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diff --git a/2025/organizers-notebook.md b/2025/organizers-notebook.md new file mode 100644 index 00000000..7aaab2ae --- /dev/null +++ b/2025/organizers-notebook.md @@ -0,0 +1,994 @@ +<!-- organizers-notebook.md is exported from organizers-notebook/index.org, please modify that instead. --> +[[!sidebar content=""]] + +This file is automatically exported from [/2025/organizers-notebook/index.org](/2025/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/). + +You might also like the [general organizers' notebook](/organizers-notebook) and [the organizers' notebook from 2024](/2024/organizers-notebook). + + +# Table of Contents + +- [Timeline](#timeline) +- [About this document](#about-this-doc) +- [Communications plan](#comms) +- [Good/better/best](#good-better-best) +- [Phases](#phases) + - [Set up organizers notebook](#orgfb1a81e) + - [Draft CFP](#cfp) + - [Draft schedule](#draft-schedule) + - [Prepare shift calendar, ask people to sign up](#shifts) + - [Record intros and opening remarks](#intros) +- [Check EmacsConf infrastructure](#check-emacsconf-infrastructure):project: + - [BigBlueButton](#check-emacsconf-infrastructure-bigbluebutton) + - [IRC web client](#check-emacsconf-infrastructure-irc-web-client) + - [IRC announcements](#check-emacsconf-infrastructure-irc-announcements) + - [Media](#check-emacsconf-infrastructure-media) + - [Publishing resources to the wiki](#check-emacsconf-infrastructure-publishing-resources-to-the-wiki) + - [Publishing videos to the media server](#check-emacsconf-infrastructure-publishing-videos-to-the-media-server) + - [Playing videos, switching to windows](#check-emacsconf-infrastructure-playing-videos-switching-to-windows) + - [Etherpad](#check-emacsconf-infrastructure-etherpad) + - [Do a dry run](#check-emacsconf-infrastructure-do-a-dry-run) + - [Resizing](#check-emacsconf-infrastructure-resizing) +- [Processes and notes](#processes-and-notes) + - [Hosting](#processes-and-notes-hosting) + - [ERC](#processes-and-notes-erc) +- [Decisions](#decisions) +- [Support code](#support-code) + + +<a id="timeline"></a> + +# TODO Timeline + +<table> + + +<colgroup> +<col class="org-left"> + +<col class="org-left"> + +<col class="org-right"> +</colgroup> +<tbody> +<tr> +<td class="org-left"> </td> +<td class="org-left"> </td> +<td class="org-right">Days since previous milestone</td> +</tr> + +<tr> +<td class="org-left">CFP</td> +<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2025-06-27 Fri]</span></span></td> +<td class="org-right"> </td> +</tr> + +<tr> +<td class="org-left">CFP deadline</td> +<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2025-09-19 Fri]</span></span></td> +<td class="org-right">84</td> +</tr> + +<tr> +<td class="org-left">Speaker notifications</td> +<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2025-09-26 Fri]</span></span></td> +<td class="org-right"> </td> +</tr> + +<tr> +<td class="org-left"><b>Publish schedule</b></td> +<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2025-10-24 Fri]</span></span></td> +<td class="org-right"> </td> +</tr> + +<tr> +<td class="org-left">Video submission deadline</td> +<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2025-10-31 Fri]</span></span></td> +<td class="org-right">42</td> +</tr> + +<tr> +<td class="org-left">EmacsConf</td> +<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2025-12-06 Sat]</span></span></td> +<td class="org-right">36</td> +</tr> +</tbody> +</table> + +We like to have at least a month to work on audio +normalization and transcription, and we want +speakers to have at least a month to work on their +videos (considering early submissions will already +have gotten started on processing). + + +<a id="about-this-doc"></a> + +# About this document + +Tags: + +- `conforg`: Requires access to private conf.org repository + + +<a id="comms"></a> + +# Communications plan + +Objectives: + +- keep everyone in the loop without them feeling like they’re overloaded + +Everyone: + +- [ ] Call for participation (speakers and