diff options
Diffstat (limited to '2022/organizers-notebook.md')
| -rw-r--r-- | 2022/organizers-notebook.md | 334 |
1 files changed, 158 insertions, 176 deletions
diff --git a/2022/organizers-notebook.md b/2022/organizers-notebook.md index a44c8cd4..249fceac 100644 --- a/2022/organizers-notebook.md +++ b/2022/organizers-notebook.md @@ -4,14 +4,13 @@ # Table of Contents -- [Current tasks / status](#current) -- [Things to figure out / decisions to make](#decisions) -- [Roles needed](#roles) -- [Other tasks and processes](#other) -- [Task archive](#org73a8f6e) -- [Communications](#comms) -- [Supporting code](#code) -- [Lessons learned](#lessons) +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) <a id="current"></a> @@ -42,12 +41,36 @@ Planned dates and phases: <tr> -<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-10-08 Sat]</span></span></td> +<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-10-02 Sun]</span></span></td> +<td class="org-left">Confirm time allocations for early submissions</td> +</tr> + + +<tr> +<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-10-07 Fri]</span></span></td> +<td class="org-left">Yes/no comments for late submissions</td> +</tr> + + +<tr> +<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-10-15 Sat]</span></span></td> +<td class="org-left">New speaker notification date (possibly only for late submissions)</td> +</tr> + + +<tr> +<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-10-22 Sat] </span></span> ></td> <td class="org-left">E-mail confirmation expected (collect public contact info for posting in program)</td> </tr> <tr> +<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-10-22 Sat]</span></span></td> +<td class="org-left">Strongly encourage early submitters to target this date for prerecs</td> +</tr> + + +<tr> <td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-10-31 Mon]</span></span></td> <td class="org-left">Schedule published</td> </tr> @@ -87,42 +110,18 @@ Planned dates and phases: Current phase: No prerecs to process yet, so it's a good time to focus on infrastructure - -## Time sensitive - -:CUSTOM\_ID: current-time-sensitive +Time-sensitive items come first. -### TODO Draft program-published email for emacsconf-discuss :needsowner:email: +## TODO Draft program-published email for emacsconf-discuss :needsowner:timesensitive: -#### TODO Post it to r/emacs as well :reddit: +### TODO Post it to r/emacs as well Please let zaeph know when it’s live so that the post can be distinguished. -#### Template - -Greetings, fellow Emacsians! - -On behalf of the EmacsConf 2022 organizers team, I'm very excited to -announce the program for EmacsConf 2022 (Dec 3 and 4), available at: - -<https://emacsconf.org/2022/talks> - -We continue working on scheduling the talks in a way that works -reasonably well for as many of our speakers as possible with respect -to their availability, and will add the allocated time slots for the -talks in the coming weeks. - - -### TODO Remind people about confirming e-mail communications :sachac:email: - - -### TODO Send people schedule information and doublecheck their availability/Q&A preference :sachac:email: - - -## DONE 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](#org33179a0), Oct 7 for everything :organizers: +## DONE 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](#orge76c915), Oct 7 for everything :organizers: - zaeph: will start reviewing on Sep 21 @@ -162,6 +161,60 @@ We need time after the prerecs get submitted to: - follow up with missing prerecs +## INPROGRESS Find volunteers for tech-checks :zaeph: + + +### DONE Add entry in 2022/volunteer.md + + +### INPROGRESS Write protocol for adding tech-checker volunteer + +- Invite volunteer to BBB (ask core organizers) +- Update <prepare.md> with new tech-checker info +- Coach tech-checker on the protocol + + +### INPROGRESS Write the tech-checking protocol (formerly referred to as “tech-checklist”) + +From previous years: + +> - Can you speak and be heard? Is there echo? +> - Can you hear the organizer? +> - Can you share your screen? Is the screen readable? +> - If you plan to show your keystrokes, is that display visible? +> - If you want to share your webcam (optional), can you enable it? Is it visible? Will there likely be distractions in the background? +> - Can you view the collaborative pad? Will you be comfortable reviewing questions on your own (perhaps by keeping it open beside your shared window), or will you need a volunteer to relay questions to you? +> - Can you share contact information (ex: phone number) so that we can get in touch with you in