#check-gone) <https://etherpad.wikimedia.org/p/emacsconf-2021> , or IRC (like this)? - [? IRC] Thanks for checking in! Feel free to keep an eye on - \#emacsconf for questions and discussion, and we’ll copy things from + \#emacsconf for questions and discussion, and we'll copy things from the pad to there. If the volume gets overwhelming, let us know and - we can forward questions to #emacsconf-questions for you. If you’d + we can forward questions to #emacsconf-questions for you. If you'd like to try Q&A over live video or the collaborative pad instead, or if you need help, please let us know. -- [? Etherpad] Thanks for checking in! The collaborative pad we’ll be +- [? Etherpad] Thanks for checking in! The collaborative pad we'll be using for questions is at - <https://etherpad.wikimedia.org/p/emacsconf-2021> . We’ll collect - questions from #emacsconf and put them there. If you’d like to jump + <https://etherpad.wikimedia.org/p/emacsconf-2021> . We'll collect + questions from #emacsconf and put them there. If you'd like to jump to your part of the document, you might be able to keep an eye on questions. Please let us know if you need help, or if you want to switch to live Q&A. -- [? live] Thanks for checking in! I’ll send you some private messages - with instructions, so please check there. Let me know if you don’t +- [? live] Thanks for checking in! I'll send you some private messages + with instructions, so please check there. Let me know if you don't get them. - Private messages: - - (erc-message &lsquo ;PRIVMSG’ (format &lsquo ;%s You can use this BBB room: %s . I’ll join you there shortly to set up the room and do the last-minute tech check.’ nick room-url)) - - (erc-message &lsquo ;PRIVMSG’ (format &lsquo ;%s The collaborative pad we’ll be using for questions is at %s . We’ll collect questions from #emacsconf and put them there. If you’d like to jump to your part of the document, you might be able to keep an eye on questions. Alternatively, we can read questions to you.’ nick conf-collaborative-pad)) - - (erc-message &lsquo ;PRIVMSG’ (format &lsquo ;%s Leo Vivier will join when it’s time, and he will give you the go-ahead when it’s time to present. See you in the BBB room!’ nick)) + - (erc-message "PRIVMSG" (format "%s You can use this BBB room: %s . I'll join you there shortly to set up the room and do the last-minute tech check." nick room-url)) + - (erc-message "PRIVMSG" (format "%s The collaborative pad we'll be using for questions is at %s . We'll collect questions from #emacsconf and put them there. If you'd like to jump to your part of the document, you might be able to keep an eye on questions. Alternatively, we can read questions to you." nick conf-collaborative-pad)) + - (erc-message "PRIVMSG" (format "%s Leo Vivier will join when it's time, and he will give you the go-ahead when it's time to present. See you in the BBB room!" nick)) - CHECK directs speaker to available room with `/checkin <room> <nick>` - Speaker joins talk room - CHECK makes speaker presenter and moderator, does last-minute tech check @@ -696,7 +696,7 @@ Exception: [CHECK is unavailable](#check-gone) - live Q&A: reading questions themselves (can do in any order, can skip; coach possible responses for awkward things) or asking HOST to read questions to them - HOST can share the pad or IRC; speaker shares screen only if doing demo - - encouragement of webcam, although it’s optional + - encouragement of webcam, although it's optional - how HOST will join shortly before the prerec ends and then give them the go-ahead - closing any tabs watching the stream as their talk starts @@ -710,11 +710,11 @@ Exception: [CHECK is unavailable](#check-gone) information. -#### bandali’s check-in steps +#### bandali's check-in steps -- please leave webcam quality on ’medium’ +- please leave webcam quality on 'medium' - please read each audience question out loud before responding -- please mute stream on your machine if you’re watching +- please mute stream on your machine if you're watching - would you like to stay around for a longer q&a? - would you like to share your webcam or screen? (quickly mention how) @@ -767,9 +767,9 @@ Exception: [CHECK is unavailable](#check-gone) - Doublecheck subtitles - Add it to the EmacsConf 2021 playlist. - [? live sections] - - CHECK does a rough-cut of the recording from ${dump} to get the last X minutes or by time range. There’s about a 1-2 minute delay. + - CHECK does a rough-cut of the recording from ${dump} to get the last X minutes or by time range. There's about a 1-2 minute delay. Ex: `(kill-new (conf-dump-get "alt" "10:24" "10:30" "qa_"))` - - When there’s an opportunity to do so: + - When there's an opportunity to do so: - CHECK finetunes