diff options
Diffstat (limited to '2022/organizers-notebook.org')
| -rw-r--r-- | 2022/organizers-notebook.org | 186 |
1 files changed, 129 insertions, 57 deletions
diff --git a/2022/organizers-notebook.org b/2022/organizers-notebook.org index f8300d6a..42259f38 100644 --- a/2022/organizers-notebook.org +++ b/2022/organizers-notebook.org @@ -34,19 +34,18 @@ or ~C-c \~ (~org-match-sparse-tree~) to see anything tagged with your tag. :END: Planned dates and phases: -| [2022-09-26] | Yes/no decisions for original submissions | -| [2022-09-30] | Original speaker notification date | -| [2022-09-26] | Yes/no decisions for original submissions | -| [2022-09-30] | Early speaker notification for original submissions | -| [2022-10-07] | Yes/no decisions for late submissions | -| [2022-10-15] | New speaker notification date (possibly only for late submissions) | -| [2022-10-30] | Ask early submitters if they can start | -| [2022-10-31] | Schedule published | -| [2022-11-05] | Target date to receive prerecs; earlier is better | -| | zaeph: reencode videos | -| | sachac: prepare talks for captioning | -| | volunteers: tech checks, captions | -| 2022-12-03, 2022-12-04 | Conference | +| [2022-09-26] | Yes/no comments for original submissions | +| [2022-09-30] | Original speaker notification date | +| [2022-10-07] | Yes/no comments for late submissions | +| [2022-10-15] | New speaker notification date (possibly only for late submissions) | +| [2022-10-22] | E-mail confirmation expected (collect public contact info for posting in program) | +| [2022-10-22] | Strongly encourage early submitters to target this date for prerecs | +| [2022-10-31] | Schedule published | +| [2022-11-05] | Target date to receive prerecs; earlier is better | +| | zaeph: reencode videos | +| | sachac: prepare talks for captioning | +| | volunteers: tech checks, captions | +| 2022-12-03, 2022-12-04 | Conference | Current phase: No prerecs to process yet, so it's a good time to focus on infrastructure @@ -68,10 +67,10 @@ Extra stuff to consider adding: ** TODO zaeph: Write viewing instructions Extra stuff to consider adding: - Suggestions for mpv-filter to invert colourscape. -** WAITING sacha: add more submissions (CFP deadline Sept 30) :sacha: +** WAITING sacha: add more submissions (CFP deadline Sept 30) :sachac: DEADLINE: <2022-09-30 Fri> - Sacha: Add submissions to emacsconf-2022-private, draft 2-day schedule by Oct 10 -** DONE sacha: copy things over from previous notebooks :sacha: +** DONE sacha: copy things over from previous notebooks :sachac: CLOSED: [2022-09-21 Wed 14:12] ** TODO corwin: Double-check sachac’s timezone conversions for availability :corwin: ** TODO corwin: Investigate streaming options, maybe OBS in the cloud :corwin: @@ -87,7 +86,7 @@ DEADLINE: <2022-11-11 Fri> ** TODO ???: Figure out web-based file upload :needsowner: 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. -** DONE sacha: Prepare to export talk information to wiki :sacha: +** DONE sacha: Prepare to export talk information to wiki :sachac: DEADLINE: <2022-10-15 Sat> [[*Export talk information to wiki][Export talk information to wiki]] @@ -97,8 +96,119 @@ CLOSED: [2022-09-21 Wed 01:17] ** TODO dto: create Org heading for scheduling caption team's live IRC duty shifts :dto: DEADLINE: <2022-09-30 Fri> +* Things to figure out / decisions to make +:PROPERTIES: +:CUSTOM_ID: decisions +:END: +** Can we nudge people to ask IRC questions in a way that will make it easier for us to follow them? + +Pain points: + +- Q&A/discussions often overlap with the next talks +- Sometimes questions don't get copied to the pad +- Fast discussions can get overwhelming + +Ideas: + +- Announce pad link at the beginning of the talk and at the start of + live Q&A, encourage most people to ask questions there +- Encourage people to start questions with Q: + - A little extra work, but not as much as including the slug + - Easier to pick out when people search + - Volunteers can restate questions easily if people forget the Q: +- Encourage people to start questions with Q-slug: (ex: Q-news: question about Emacs News Highlights, Q-journalism: ...) + - Easier to pick out questions even with overlapping Q&A/talks +- Use two or three IRC channels so that talks can rotate among channels + - Easier to pick out questions even with overlapping Q&A/talks + - Needs logging and more organizer attention +- Maybe a volunteer can have an ERC command that copies a question into a buffer, or even into the Etherpad +** How do we want to make better use of Etherpad? +Pain points: +- Lots of scrolling for speakers +- Takes some effort to move questions from IRC to the pad +*** How many pads do we want? +- One pad for everything + - Scroll down, down, down + - Easy to set up at the beginning + - Inertia +- One pad per set of talks (Saturday AM, Saturday PM, Sunday AM, Sunday PM) + - Less scrolling +- One pad per talk, plus one meta pad + - Very little scrolling + - Can send people directly to the pad +*** Do we want to host our own? +- Use etherpad.wikimedia.org + - Worked fine last year +- Host our own + - Might be able to use API to append questions to it, if we want to get super fancy +** How many BBB rooms do we want to set up? + +- One per talk + - We can send speakers a direct link to their room and they can check into it themselves + - Needs a little more work when setting up rooms and when extracting videos + - Easier for the host to join + - Check-in person can just keep an ear open in that room +- Five or so, rotating among them + - Check-in person directs the speaker to the next available room + - Worked fine last time +** Do we want to do alt-stream the same way again this year? + +- Alt stream joins the current session and then continues with it until the Q&A finishes; people join the BBB room if they want to ask questions + - Nice and convivial, Q&A still gets captured + - Inertia means most people get the main message +- Multiple streams with more space between talks, people choose which stream they want to watch + - How other conferences do it + - Speakers can attend related talks more easily + +* Roles needed +:PROPERTIES: +:CUSTOM_ID: roles +:END: +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. + +- Streamer (STREAM) + - Download prerecorded videos + - Send the combined stream to Icecast for broadcasting +- Director (DIR: corwin) - possibly same as streamer + - Switch scenes, manage audio volumes as needed + - Provide timekeeping information to host (especially go-live countdowns) +- Host (HOST: zaeph) + - 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 (CHECK) + - Notice speakers checking into IRC + - 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 +- Questions + - Copy questions from IRC and the pad to wherever the host and speaker are looking +- Pad scribe + - Organize and format people's contributions + - Add notes about links, key points, questions, answers +- Quality checker + - Doublecheck videos for potential encoding issues or compression artifacts that get in the way of viewing + - Doublecheck captions + - Doublecheck stream quality and audio volume +- Accessibility (ACCESS: dto) + - Describe visuals in #emacsconf-accessible + - Nice to have: echo the captions into #emacsconf-accessible +- Publisher (PUB: sachac) + - Announce talks in the IRC channels + - Nice to have: Update the wiki page with resources (video) + - Nice to have: Set resources to public as each talk is played (Toobnix, YouTube) + - Nice to have: Update the schedule to reflect changes throughout the day +- Captioner + - Edit automatically-generated captions to correct misrecognized words + - Nice to have: Break up the captions in better places so that subtitles are neither too long nor too short + - Perk: Get access to prerecorded videos * Other tasks and processes -** DONE Sacha: Organize volunteer information :sacha: +** DONE Sacha: Organize volunteer information :sachac: ** Export talk information to wiki [[*sacha: Prepare to export talk information to wiki][sacha: Prepare to export talk information to wiki]] *** ${year}/info/${slug}-nav @@ -219,46 +329,10 @@ Links: rsync -avzue ssh front:/var/www/media.emacsconf.org/2021/protected/*--main.webm . #+end_src + + ** During the conference -*** Roles needed -:PROPERTIES: -:CUSTOM_ID: roles -:END: -Each role comprises different responsibilities. A person may have multiple roles. -- STREAM: 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: 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: Check in - - Notice speakers checking into IRC - - 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 -- Questions - - Copy questions from IRC and the pad to wherever the host and speaker are looking -- Pad - - Organize and format people's contributions - - Add notes about links, key points, Q&A -- Quality checker - - Doublecheck stream quality and audio volume -- Accessibility - - Describe visuals in #emacsconf-accessible - - Nice to have: echo the captions into #emacsconf-accessible -- Publisher - - Announce talks in the IRC channels - - Nice to have: Update the wiki page with resources (video) - - Nice to have: Set resources to public as each talk is played (Toobnix, YouTube) - - Nice to have: Update the schedule to reflect changes throughout the day *** Set up :PROPERTIES: :CUSTOM_ID: setup @@ -1557,5 +1631,3 @@ Meant to be used with `after-save-hook'." the [[https://emacsconf.org/COPYING.CC-BY-SA][COPYING.CC-BY-SA]] and [[https://emacsconf.org/COPYING.GPL][COPYING.GPL]] files. * COMMENT Local variables -# local variables: -# |