volunteers) +- [ ] Reminder about CFP +- [ ] Last call + +Speakers: + +- [ ] Send all speakers backstage access and upload instructions +- [ ] Send all speakers check-in instructions + +Volunteers: + +- [ ] Send captioning volunteers the backstage info +- [ ] Send past captioning volunteers an invitation to participate - ask when there’s a lot of load +- [ ] Ask for help with audio processing + + +<a id="good-better-best"></a> + +# Good/better/best + +This table makes it easier to move the slider depending on who wants +to volunteer and how much we can get done. At some point, we’ll figure +out how to track our current status so we know what we need to +scramble to do in order to get the conference off the ground. **bold** +is our current goal. Feel free to volunteer for anything that +interests you! + +<table> + + +<colgroup> +<col class="org-left"> + +<col class="org-left"> + +<col class="org-left"> + +<col class="org-left"> +</colgroup> +<tbody> +<tr> +<td class="org-left"> </td> +<td class="org-left">Good</td> +<td class="org-left">Better</td> +<td class="org-left">Best</td> +</tr> + +<tr> +<td class="org-left">Streaming</td> +<td class="org-left">Regular stream</td> +<td class="org-left">+ alternate streams on PeerTube</td> +<td class="org-left">+ alternate streams on YouTube</td> +</tr> + +<tr> +<td class="org-left">480p</td> +<td class="org-left">Same on live</td> +<td class="org-left">Separate node</td> +<td class="org-left">Ansible setup</td> +</tr> + +<tr> +<td class="org-left">Audio normalization</td> +<td class="org-left">Core org handling it</td> +<td class="org-left">Other volunteer</td> +<td class="org-left">Multiple volunteers</td> +</tr> + +<tr> +<td class="org-left">Video resolution</td> +<td class="org-left">Usual reminders</td> +<td class="org-left">Extra reminders</td> +<td class="org-left">Everyone remembering to use a large font size</td> +</tr> + +<tr> +<td class="org-left">Intros</td> +<td class="org-left">Standard, recorded</td> +<td class="org-left">Reviewed by speakers</td> +<td class="org-left">More details/context</td> +</tr> + +<tr> +<td class="org-left">Pad</td> +<td class="org-left">v1.9.7</td> +<td class="org-left">v2.x</td> +<td class="org-left"> </td> +</tr> +</tbody> +</table> + + +<a id="phases"></a> + +# Phases + + +<a id="orgfb1a81e"></a> + +## DONE Set up organizers notebook + + +<a id="cfp"></a> + +## TODO Draft CFP + + +#### Draft linked pages + +- [X] cfp +- [X] submit page +- [X] year index + + +#### TODO Check with other organizers + + +#### TODO Post CFP in the usual places + +emacsconf-discuss, reddit.com/r/emacs, Emacs News, emacs-tangents, Mastodon, X + + +<a id="draft-schedule"></a> + +## TODO Draft schedule + +<svg width="800" height="300" version="1.1" xmlns="http://www.w3.org/2000/svg" xmlns:xlink="http://www.w3.org/1999/xlink"><title>Graphical view of the schedule</title><g transform="translate(0,0)"><title>Schedule for Saturday</title><rect width="800" height="150" x="0" y="0" fill="white"></rect><text font-size="10" fill="black" y="12" x="3">Saturday</text><a href="https://emacsconf.org/2025/talks/sat-open" title="Saturday opening remarks" data-slug="sat-open"><title> 9:00- 9:10 Saturday opening remarks</title><rect x="0" y="15" opacity="0.8" width="15" height="59" stroke="black" stroke-dasharray="5,5,5" fill="gray"></rect><g transform="translate(13,73)"><text fill="black" x="0" y="0" font-size="10" transform="rotate(-90)">sat-open</text></g></a><a href="https://emacsconf.org/2025/talks/sat-close" title="Saturday closing remarks" data-slug="sat-close"><title> 4:30- 4:40 Saturday closing remarks</title><rect x="705" y="15" opacity="0.8" width="15" height="59" stroke="black" stroke-dasharray="5,5,5" fill="gray"></rect><g transform="translate(718,73)"><text fill="black" x="0" y="0" font-size="10" transform="rotate(-90)">sat-close</text></g></a><g transform="translate(0,15)"><line stroke="darkgray" x1="0" y1="0" x2="0" y2="120"></line><text fill="black" x="0" y="133" font-size="10" text-anchor="left">9 AM</text></g><g transform="translate(94,15)"><line