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diff --git a/2022/organizers-notebook.md b/2022/organizers-notebook.md index 2273bffa..443ca901 100644 --- a/2022/organizers-notebook.md +++ b/2022/organizers-notebook.md @@ -3,53 +3,53 @@ # Table of Contents -- [Current tasks / status](#org6b342d2) - - [Organizers: Review the submissions in emacsconf-2022-private and e-mail emacsconf-org-private with any objections or comments by Sept 26 for possible early speaker notification, Oct 7 for everything](#org402e657) - - [zaeph: Write preparation instructions and decide on deadline for prerecs](#org119f5c7):zaeph: - - [sacha: add more submissions (CFP deadline Sept 30)](#org57ecdc4):sacha: - - [sacha: copy things over from previous notebooks](#org57da64d):sacha: - - [corwin: Double-check Sacha's timezone conversions for availability](#org9669345):corwin: - - [corwin: Investigate streaming options, maybe OBS in the cloud](#orgd865b69):corwin: - - [Prepare to export talk information to wiki](#orged29ac9):sacha: -- [Other tasks and processes](#orgefe113e) - - [Sacha: Organize volunteer information](#orgb9eafca):sacha: - - [bandali: Set up file upload](#org55de847):bandali: - - [Once talks are approved](#org6408f34) - - [As prerecorded talks come in](#org208f232) - - [When a talk is captioned](#org111660b) - - [Other tasks before the conference](#org94d05e0) - - [During the conference](#orgbb11575) +- [Current tasks / status](#orgd69d925) + - [Organizers: Review the submissions in emacsconf-2022-private and e-mail emacsconf-org-private with any objections or comments by Sept 26 for possible early speaker notification, Oct 7 for everything](#org1cda62f) + - [zaeph: Write preparation instructions and decide on deadline for prerecs](#orge3c4fa5):zaeph: + - [sacha: add more submissions (CFP deadline Sept 30)](#orgb83f3a9):sacha: + - [sacha: copy things over from previous notebooks](#org28f2445):sacha: + - [corwin: Double-check Sacha's timezone conversions for availability](#orgc95b399):corwin: + - [corwin: Investigate streaming options, maybe OBS in the cloud](#orgf4d32a6):corwin: + - [Prepare to export talk information to wiki](#orgd2f1e16):sacha: +- [Other tasks and processes](#org7198967) + - [Sacha: Organize volunteer information](#org4883fdd):sacha: + - [bandali: Set up file upload](#orga8a32f7):bandali: + - [Once talks are approved](#org714183d) + - [As prerecorded talks come in](#org1acb3f4) + - [When a talk is captioned](#orgc18b794) + - [Other tasks before the conference](#org01680e3) + - [During the conference](#orgd5c51fd) - [Roles needed](#roles) - [During each talk](#each-talk) -- [Communications](#orgd0755d8) - - [Ask emacsconf-org-private for feedback on early submissions](#org83f6043) - - [Early speaker notification](#orgd311611) - - [Option A: Early speaker notification(?)](#orgb19b737) - - [Option B: Just letting them know it's been postponed](#orgc5929a1) - - [Future](#orga3bc5fb) - - [Acceptance](#org1169cc8) - - [Code](#org0099542) - - [Template](#org48b7b4a) - - [Acknowledge pre-rec submission](#org3a7b905) - - [Captions for approval](#orgfd61c36) - - [Speakers we haven't confirmed e-mail communications with](#org5c7354d) - - [Speakers who are missing prerecs](#org873bc59) - - [Template](#orgff8b872) - - [Check-in instructions](#org2447cff) - - [Code](#orgcaafbb9) - - [E-mail for speakers who are planning to be at the conference](#orgb18ad8c) - - [E-mail for speakers who are not planning to be around, but who have sent us their prerecs](#org8d3d8a1) - - [Last email before the conference](#org101152f) - - [Thank you, next steps](#org47c59eb) - - [Code](#org460f7ff) - - [Text](#org40f658e) - - [Archive](#orged97eda) - - [Second announcement: CFP](#org88c9119) - - [First announcement: CFP](#orgcd960c0) -- [Supporting code](#org8939d85) - - -<a id="org6b342d2"></a> +- [Communications](#org4096579) + - [Ask emacsconf-org-private for feedback on early submissions](#org5dd0a6a) + - [Early speaker notification](#orgc53b127) + - [Option A: Early speaker notification(?)](#orgc5b64d4) + - [Option B: Just letting them know it's been postponed](#orgba7026e) + - [Future](#orgcb9e091) + - [Acceptance](#orgf2be03d) + - [Code](#orga55575a) + - [Template](#org20e76d3) + - [Acknowledge pre-rec