the rough-cut recording (trim start and end) and posts it to: - media.emacsconf.org/2021 - wiki page for talk @@ -784,7 +784,7 @@ Exceptions: - [? live] - CHECK-alternate joins the BBB room and pauses MPV. - HOST joins the BBB room - - HOST starts recording in BBB or confirms that it’s already recording + - HOST starts recording in BBB or confirms that it's already recording - HOST switches to the BBB scene in OBS. - HOST describes how to ask questions. - [? No questions yet] @@ -798,15 +798,15 @@ Exceptions: - [? IRC/pad] - HOST switches to pad/chat OBS scene. - HOST describes Q&A method and shows it on the screen. - - While there’s buffer time before the next talk, HOST can read out + - While there's buffer time before the next talk, HOST can read out questions and answers, or transition to the next talk early - - HOST: It’s time for the next talk, but if you want to keep + - HOST: It's time for the next talk, but if you want to keep discussing the previous talk, please feel free to continue doing so on IRC or the pad. - [? speaker will answer after the conference] - HOST switches to pad/chat OBS scene. - - HOST says the speaker is not available right now, but we’ll - forward the questions to the speaker and we’ll post the speaker’s + - HOST says the speaker is not available right now, but we'll + forward the questions to the speaker and we'll post the speaker's answers on the wiki page. Leave your contact information if you want to be notified, or subscribe to the emacsconf-discuss mailing list to get the announcement. Please feel free to continue @@ -846,7 +846,7 @@ Exceptions: ### Send thanks -[Thank you, next steps](#orgecfaf5c) +[Thank you, next steps](#org0cb1df9) ### Extract the opening and closing remarks @@ -881,7 +881,7 @@ Resource explanation: - **deskshare.webm:** Shared desktop as video - metadata.xml -Probably focus on grabbing the audio first and seeing what’s worth keeping +Probably focus on grabbing the audio first and seeing what's worth keeping (defun emacsconf-extract-chat (slug speaker) (interactive (list @@ -997,7 +997,7 @@ Probably focus on grabbing the audio first and seeing what’s worth keeping Make a table of the form -<table id="org551b2c3" border="2" cellspacing="0" cellpadding="6" rules="groups" frame="hsides"> +<table id="org2b114f7" border="2" cellspacing="0" cellpadding="6" rules="groups" frame="hsides"> <colgroup> @@ -1113,7 +1113,7 @@ sudo -iu ikiwiki – ikiwiki –setup ~ikiwiki/emacsconf.setup - Let the previous talk run a little longer for Q&A; end at least in time for the prerec - After the previous Q&A wraps up, play the prerec - [? still not around after prerec finishes] - - HOST: Speaker might be having some difficulty connecting, but we’ll collect your questions on the pad and send them afterwards. + - HOST: Speaker might be having some difficulty connecting, but we'll collect your questions on the pad and send them afterwards. - Can play next prerec a few minutes early @@ -1122,7 +1122,7 @@ sudo -iu ikiwiki – ikiwiki –setup ~ikiwiki/emacsconf.setup - Let the previous talk do live Q&A/demo if ready - Close to the time of the missing talk: - See if any of the previous speakers want to be set up for an impromptu talk/extension in a BBB room, just in case - - HOST: The next speaker might be having some difficulty connecting. In the meantime, let’s… + - HOST: The next speaker might be having some difficulty connecting. In the meantime, let's… - OR: - highlight ongoing discussions - invite another speaker for an impromptu extension; mplsCorwin will keep a list of possible speakers who are still active @@ -1138,7 +1138,7 @@ sudo -iu ikiwiki – ikiwiki –setup ~ikiwiki/emacsconf.setup ### Speaker whose talk was reallocated shows up and wants to do it live -- See if there’s enough time if buffers are shuffled back; if so, set up for a live presentation +- See if there's enough time if buffers are shuffled back; if so, set up for a live presentation - Check for alternate stream volunteers - [? not enough time] Offer to set up a BBB room for recording or to accept a prerecording afterwards, then include it on the site and in @@ -1153,7 +1153,7 @@ sudo -iu ikiwiki – ikiwiki –setup ~ikiwiki/emacsconf.setup - CHECK updates ${stream-status} - CHECK notifies STREAM and HOST - After prerec plays: - - HOST: This talk has an extended demo/Q&A. You can go to ${alternate-url} to watch it, and we’ll post a recording afterwards. + - HOST: This talk has an extended demo/Q&A. You can go to ${alternate-url} to watch it, and we'll post a recording afterwards. - HOST sends ${alternate-url} to IRC: Alternate stream for ${title}: ${alternate-url} - ALTERNATE notifies #emacsconf-org when the stream is done. - CHECK updates ${stream-status} to note that the alternate stream is finished. @@ -1161,7 +1161,7 @@ sudo -iu ikiwiki – ikiwiki –setup ~ikiwiki/emacsconf.setup FFMPEG process for sending the desktop and audio to the $CONFALT mountpoint on Linux with X11 and Alsa: 1. Set the CONFALT environment variable to icecast://user:password@live0.emacsconf.org:8000/alt.webm - 2. Install pavucontrol if you don’t have it already. + 2. Install pavucontrol if you don't have it already. 