stroke="darkgray" x1="0" y1="0" x2="0" y2="120"></line><text fill="black" x="0" y="133" font-size="10" text-anchor="left">10 AM</text></g><g transform="translate(188,15)"><line stroke="darkgray" x1="0" y1="0" x2="0" y2="120"></line><text fill="black" x="0" y="133" font-size="10" text-anchor="left">11 AM</text></g><g transform="translate(282,15)"><line stroke="darkgray" x1="0" y1="0" x2="0" y2="120"></line><text fill="black" x="0" y="133" font-size="10" text-anchor="left">12 PM</text></g><g transform="translate(376,15)"><line stroke="darkgray" x1="0" y1="0" x2="0" y2="120"></line><text fill="black" x="0" y="133" font-size="10" text-anchor="left">1 PM</text></g><g transform="translate(470,15)"><line stroke="darkgray" x1="0" y1="0" x2="0" y2="120"></line><text fill="black" x="0" y="133" font-size="10" text-anchor="left">2 PM</text></g><g transform="translate(564,15)"><line stroke="darkgray" x1="0" y1="0" x2="0" y2="120"></line><text fill="black" x="0" y="133" font-size="10" text-anchor="left">3 PM</text></g><g transform="translate(658,15)"><line stroke="darkgray" x1="0" y1="0" x2="0" y2="120"></line><text fill="black" x="0" y="133" font-size="10" text-anchor="left">4 PM</text></g><g transform="translate(752,15)"><line stroke="darkgray" x1="0" y1="0" x2="0" y2="120"></line><text fill="black" x="0" y="133" font-size="10" text-anchor="left">5 PM</text></g></g><g transform="translate(0,150)"><title>Schedule for Sunday</title><rect width="800" height="150" x="0" y="0" fill="white"></rect><text font-size="10" fill="black" y="12" x="3">Sunday</text><a href="https://emacsconf.org/2025/talks/sun-open" title="Sunday opening remarks" data-slug="sun-open"><title> 9:00- 9:10 Sunday opening remarks</title><rect x="0" y="15" opacity="0.8" width="15" height="59" stroke="black" stroke-dasharray="5,5,5" fill="gray"></rect><g transform="translate(13,73)"><text fill="black" x="0" y="0" font-size="10" transform="rotate(-90)">sun-open</text></g></a><a href="https://emacsconf.org/2025/talks/sun-close" title="Sunday closing remarks" data-slug="sun-close"><title> 1:00- 1:10 Sunday closing remarks</title><rect x="376" y="15" opacity="0.8" width="15" height="59" stroke="black" stroke-dasharray="" fill="gray"></rect><g transform="translate(389,73)"><text fill="black" x="0" y="0" font-size="10" transform="rotate(-90)">sun-close</text></g></a><g transform="translate(0,15)"><line stroke="darkgray" x1="0" y1="0" x2="0" y2="120"></line><text fill="black" x="0" y="133" font-size="10" text-anchor="left">9 AM</text></g><g transform="translate(94,15)"><line stroke="darkgray" x1="0" y1="0" x2="0" y2="120"></line><text fill="black" x="0" y="133" font-size="10" text-anchor="left">10 AM</text></g><g transform="translate(188,15)"><line stroke="darkgray" x1="0" y1="0" x2="0" y2="120"></line><text fill="black" x="0" y="133" font-size="10" text-anchor="left">11 AM</text></g><g transform="translate(282,15)"><line stroke="darkgray" x1="0" y1="0" x2="0" y2="120"></line><text fill="black" x="0" y="133" font-size="10" text-anchor="left">12 PM</text></g><g transform="translate(376,15)"><line stroke="darkgray" x1="0" y1="0" x2="0" y2="120"></line><text fill="black" x="0" y="133" font-size="10" text-anchor="left">1 PM</text></g><g transform="translate(470,15)"><line stroke="darkgray" x1="0" y1="0" x2="0" y2="120"></line><text fill="black" x="0" y="133" font-size="10" text-anchor="left">2 PM</text></g><g transform="translate(564,15)"><line stroke="darkgray" x1="0" y1="0" x2="0" y2="120"></line><text fill="black" x="0" y="133" font-size="10" text-anchor="left">3 PM</text></g><g transform="translate(658,15)"><line stroke="darkgray" x1="0" y1="0" x2="0" y2="120"></line><text fill="black" x="0" y="133" font-size="10" text-anchor="left">4 PM</text></g><g transform="translate(752,15)"><line stroke="darkgray" x1="0" y1="0" x2="0" y2="120"></line><text fill="black" x="0" y="133" font-size="10" text-anchor="left">5 PM</text></g></g></svg> + +Legend: + +- light blue: constraint is <= a time +- peach: constraint is >= a time +- solid line: Q&A will be through BigBlueButton web