submission](#org55dec22) + - [Captions for approval](#orgd08cd41) + - [Speakers we haven't confirmed e-mail communications with](#org8953f33) + - [Speakers who are missing prerecs](#orgad01f04) + - [Template](#org1059aa2) + - [Check-in instructions](#orga199b1b) + - [Code](#orgb2fdc34) + - [E-mail for speakers who are planning to be at the conference](#org65ef9d7) + - [E-mail for speakers who are not planning to be around, but who have sent us their prerecs](#org03714e2) + - [Last email before the conference](#org8ef5732) + - [Thank you, next steps](#org0d4334d) + - [Code](#orgd152ec0) + - [Text](#orgc2bff65) + - [Archive](#org42a43e5) + - [Second announcement: CFP](#orga13628c) + - [First announcement: CFP](#orgcf40f0c) +- [Supporting code](#org99196b5) + + +<a id="orgd69d925"></a> # Current tasks / status @@ -132,12 +132,12 @@ Planned dates and phases: </table> -<a id="org402e657"></a> +<a id="org1cda62f"></a> -## TODO Organizers: Review the submissions in emacsconf-2022-private and e-mail emacsconf-org-private with any objections or comments by Sept 26 for possible [early speaker notification](#orgd311611), Oct 7 for everything +## TODO Organizers: Review the submissions in emacsconf-2022-private and e-mail emacsconf-org-private with any objections or comments by Sept 26 for possible [early speaker notification](#orgc53b127), Oct 7 for everything -<a id="org119f5c7"></a> +<a id="orge3c4fa5"></a> ## TODO zaeph: Write preparation instructions and decide on deadline for prerecs :zaeph: @@ -151,51 +151,51 @@ We need time after the prerecs get submitted to: zaeph will also figure out the ffmpeg incantation for converting videos and the process for handling submitted prerecs -<a id="org57ecdc4"></a> +<a id="orgb83f3a9"></a> ## WAITING sacha: add more submissions (CFP deadline Sept 30) :sacha: - Sacha: Add submissions to emacsconf-2022-private, draft 2-day schedule by Oct 10 -<a id="org57da64d"></a> +<a id="org28f2445"></a> ## INPROGRESS sacha: copy things over from previous notebooks :sacha: -<a id="org9669345"></a> +<a id="orgc95b399"></a> ## TODO corwin: Double-check Sacha's timezone conversions for availability :corwin: -<a id="orgd865b69"></a> +<a id="orgf4d32a6"></a> ## TODO corwin: Investigate streaming options, maybe OBS in the cloud :corwin: - Issue: zaeph was dropping frames -<a id="orged29ac9"></a> +<a id="orgd2f1e16"></a> ## TODO Prepare to export talk information to wiki :sacha: -<a id="orgefe113e"></a> +<a id="org7198967"></a> # Other tasks and processes -<a id="orgb9eafca"></a> +<a id="org4883fdd"></a> ## DONE Sacha: Organize volunteer information :sacha: -<a id="org55de847"></a> +<a id="orga8a32f7"></a> ## TODO bandali: Set up file upload :bandali: -<a id="org6408f34"></a> +<a id="org714183d"></a> ## Once talks are approved @@ -205,7 +205,7 @@ zaeph will also figure out the ffmpeg incantation for converting videos and the - Confirm e-mail communication with all of the speakers -<a id="org208f232"></a> +<a id="org1acb3f4"></a> ## As prerecorded talks come in @@ -216,21 +216,21 @@ zaeph will also figure out the ffmpeg incantation for converting videos and the - Make sure all the links/resources mentioned are written down somewhere (web page and enriched captions for pasting into #emacsconf-accessible) -<a id="org111660b"></a> +<a id="orgc18b794"></a> ## When a talk is captioned - -<a id="org94d05e0"></a> +<a id="org01680e3"></a> ## Other tasks before the conference - Coordinate volunteer schedules so all the roles are covered -<a id="orgbb11575"></a> +<a id="orgd5c51fd"></a> ## During the conference @@ -241,15 +241,20 @@ zaeph will also figure out the ffmpeg incantation for converting videos and the ### Roles needed +Each role comprises different responsibilities. A person may have multiple roles. + - Streamer - Send the combined stream to Icecast for broadcasting - Director (possibly same as streamer) - Switch scenes, manage audio volumes as needed + - Provide timekeeping information to host (especially go-live countdowns) - Host - Introduce talks and speakers - Read questions - Give time warnings - Thank speakers and transition to next talk +- Timekeeper (possibly same as host) + - Manage time based on all available information (prerecs durations, speakers not showing up, etc.) - Check in - Notice speakers