3. Start the following command (<stream-desktop-and-audio.sh>: while true; do ffmpeg -loglevel 0 -ar 48000 -f alsa -channels 2 -sample_rate 48000 -i default -re -video_size 1280x720 -framerate 25 -f x11grab -i :0.0 -cluster_size_limit 2M -cluster_time_limit 5100 -content_type video/webm -c:v libvpx -b:v 1M -crf 30 -g 125 -deadline good -threads 4 -f webm $CONFALT; done @@ -1185,7 +1185,7 @@ sudo -iu ikiwiki – ikiwiki –setup ~ikiwiki/emacsconf.setup ### CRDT malfunctions - HOST notifies CHECK and tries reconnecting -- [? still doesn’t work] +- [? still doesn't work] - Switch to backup Etherpad @@ -1219,7 +1219,7 @@ sudo -iu ikiwiki – ikiwiki –setup ~ikiwiki/emacsconf.setup - [? need too much extra time (ex: 10min)]: HOST acknowledges technical issues and says we may be able to follow up after the conference -- [? can’t resume]: HOST acknowledges technical issues and says we may +- [? can't resume]: HOST acknowledges technical issues and says we may be able to follow up after the conference @@ -1235,7 +1235,7 @@ sudo -iu ikiwiki – ikiwiki –setup ~ikiwiki/emacsconf.setup - STREAM e-mails the mailing list -### live0 can’t handle the load or is close to network transfer limit +### live0 can't handle the load or is close to network transfer limit - OR: - Redirect some viewers via asking in #emacsconf: @@ -1258,20 +1258,20 @@ mpv –vf=negate $url ## DONE Ask emacsconf-org-private for feedback on early submissions The EmacsConf 2022 CFP was extended to Sept 30 with notifications to -go out on Oct 15. We’ve got plenty of submissions and with any luck, -you’ve been reviewing them as they come in (assuming you have access to +go out on Oct 15. We've got plenty of submissions and with any luck, +you've been reviewing them as they come in (assuming you have access to emacsconf-submit@). As a courtesy to people who got their stuff together in a timely manner and to give them extra time to prepare a prerecorded talk (which might also translate into extra time for us to process and caption the talks), -I’d like to send acceptances and tentative time allotments by Sept 30. +I'd like to send acceptances and tentative time allotments by Sept 30. I plan to offer a max of 20 minutes with a note that additional time may be available for Q&A depending on how many additional submissions we get. Could everyone who wants a say in the program please add comments to $url by ****Sept 26**** so that we can send out early acceptances? In -general, we try to say yes to everything, so here’s your chance to +general, we try to say yes to everything, so here's your chance to raise any red flags or suggest ways to make things even better. Thanks! @@ -1287,11 +1287,11 @@ We can accept early or send people a note saying notification of acceptance will Hi, $name! -I’m happy to tell you that we’ve accepted your EmacsConf proposal for &lsquo ;$talk.’ Thanks for volunteering to share what you’re learning about! I know it takes a fair bit of work to prepare a presentation, so I appreciate that you’re taking the time to show what’s possible with Emacs and encourage people to learn more. +I'm happy to tell you that we've accepted your EmacsConf proposal for "$talk." Thanks for volunteering to share what you're learning about! I know it takes a fair bit of work to prepare a presentation, so I appreciate that you're taking the time to show what's possible with Emacs and encourage people to learn more. -We’ve extended the call for participation to Sept 30, so we might get a few more submissions over the next two weeks. That means we’ll confirm time allocations on Oct 15. Since you submitted before the original deadline, we wanted to send you your acceptance by the original timeline so that you wouldn’t be waiting in uncertainty. +We've extended the call for participation to Sept 30, so we might get a few more submissions over the next two weeks. That means we'll confirm time allocations on Oct 15. Since you submitted before the original deadline, we wanted to send you your acceptance by the original timeline so that you wouldn't be waiting in uncertainty. -Just like last year, talks will be prerecorded in order to minimize technical risks, make it easier for speakers to enjoy other people’s talks, allow captions, and let attendees catch up or share cool stuff