conference +- dashed line: Q&A will be IRC/Etherpad during the event or e-mail after the event + +Notes: + +- Sun: + - Sunday morning in 2023 had some packet loss issues at around 9:30, so we’ll start with some talks that don’t have BBB Q&A: [students](https://emacsconf.org/2025/talks/students "nil"), [links](https://emacsconf.org/2025/talks/links "nil"), [regex](https://emacsconf.org/2025/talks/regex "nil") + + +<a id="shifts"></a> + +## TODO Prepare shift calendar, ask people to sign up + +<a name="shifts"></a> + +AM: 9-12 PM EST, PM: 1-5 PM EST (plus a little extra for setup/transition) + +Saturday Dec 6 2025 + +<table id="org41669c9"> + + +<colgroup> +<col class="org-left"> + +<col class="org-right"> + +<col class="org-right"> + +<col class="org-left"> + +<col class="org-left"> + +<col class="org-left"> + +<col class="org-left"> + +<col class="org-left"> + +<col class="org-left"> +</colgroup> +<thead> +<tr> +<th scope="col" class="org-left"> </th> +<th scope="col" class="org-right">Start</th> +<th scope="col" class="org-right">End</th> +<th scope="col" class="org-left"><a href="https://emacsconf.org/2023/volunteer/host/">Host</a></th> +<th scope="col" class="org-left">Streamer</th> +<th scope="col" class="org-left"><a href="https://emacsconf.org/2023/volunteer/checkin/">Checkin</a></th> +<th scope="col" class="org-left"><a href="https://emacsconf.org/2023/volunteer/irc/">IRC</a></th> +<th scope="col" class="org-left"><a href="https://emacsconf.org/2023/volunteer/pad/">Pad</a></th> +<th scope="col" class="org-left">Coord</th> +</tr> +</thead> +<tbody> +<tr> +<td class="org-left">Gen AM</td> +<td class="org-right">09:00</td> +<td class="org-right">12:00</td> +<td class="org-left"> </td> +<td class="org-left"> </td> +<td class="org-left"> </td> +<td class="org-left"> </td> +<td class="org-left"> </td> +<td class="org-left"> </td> +</tr> + +<tr> +<td class="org-left">Gen PM</td> +<td class="org-right">13:00</td> +<td class="org-right">17:00</td> +<td class="org-left"> </td> +<td class="org-left"> </td> +<td class="org-left"> </td> +<td class="org-left"> </td> +<td class="org-left"> </td> +<td class="org-left"> </td> +</tr> + +<tr> +<td class="org-left">Dev AM</td> +<td class="org-right">10:00</td> +<td class="org-right">12:00</td> +<td class="org-left"> </td> +<td class="org-left"> </td> +<td class="org-left"> </td> +<td class="org-left"> </td> +<td class="org-left"> </td> +<td class="org-left"> </td> +</tr> + +<tr> +<td class="org-left">Dev PM</td> +<td class="org-right">13:00</td> +<td class="org-right">17:00</td> +<td class="org-left"> </td> +<td class="org-left"> </td> +<td class="org-left"> </td> +<td class="org-left"> </td> +<td class="org-left"> </td> +<td class="org-left"> </td> +</tr> +</tbody> +</table> + +Sunday Dec 7 2024 + +<table id="org4d31e61"> + + +<colgroup> +<col class="org-left"> + +<col class="org-right"> + +<col class="org-right"> + +<col class="org-left"> + +<col class="org-left"> + +<col class="org-left"> + +<col class="org-left"> + +<col class="org-left"> + +<col class="org-left"> +</colgroup> +<thead> +<tr> +<th scope="col" class="org-left"> </th> +<th scope="col" class="org-right">Start</th> +<th scope="col" class="org-right">End</th> +<th scope="col" class="org-left"><a href="https://emacsconf.org/2023/volunteer/host/">Host</a></th> +<th scope="col" class="org-left">Streamer</th> +<th scope="col" class="org-left"><a href="https://emacsconf.org/2023/volunteer/checkin/">Checkin</a></th> +<th scope="col" class="org-left"><a href="https://emacsconf.org/2023/volunteer/irc/">IRC</a></th> +<th scope="col" class="org-left"><a href="https://emacsconf.org/2023/volunteer/pad/">Pad</a></th> +<th scope="col" class="org-left">Coord</th> +</tr> +</thead> +<tbody> +<tr> +<td class="org-left">Gen AM</td> +<td class="org-right">09:00</td> +<td class="org-right">12:00</td> +</tr> + +<tr> +<td class="org-left">Gen PM</td> +<td class="org-right">13:00</td> +<td class="org-right">17:00</td> +</tr> +</tbody> +</table> + +Backups: + +- dev host/streamer: +- gen host/streamer: +- checkin, IRC, pad: + +Interested in a shift? Please e-mail <mailto:emacsconf-org-private@gnu.org> and we’ll help you figure out what you need to learn. + + `(setq emacsconf-shifts + (list + ,@(apply #'append + (mapcar + (lambda (day) + (let ((headers + (mapcar + (lambda (field) + (intern + (concat + ":" + (downcase + (if (string-match org-link-bracket-re field) + (match-string 2 field) + field))))) + (seq-drop (car (cadr day)) 3)))) + (mapcar + (lambda (row) + (apply #'append + (list 'list :id + (when (string-match "^\\([^ ]+\\) \\(AM\\|PM\\)" (car row)) + (format "%s-%s-%s" + (car day) + (downcase (match-string 2 (car row))) + (downcase (match-string 1 (car row))))) + :track + (if (string-match "^Gen" (car row)) "General" "Development") + :start + (format "%sT%s:00%s" + (elt day 2) + (elt row 1) + emacsconf-timezone-offset) + :end + (format "%sT%s:00%s" + (elt day 2) + (elt row 2) + emacsconf-timezone-offset)) + (seq-map-indexed + (lambda (value index) + (unless (string= value "") + (list (elt headers index) value))) + (seq-drop row 3)))) + (cdr (cadr day))) + )) + (list + (list "sat" sat "2024-12-07") + (list "sun" sun "2024-12-08")))))) + + +<a id="intros"></a> + +## Record intros and opening remarks + + +### TODO Record sat-open remarks :emacsconf:record: + +Welcome to EmacsConf 2025, where we have fun +exploring how much we can do with a text editor. +It’s hard to give a general overview +of all the cool talks today and tomorrow, +so you can flip through the talks +and see what sparks your interests. +Don’t feel limited to one track or another. +The best parts of EmacsConf are the conversations. +The wiki has a page on how to watch and participate, +and I’ll give you a quick overview as well. +You can watch both streams at live.emacsconf.org +using free and open source software. +Using a streaming media player like mpv +seems to be the best way to watch in terms of performance +but there are also web-based players +just in case that’s all you’ve got. +The schedule shows the General track on top +and the Development track on the bottom, +so you can see what else is going on. +As you’re watching the talks, +you can refer to the schedule in another window. +Hover over the boxes to see the times and titles, +and click on the boxes in the schedule +to jump to the talk’s page for more details. +You can also get the schedule as an iCalendar file +or as an Org file in different time zones. +Many talks will be followed by +live Q&A web conferences with the speaker, +which will be done in BigBlueButton or BBB. +These are indicated with a solid border on the schedule +and by Q&A: BBB on the schedule page. +You can join the web conference room +by clicking on the BBB link +on the schedule page or the talk’s webpage. +Then you can ask your questions yourself when the Q&A starts. +To improve performance, please keep your webcam off +and stay muted until it’s your turn to talk. +If you don’t like Javascript, +you can still ask questions via IRC +and the hosts can read them out for you. +We’re probably going to automatically switch +between talks and Q&A sessions, +so the transitions on the stream might be a little sudden. + +People in the BigBlueButton room +can continue the conversation +even after the talk moves off-stream. +and you can also reach out to the speakers +using the contact information on the talk page. + +Other talks will have Q&A via Etherpad or IRC, +depending on what the speakers prefer. +This is indicated in the schedule with a dashed border +and on the schedule page as well. +Some talks will have the Q&A after the event, +so you can add your questions to their Etherpad +or ask on IRC. +We’ll e-mail the speakers afterwards +and update the talk pages when they answer. +The schedule pages and track pages have quick shortcuts +so that you can find out more about talks, open the Etherpads, +and join the Q&A sessions. The watch page has more tips +on how to make the most of Q&A. +If you can, please add notes and ask questions +in the Etherpad for the talk. That makes it easier +for everyone to share their notes, +and speakers