checking into IRC - Get them into the correct room and help them doublecheck their audio and video quality @@ -281,12 +286,12 @@ zaeph will also figure out the ffmpeg incantation for converting videos and the - Volunteers: making sure questions get posted somewhere the speaker can see them -<a id="orgd0755d8"></a> +<a id="org4096579"></a> # Communications -<a id="org83f6043"></a> +<a id="org5dd0a6a"></a> ## TODO Ask emacsconf-org-private for feedback on early submissions @@ -311,14 +316,14 @@ Thanks! Sacha -<a id="orgd311611"></a> +<a id="orgc53b127"></a> ## TODO Early speaker notification We can accept early or send people a note saying notification of acceptance will be on Oct 15, because of the extended CFP. -<a id="orgb19b737"></a> +<a id="orgc5b64d4"></a> ### TODO Option A: Early speaker notification(?) @@ -359,7 +364,7 @@ Thank you so much! Sacha -<a id="orgc5929a1"></a> +<a id="orgba7026e"></a> ### TODO Option B: Just letting them know it's been postponed @@ -372,17 +377,17 @@ for your patience! Sacha -<a id="orga3bc5fb"></a> +<a id="orgcb9e091"></a> ## Future -<a id="org1169cc8"></a> +<a id="orgf2be03d"></a> ### Acceptance -<a id="org0099542"></a> +<a id="orga55575a"></a> #### Code @@ -440,7 +445,7 @@ Sacha (save-excursion (conf-replace-plist-in-string attrs (plist-get attrs :body))))) -<a id="org48b7b4a"></a> +<a id="org20e76d3"></a> #### Template @@ -471,7 +476,7 @@ EmacsConf organization team P.S. Please keep emacsconf-submit@gnu.org in To or Cc when replying. -<a id="org3a7b905"></a> +<a id="org55dec22"></a> ### Acknowledge pre-rec submission @@ -504,7 +509,7 @@ P.S. Please keep emacsconf-submit@gnu.org in To or Cc when replying. "Thank you so much for all the work you put into preparing a talk for EmacsConf ${year}, and thank you for submitting the prerecorded video before the conference!\n\nSacha")))) -<a id="orgfd61c36"></a> +<a id="orgd08cd41"></a> ### Captions for approval @@ -520,7 +525,7 @@ for your contribution! Sacha -<a id="org5c7354d"></a> +<a id="org8953f33"></a> ### Speakers we haven't confirmed e-mail communications with @@ -565,7 +570,7 @@ Sacha Chua (Please use Reply to All to keep emacsconf-submit@gnu.org in the loop. Thanks!) -<a id="org873bc59"></a> +<a id="orgad01f04"></a> ### Speakers who are missing prerecs @@ -586,7 +591,7 @@ Sacha Chua (conf-get-talk-info)))))) -<a id="orgff8b872"></a> +<a id="org1059aa2"></a> #### Template @@ -642,7 +647,7 @@ stream for you. Hope to hear from you soon! Sacha -<a id="org2447cff"></a> +<a id="orga199b1b"></a> ### Check-in instructions @@ -660,7 +665,7 @@ Goals: - They’re joined by the streamer and host. -<a id="orgcaafbb9"></a> +<a id="orgb2fdc34"></a> #### Code @@ -717,7 +722,7 @@ Slightly more complex because of the conditionals (buffer-list))) -<a id="orgb18ad8c"></a> +<a id="org65ef9d7"></a> #### E-mail for speakers who are planning to be at the conference @@ -745,7 +750,7 @@ Looking forward to seeing you soon! Sacha -<a id="org8d3d8a1"></a> +<a id="org03714e2"></a> #### E-mail for speakers who are not planning to be around, but who have sent us their prerecs @@ -767,7 +772,7 @@ Thank you again for being part of EmacsConf ${year}! Sacha -<a id="org101152f"></a> +<a id="org8ef5732"></a> ### Last email before the conference @@ -786,12 +791,12 @@ Sacha > also be the time at which the talk will be made available on the same page. -<a id="org47c59eb"></a> +<a id="org0d4334d"></a> ### Thank you, next steps -<a id="org460f7ff"></a> +<a id="orgd152ec0"></a> #### Code @@ -823,7 +828,7 @@ Sacha (plist-get template :body))))))) -<a id="org40f658e"></a> +<a id="orgc2bff65"></a> #### Text @@ -853,12 +858,12 @@ Thanks again for speaking at EmacsConf! Sacha -<a id="orged97eda"></a> +<a id="org42a43e5"></a> ## Archive -<a id="org88c9119"></a> +<a id="orga13628c"></a> ### DONE Second announcement: CFP @@ -889,7 +894,7 @@ emacsconf-discuss list, so as to help avoid generating extra off-topic chatter in the other lists cc'd on this message. Thank you. -<a id="orgcd960c0"></a> +<a id="orgcf40f0c"></a> ### DONE First announcement: CFP @@ -919,7 +924,7 @@ emacsconf-discuss list, so as to help avoid generating extra off-topic chatter in the other lists Cc'd on this message. Thank you. -<a id="org8939d85"></a> +<a id="org99196b5"></a> # Supporting code |