quickly. I hope we get everything together in time so that we can ask volunteers to check for any issues that might come up when we re-encode. (I missed parts of some talks last time because I was rushing. <blush>) +Just like last year, talks will be prerecorded in order to minimize technical risks, make it easier for speakers to enjoy other people's talks, allow captions, and let attendees catch up or share cool stuff quickly. I hope we get everything together in time so that we can ask volunteers to check for any issues that might come up when we re-encode. (I missed parts of some talks last time because I was rushing. <blush>) –— if $time = $max\_time @@ -1305,24 +1305,24 @@ You asked for at most $max\_time minutes for your talk. I think at this moment w — if Q&A will be live or IRC — -You’ll have some time after your talk for Q&A, so the $time minutes can be just for your talk. Of course, if you like, you can make it shorter. +You'll have some time after your talk for Q&A, so the $time minutes can be just for your talk. Of course, if you like, you can make it shorter. --- -If you want to get a head start on recording your talk, please feel free to do so. We’ll be streaming talks at 1920x1280 resolution, so the closer your recording is to that, the easier it will be to process for streaming. .webm format is preferred, but we can convert other formats. $recording has some tips on recording tools and settings that you might find helpful. We’ll send you instructions on how to upload files once we get that set up. +If you want to get a head start on recording your talk, please feel free to do so. We'll be streaming talks at 1920x1280 resolution, so the closer your recording is to that, the easier it will be to process for streaming. .webm format is preferred, but we can convert other formats. $recording has some tips on recording tools and settings that you might find helpful. We'll send you instructions on how to upload files once we get that set up. -We’re going to try to caption as many talks as possible again this year, and extra time helps a lot. People found the captions really helpful while watching the stream, and sending your talk in early will make it more likely that we’ll be able to get your captions edited and reviewed before the conference. +We're going to try to caption as many talks as possible again this year, and extra time helps a lot. People found the captions really helpful while watching the stream, and sending your talk in early will make it more likely that we'll be able to get your captions edited and reviewed before the conference. -Could you please reply to this email so that we can confirm that I’ve got the right email address for you and that messages can get properly delivered? +Could you please reply to this email so that we can confirm that I've got the right email address for you and that messages can get properly delivered? -We’ll be putting up the public wiki pages for each talk soon using the information from the talk abstract, and we can put $public\_email as the contact information for you. Please let us know by $publish\_date if you would prefer something else. +We'll be putting up the public wiki pages for each talk soon using the information from the talk abstract, and we can put $public\_email as the contact information for you. Please let us know by $publish\_date if you would prefer something else. Thank you so much! Sacha -### Option B: Just letting them know it’s been postponed +### Option B: Just letting them know it's been postponed Hi, $name! @@ -1399,11 +1399,11 @@ Sacha Dear ${name}, -We would love to have your talk &lsquo ;${title}’ as part of EmacsConf -${year}, and we’ve allocated ${time} minutes for it. ${time-explanation} +We would love to have your talk "${title}" as part of EmacsConf +${year}, and we've allocated ${time} minutes for it. ${time-explanation} Your talk is tentatively scheduled for ${scheduled}. The times -may move around a bit as we update the schedule, so we’ll check in +may move around a bit as we update the schedule, so we'll check in with you if things change a lot. ${availability} ${other-notes}Please plan to prerecord your ${time}-minute @@ -1461,7 +1461,7 @@ Hi ${speakers-short}! Because you sent in your video early, we were able to caption it so that more people can find and enjoy your talk. ${captioner} -volunteered to caption your talk video, and here it is. I’ve attached +volunteered to caption your talk video, and here it is. I've attached the caption text file in case you want to review it, suggest any corrections, or use the text in a blog post or elsewhere. You can look at the attached file or watch your video with closed captions at @@ -1470,37 +1470,37 @@ ${url} . Thanks