case of technical issues or scheduling changes? +> - Do you need help finding your way around IRC so that you can check into \`#emacsconf-org\`? What is your IRC nickname? + + +## STANDBY Write viewing instructions :zaeph: + +Extra stuff to consider adding: + +- Suggestions for mpv-filter to invert colourscape. + + +## WAITING Add more submissions (CFP deadline Sept 30) :sachac: + +- Sacha: Add submissions to emacsconf-2022-private, draft 2-day schedule by Oct 10 + + +## TODO Publish talk pages :sachac: + + +## TODO Send early acceptances :sachac: + +Ideal sequence: + +1. publish /2022/prepare (zaeph) +2. publish wiki pages +3. send acceptance e-mails + - Allocate at most 20 minutes, say we'll try to add more time depending on the schedule (probably know by Sept 30 or Oct 1) + - Include review comments +4. Send an additional e-mail introducing speakers who may want to coordinate + + ## TODO Investigate streaming options, maybe OBS in the cloud :corwin: - Issue: zaeph was dropping frames and couldn’t pay attention to as many things as he wanted @@ -195,65 +248,62 @@ Maybe we could ask some of the volunteers who wanted to help us with the infra? ### TODO Notify speakers when the final solution is available -## TODO Create Org heading for scheduling caption team's live IRC duty shifts :dto: +## DONE Prepare to export talk information to wiki :sachac: +Tested code in a fork, can publish talk information once talks are approved. +emacsconf-publish.el +emacsconf-generate-info-pages +emacsconf-generate-main-schedule +emacsconf-generate-talk-pages -## TODO Review metadata for speakers in conf.org :zaeph: -See the bottom of conf.org for some automated validation +## DONE Give access to emacsconf-2022-private to dto :zaeph: -## TODO Write viewing instructions :zaeph: +## DONE Write better subtitle documentation :sachac: -Extra stuff to consider adding: +<https://wiki.debian.org/Teams/DebConf/Video/Subtitles> +<https://emacsconf.org/captioning> +That will help more people subtitle things -- Suggestions for mpv-filter to invert colourscape. +## TODO Create Org heading for scheduling caption team's live IRC duty shifts :dto: -## CANCELLED Allocate extra time if possible; send e-mail :sachac: +## TODO Review metadata for speakers in conf.org :zaeph: -## INPROGRESS Find volunteers for tech-checks :zaeph: +See the bottom of conf.org for some automated validation -### DONE Add entry in 2022/volunteer.md +## TODO Write viewing instructions :zaeph: +Extra stuff to consider adding: -### INPROGRESS Write protocol for adding tech-checker volunteer +- Suggestions for mpv-filter to invert colourscape. -- Invite volunteer to BBB (ask core organizers) -- Update <prepare.md> with new tech-checker info -- Coach tech-checker on the protocol +## DONE Write volunteer page :sachac: -### INPROGRESS Write the tech-checking protocol (formerly referred to as “tech-checklist”) +<https://emacsconf.org/2022/volunteer> -From previous years: -> - Can you speak and be heard? Is there echo? -> - Can you hear the organizer? -> - Can you share your screen? Is the screen readable? -> - If you plan to show your keystrokes, is that display visible? -> - If you want to share your webcam (optional), can you enable it? Is it visible? Will there likely be distractions in the background? -> - Can you view the collaborative pad? Will you be comfortable reviewing questions on your own (perhaps by keeping it open beside your shared window), or will you need a volunteer to relay questions to you? -> - Can you share contact information (ex: phone number) so that we can get in touch with you in case of technical issues or scheduling changes? -> - Do you need help finding your way around IRC so that you can check into \`#emacsconf-org\`? What is your IRC nickname? +## DONE 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](#orge76c915), Oct 7 for everything :organizers: +- zaeph: will start reviewing on Sep 21 -## STANDBY Add nice-to-have stuff to prepare.md :zaeph: -- org-reveal config -- SIL fonts choice +## DONE Double-check sachac’s timezone conversions for availability :zaeph: +zaeph helped with this, even catching some based on e-mail timestamps -## STANDBY Write viewing instructions :zaeph: -Extra stuff to consider adding: +## DONE Copy things over from previous notebooks :sachac: -- Suggestions for mpv-filter to invert colourscape. + +## TODO Allocate extra time if possible; send e-mail :sachac: -## TODO Create relevant links between talks across 2022 and all previous years :needsowner:wiki: +## TODO Create relevant links between talks across 2022 and all previous years :needsowner: <a id="decisions"></a> @@ -585,7 +635,7 @@ We tried using q56 before, but it was a little too aggressive. Q=32 is the defau ### Test stream setup -[Stream](#orge28f219) +[Stream](#org9795feb) ### Set up MPV for captions @@ -902,7 +952,7 @@ Exceptions: ### Send thanks -[Thank you, next steps](#org0a81135) +[Thank you, next steps](#orgad7be76) ### Extract the opening and closing remarks @@ -1053,7 +1103,7 @@ Probably focus on grabbing the audio first and seeing what's worth keeping Make a table of the form -<table id="orgcd5e813" border="2" cellspacing="0" cellpadding="6" rules="groups" frame="hsides"> +<table id="orgb7a1ce2" border="2" cellspacing="0" cellpadding="6" rules="groups" frame="hsides"> <colgroup> @@ -1306,84 +1356,6 @@ sudo -iu ikiwiki – ikiwiki –setup ~ikiwiki/emacsconf.setup mpv –vf=negate $url -<a id="org73a8f6e"></a> - -# Task archive - - -## DONE 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](#org33179a0), Oct 7 for everything :organizers: - -- zaeph: will start reviewing on Sep 21 - - -## DONE Write preparation instructions :zaeph: - -2021/prepare.md can be reused. - -Extra stuff to consider adding: - -- DONE Suggestions for themes (especially wrt colourscape) -- DONE “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." -- DONE Allowing speakers to plant questions, esp. to cover tangential stuff that couldn’t fit in the prerec - - -## DONE Add more submissions (CFP deadline Sept 30) :sachac: - -- Sacha: Add submissions to emacsconf-2022-private, draft 2-day schedule by Oct 10 - - -## DONE Publish talk pages :sachac: - - -## DONE Send early acceptances :sachac: - -Ideal sequence: - -1. publish /2022/prepare (zaeph) -2. publish wiki pages -3. send acceptance e-mails - - Allocate at most 20 minutes, say we'll try to add more time depending on the schedule (probably know by Sept 30 or Oct 1) - - Include review comments -4. Send an additional e-mail introducing speakers who may want to coordinate - - -## DONE Prepare to export talk information to wiki :sachac: - -Tested code in a fork, can publish talk information once talks are approved. -emacsconf-publish.el -emacsconf-generate-info-pages -emacsconf-generate-main-schedule -emacsconf-generate-talk-pages - - -## DONE Give access to emacsconf-2022-private to dto :zaeph: - - -## DONE Write better subtitle documentation :sachac: - -<https://wiki.debian.org/Teams/DebConf/Video/Subtitles> -<https://emacsconf.org/captioning> -That will help more people subtitle things - - -## DONE Write volunteer page :sachac: - -<https://emacsconf.org/2022/volunteer> - - -## DONE 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](#org33179a0), Oct 7 for everything :organizers: - -- zaeph: will start reviewing on Sep 21 - - -## DONE Double-check sachac’s timezone conversions for availability :zaeph: - -zaeph helped with this, even catching some based on e-mail timestamps - - -## DONE Copy things over from previous notebooks :sachac: - - <a id="comms"></a> # Communications @@ -1412,7 +1384,7 @@ Thanks! Sacha -## DONE Early speaker notification :sachac: +## TODO Early speaker notification :sachac: We can accept early or send people a note saying notification of acceptance will be on Oct 15, because of the extended CFP. Right before this e-mail: @@ -1427,7 +1399,7 @@ Objectives for this e-mail: - Get them to reply - Ask for public contact information or any changes to the wiki page - (defun emacsconf-draft-acceptance-for-email-group (group &optional template) + (defun emacsconf-draft-early-acceptance-for-email-group (group &optional template) "GROUP is (email . (talk talk))." (interactive (list @@ -1438,7 +1410,7 @@ Objectives for this e-mail: (slug (emacsconf-get-slug-from-string (emacsconf-complete-talk))) (email (plist-get (seq-find (lambda (o) (string= (plist-get o :slug) slug)) info) :email))) (assoc email grouped))))) - (let* ((template (or template (emacsconf-mail-merge-get-template "acceptance"))) + (let* ((template (or template (emacsconf-mail-merge-get-template "early-acceptance"))) (talks (cdr group)) (first (car talks)) (reply-by-date (date-to-time "2022-10-08")) @@ -1452,16 +1424,14 @@ Objectives for this e-mail: :year ,(or (plist-get first :year) emacsconf-year) :reply-date - ,(format-time-string "%b %-e (%a)" reply-by-date) + ,(format-time-string "%b %e (%a)" reply-by-date) :titles - ,(mapconcat (lambda (o) (format "\"%s\" (%s)" - (plist-get o :title) - (plist-get o :slug))) - talks " and ") + ,(mapconcat (lambda (o) (format "\"%s\"" (plist-get o :title))) talks " and ") :prerec-target - ,(format-time-string "%b %-e (%a)" prerec-target) + ,(format-time-string "%b %e (%a)" prerec-target) :page-urls - ,(mapconcat (lambda (o) (concat "- " (plist-get o :url))) + ,(mapconcat (lambda (o) (format "https://emacsconf.org/%s/talks/%s" (plist-get o :year) + (plist-get o :slug))) talks "\n") :irc ,(if (plist-get first :irc) (concat (plist-get first :irc) "? ") "") @@ -1469,49 +1439,50 @@ Objectives for this e-mail: ,(concat "* TODO Reply to acceptance e-mail in order to confirm e-mail communication :emacsconf: DEADLINE: " (format-time-string "<%Y-%m-%d %a>" reply-by-date) "\n Please include any extra information you want (ex: public e-mail, IRC nick) on\n" - (mapconcat (lambda (o) (concat " " (plist-get o :url))) + (mapconcat (lambda (o) (format " https://emacsconf.org/%s/talks/%s" + (plist-get o :year) + (plist-get o :slug))) talks "\n") "\n" - (mapconcat (lambda (o) (format "* TODO Record %s-minute talk for \"%s\" (%s) :emacsconf: + (mapconcat (lambda (o) (format "* Record %s-minute talk for \"%s\" :emacsconf: DEADLINE: %s\n https://emacsconf.org/%s/prepare/" (plist-get o :time) (plist-get o :title) - (plist-get o :slug) (format-time-string "<%Y-%m-%d %a>" prerec-target) (plist-get o :year))) talks "\n")) :talk-details-and-comments ,(mapconcat (lambda (o) - (format "%s minutes: %s\n%s\n\n%s" + (format "%s minutes: %s\nhttps://emacsconf.org/%s/talks/%s\n\n%s" (plist-get o :time) (plist-get o :title) - (plist-get o :url) + (plist-get o :year) + (plist-get o :slug) (string-fill (emacsconf-replace-plist-in-string (append o (list - :prerec-target (format-time-string "%b %-e" prerec-target))) + :prerec-target (format-time-string "%b %e" prerec-target))) (plist-get o :acceptance-comment)) 72))) talks "\n---------------------------------------------------------------------\n")))) (compose-mail (car group) (emacsconf-replace-plist-in-string attrs (plist-get template :subject)) - `(("Reply-To" . ,(emacsconf-replace-plist-in-string attrs (plist-get template :reply-to))) - ("Mail-Followup-To" . ,(emacsconf-replace-plist-in-string attrs (plist-get template :mail-followup-to))) + `(("Reply-To" . ,(plist-get template :reply-to)) + ("Mail-Followup-To" . ,(plist-get template :mail-followup-to)) ("Cc" . ,(plist-get template :cc)))) - (message-sort-headers) (message-goto-body) (save-excursion (insert (emacsconf-replace-plist-in-string attrs (plist-get template :body))) (goto-char (point-min)) (emacsconf-mail-merge-wrap)))) - (defun emacsconf-draft-all-acceptances () + (defun emacsconf-draft-all-early-acceptances () (interactive) (let* ((emacsconf-talk-info-functions (append emacsconf-talk-info-functions '(emacsconf-get-talk-comments-from-subtree))) (info (emacsconf-filter-talks (emacsconf-get-talk-info))) (grouped (seq-group-by (lambda (o) (plist-get o :email)) info)) - (template (emacsconf-mail-merge-get-template "acceptance"))) + (template (emacsconf-mail-merge-get-template "early-acceptance"))) (mapc (lambda (group) - (emacsconf-draft-acceptance-for-email-group group template)) + (emacsconf-draft-early-acceptance-for-email-group group template)) grouped))) @@ -1522,9 +1493,9 @@ Hi, ${speakers-short}! Summary: ,${acceptance-tasks} -We've accepted your EmacsConf proposal${plural} for ${titles}! Thanks -for volunteering to share what you're learning about. I know it takes -a fair bit of work to prepare a presentation, so I appreciate that +We've accepted your EmacsConf proposal${plural} for ${titles}! Thanks for +volunteering to share what you're learning about. I know it takes a +fair bit of work to prepare a presentation, so I appreciate that you're taking the time to show what's possible with Emacs and encourage people to learn more.${wrap} @@ -1550,12 +1521,12 @@ 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. -****Please reply to this e-mail by ${reply-date}**** (doublechecking that -emacsconf-submit@gnu.org is in the To: or Cc:) so that we can confirm +****Please reply to this e-mail by ${reply-date}**** (including +emacsconf-submit@gnu.org in the To: or Cc:) so that we can confirm that we've got the right email address for you and that messages can get properly delivered. Also, would you like us to put ${email} as the public contact information for you, or would you like us to add -something else to the talk page${plural}?${wrap} +something else to the talk pages?${wrap} ${page-urls} @@ -1568,6 +1539,17 @@ Thank you so much! Sacha Chua +### Option B: Just letting them know it's been postponed + +Hi, $name! + +We extended the EmacsConf 2022 call for participation deadline to Sept +30, so speaker notifications will go out on Oct 15 instead. Thank you +for your patience! + +Sacha + + ## Future |