again for your contribution! Sacha -### Speakers we haven’t confirmed e-mail communications with +### Speakers we haven't confirmed e-mail communications with Hi, ${name}! -I think we haven’t heard from you since we accepted your EmacsConf -${year} proposal for "${title}&lsquo ;. EmacsConf coming up soon, so I wanted -to check in with you to see how you’re doing. +I think we haven't heard from you since we accepted your EmacsConf +${year} proposal for "${title}". EmacsConf coming up soon, so I wanted +to check in with you to see how you're doing. -Could you please e-mail us to let us know if you’re still working on -your prerecorded video, if you’re planning to present live, or if you -can’t make it this year? No worries if other priorities have come up -and you don’t have the time for a presentation. +Could you please e-mail us to let us know if you're still working on +your prerecorded video, if you're planning to present live, or if you +can't make it this year? No worries if other priorities have come up +and you don't have the time for a presentation. -If you’ve been working on a presentation, fantastic! When you’re +If you've been working on a presentation, fantastic! When you're ready, you can upload it following the instructions at <https://emacsconf.org/${year}/prepare/> (ideally before ${prerec-date} so that we have time to download it, doublecheck, etc.). If you plan to present live, please go through the self-check at <https://test.bigbluebutton.org/> . Some speakers have encountered -technical issues with BigBlueButton that they didn’t have with Zoom or +technical issues with BigBlueButton that they didn't have with Zoom or Google Meet, so this is something we definitely want to look into earlier rather than later. If that works for you, please e-mail us back so that I can keep your timeslot. The tentative schedule for your talk is on the talk page at ${url} . -**Please e-mail us your plans before ${date}.** I’m +**Please e-mail us your plans before ${date}.** I'm planning to shift the schedule around to give more time to confirmed -speakers for Q&A and possibly live demos. If I don’t hear from you by +speakers for Q&A and possibly live demos. If I don't hear from you by then (maybe an over-enthusiastic spam filter has been swallowing up -all our mail?), I’ll probably reallocate the ${time} minutes that had +all our mail?), I'll probably reallocate the ${time} minutes that had been set aside for your talk. We might be able to squeeze it back in afterwards or play a video from you at the end of the conference day, but it would be nice to get the schedule sorted out instead of @@ -1536,9 +1536,9 @@ Sacha Chua Hi ${speakers}, -EmacsConf is in a few days and I don’t think we have your prerecorded -video yet, so I’m getting miiiildly stressed about the schedule. And -you’re probably stressing out about it too, so let’s go figure out how +EmacsConf is in a few days and I don't think we have your prerecorded +video yet, so I'm getting miiiildly stressed about the schedule. And +you're probably stressing out about it too, so let's go figure out how we can make this work. Option A: If you happen to have the prerecording or can get it done by @@ -1548,11 +1548,11 @@ ftp-upload.emacsconf.org by following the instructions in your favourite file-sharing service (especially if FTP is giving you problems). -Option B: If you want to present live, it might be an option. I’m a little -worried about the potential for technical issues, since we’ve had +Option B: If you want to present live, it might be an option. I'm a little +worried about the potential for technical issues, since we've had problems with that in previous EmacsConfs. The tight schedule means -there’s not a lot of time to figure things out, and it can be hard to -make something as focused as a prerecorded video when you’re doing it +there's not a lot of time to figure things out, and it can be hard to +make something as focused as a prerecorded video when you're doing it live. We will definitely want to make sure that: - your self-serve tech check works: <https://test.bigbluebutton.org> @@ -1564,12 +1564,12 @@ live. We will definitely want to make sure that: <https://emacsconf.org/${year}/schedule/> on the day of the conference. If there are technical issues or your talk runs a little over time, we -might have to stop streaming it on the main stream when it’s time for +might have to stop streaming it on the main stream when it's time for the next talk. We may be able to continue streaming it on the alternate stream. If so, people can continue watching it there if they wish to. -Option C: If you can’t make it, that’s okay. Life gets crazy +Option C: If you can't make it, that's okay. Life gets crazy sometimes. Please let us know and we can update the wiki. If you happen to be able to make a prerecorded video afterwards, we can add that to the wiki, playlists, and announcements. We hope you can join @@ -1577,8 +1577,8 @@ us next year. Since EmacsConf is **this weekend** (aaaaaaah), please let us know by tomorrow noon EST (Friday; 9AM PST, 5PM GMT, 6PM CET) so that we can -keep the time allocated for you in the schedule. If we don’t hear from -you, we’ll probably reallocate the ${time} minutes reserved for you so +keep the time allocated for you in the schedule. If we don't hear from +you, we'll probably reallocate the ${time} minutes reserved for you so that other talks can have longer Q&A. If you can still make it, check in early and let us know so that we can try to work out an alternate stream for you. Hope to hear from you soon! @@ -1591,13 +1591,13 @@ Sacha Goals: - Ask speaker verify their scheduled time - It has already been confirmed with them, but it might have changed slightly (give-or-take 30’ + It has already been confirmed with them, but it might have changed slightly (give-or-take 30' - HOW: They should check the time at the top of their talk page on the day of the conference - Double-check Q&A preference, encourage tech checks for live talks/Q&A - If they are available: - Direct to tech-checks via <https://emacsconf.org/${year}/prepare/> - Inform them of the check-in process - - They come say hi to us 30’ before their session in #emacsconf-org or #emacsconf (they can use chat.emacsconf.org ) + - They come say hi to us 30' before their session in #emacsconf-org or #emacsconf (they can use chat.emacsconf.org ) - We get them set up in a room where they can wait until the end of the broadcast of their pretention - They’re joined by the streamer and host. @@ -1661,9 +1661,9 @@ Slightly more complex because of the conditionals Hello, ${name}! -We’re looking forward to having you join us at EmacsConf! +We're looking forward to having you join us at EmacsConf! -We’ll probably keep updating the schedule even on the day of the +We'll probably keep updating the schedule even on the day of the conference. You can get a rough idea of when your talk is scheduled at ${url}. You might want to check it some time next week to get a rough sense of where it is, and then check it again on the day of your talk. @@ -1673,7 +1673,7 @@ prerecorded talk so that we can deal with small scheduling changes or technical issues. You can find the check-in process at <https://emacsconf.org/${year}/speakers/> . -If something comes up, please let us know as soon as you can. Here’s +If something comes up, please let us know as soon as you can. Here's our emergency contact information: ${emergency} @@ -1687,15 +1687,15 @@ Sacha Hello, ${name}! -Thank you so much for contributing a talk for EmacsConf ${year}! We’re +Thank you so much for contributing a talk for EmacsConf ${year}! We're looking forward to collecting questions and forwarding them to you by -e-mail after the conference. We’ll also post the prerecording at the +e-mail after the conference. We'll also post the prerecording at the time that it gets streamed, so people will be able to access it at ${url} once it has gone live. If it turns out that you can make it to the conference after all, feel -free to drop us a line at #emacsconf-org and we’ll let people know -you’re around. You can find the check-in process at +free to drop us a line at #emacsconf-org and we'll let people know +you're around. You can find the check-in process at <https://emacsconf.org/${year}/speakers/> . Thank you again for being part of EmacsConf ${year}! @@ -1758,17 +1758,17 @@ Sacha Hi ${speakers-short}! Thank you so much for being part of EmacsConf ${year}! Hundreds of people -enjoyed it, and I’m sure even more will come across the videos in the +enjoyed it, and I'm sure even more will come across the videos in the days to follow. Your prerecorded video is available on the talk page at ${url} , and -we’ve added the questions and comments that we’ve collected from +we've added the questions and comments that we've collected from IRC/BBB/Etherpad. ${qa-note} -We’ve also uploaded your talk video to ToobNix (a PeerTube +We've also uploaded your talk video to ToobNix (a PeerTube instance) at ${toobnix-url} and YouTube at ${youtube-url} . If you want to reupload the video to your own channel, feel free to do so. -${subtitle-note} If you let me know where you’ve uploaded +${subtitle-note} If you let me know where you've uploaded it, I can switch our playlist to include your version of the video instead. That way, it might be easier for you to respond to comments on videos. @@ -1795,11 +1795,11 @@ how to send in your proposal(s), or chat with us about them and about other ways of participating and volunteering around EmacsConf via our main IRC channel #emacsconf on the Libera.Chat network. -If you’re considering submitting a proposal but think the remaining +If you're considering submitting a proposal but think the remaining time may not be enough, please reach out to me off-list as soon as possible so we could work something out. -I’ll close this portion of the email with a thank you to all of the +I'll close this portion of the email with a thank you to all of the folks who have submitted session proposals or expressed interest in volunteering with EmacsConf. We look forward to reading and reviewing all of your messages and proposals, and getting back to you about them @@ -1810,7 +1810,7 @@ amin P.S. please direct any replies to this post either to myself or to the emacsconf-discuss list, so as to help avoid generating extra off-topic -chatter in the other lists cc’d on this message. Thank you. +chatter in the other lists cc'd on this message. Thank you. ### DONE First announcement: CFP @@ -1830,7 +1830,7 @@ and running the conference, including reviewing session proposals and streaming parallel tracks. To get involved, please come by our IRC channel or one of our public mailing lists (see below) and introduce yourself and tell us about your interests, or contact myself or one of -the other organizers directly if you’re feeling a bit shy; we hope to +the other organizers directly if you're feeling a bit shy; we hope to hear from you! :) Best, @@ -1838,7 +1838,7 @@ amin P.S. please direct any replies for this message either to me or to the emacsconf-discuss list, so as to help avoid generating extra off-topic -chatter in the other lists Cc’d on this message. Thank you. +chatter in the other lists Cc'd on this message. Thank you. <a id="code"></a> @@ -1997,12 +1997,33 @@ chatter in the other lists Cc’d on this message. Thank you. - [ ] 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 - [ ] 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 :) +- [ ] 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 :) ## Lessons learned for next year - Ask for public e-mail or contact information, IRC handle in CFP -- Be even more stringent about the 10/20/40-min splits. A lot of speakers still default to the 20- or 40-min formats without providing us shorter formats, and that puts strain on our schedule and requires us to use a different template for the notification (which can be confusing). We need to stress that not respecting the format makes it harder not only for the organizers, but also for the speakers themselves (since they will have to rethink their presentation). -- Two people is the sweet number of reviewers to have for the proposals before sending the notifications, and there’d be diminishing returns with more. Two is enough to release the pressure on SCHED, verify the metadata (esp. speaker availability), and suggest a different ordering where appropriate. It can take a long time to comb through the proposals (roughly 10 proposals per hour), and whilst it’d be difficult to justify more in-depth reviewers, other orgas can do a shallow-pass to catch red-flags. +- Be even more stringent about the 10/20/40-min splits. A lot of + speakers still default to the 20- or 40-min formats without + providing us shorter formats, and that puts strain on our schedule + and requires us to use a different template for the notification + (which can be confusing). We need to stress that not respecting the + format makes it harder not only for the organizers, but also for the + speakers themselves (since they will have to rethink their + presentation). Maybe we can have an e-mail template for a quick + reply that says something like "Just in case we need to squeeze + talks into shorter times, could you please also propose an outline + for a possible 10-minute talk that could get people interested in + your topic and point them to where they can find out more?" +- Two people is the sweet number of reviewers to have for the + proposals before sending the notifications, and there’d be + diminishing returns with more. Two is enough to release the pressure + on SCHED, verify the metadata (esp. speaker availability), and + suggest a different ordering where appropriate. It can take a long + time to comb through the proposals (roughly 10 proposals per hour), + and whilst it’d be difficult to justify more in-depth reviewers, + other orgas can do a shallow-pass to catch red-flags or discuss the + submissions as they come in. Other organizers can always chime in on + topics they particularly care about so that their encouraging + comments or suggestions can be included in the acceptance e-mail. |