and hosts can read the questions from there. +We’ll copy the notes to the talk pages afterwards. +We have one pad for each talk, +so you can follow the links to get to the next one +or go back to the schedule and get the link from there. +If you have general feedback about +the conference itself, please put it in +pad.emacsconf.org/2025 , which is linked on each pad. +You can also use this as a general community message board +for things like Help Wanted. +Internet Relay Chat or IRC can be another great way +to be part of lots of conversations. +You can use chat.emacsconf.org to join the IRC channels +through your web browser. The tabs on the left can help you +switch between the different channels. +There’s #emacsconf-gen for the General track +and #emacsconf-dev for the Development track. +If you need to reach us, you can join #emacsconf-org +or e-mail emacsconf-org-private@gnu.org. +You can use #emacsconf for hallway conversations. +Of course, you can join any of these channels +with your favourite IRC client. +You can connect to irc.libera.chat +port 6697 with TLS. +Once again, we’re going to be streaming with open captions +for most of the talks this year, thanks to our speakers and +captioning volunteers. The captioned talks are indicated +on the schedule, and with any luck, we’ll be posting +transcripts on talk pages shortly after the talks start. +If you need additional accommodations, +please let us know in #emacsconf-org +and we’ll see if we can make things happen. +If something goes down, we’ll update status.emacsconf.org. +If it doesn’t look like we’ve noticed yet, +please let us know in the #emacsconf-org IRC channel, +where we will be quietly panicking. +In all of these conversations, please keep in mind +our guidelines for conduct. You can find them on the wiki, +They basically boil down to: please be nice. +If all goes well, the prerecorded talks and transcripts +should be available from the talk pages +shortly after they start playing, +and we’ll post the recordings of live talks +and Q&A sessions within the next month or so. +If you’d like to get an update, you can subscribe to +the emacsconf-discuss mailing list. +All right, let’s get going. +Leo is hosting the general track, +and Corwin hosting the development track. +The other volunteers and I will run around mostly backstage, +and you’ll probably meet us in the closing remarks. +That’s also where we get to thank +all the people and organizations +who make EmacsConf possible. +Thanks for coming to EmacsConf 2025. + + +### TODO Record sun-open remarks + +Welcome to the second day of EmacsConf 2025. +The best parts of EmacsConf are the conversations. +The wiki has a page on how to watch and participate, +and I’ll give you a quick overview as well. +You can watch the stream at live.emacsconf.org +using free and open source software. +Using a streaming media player like mpv +seems to be the best way to watch in terms of performance +but there are also web-based players +just in case that’s all you’ve got. +As you’re watching the talks, +you can refer to the schedule in another window. +Hover over the boxes to see the times and titles, +and click on the boxes in the schedule +to jump to the talk’s page for more details. +You can also get the schedule as an iCalendar file +or as an Org file in different time zones. + +Many talks will be followed by +live Q&A web conferences with the speaker, +which will be done in BigBlueButton or BBB. +These are indicated with a solid border on the schedule +and by Q&A: BBB on the schedule page. +You can join the web conference room +by clicking on the BBB link +on the schedule page or the talk’s webpage. +Then you can ask your questions yourself when the Q&A starts. +To improve performance, please keep your webcam off +and stay muted until it’s your turn to talk. +If you don’t like Javascript, +you can still ask questions via IRC +and the hosts can read them out for you. + +We’re probably going to automatically switch +between talks and Q&A sessions, +so the transitions on the stream might be a little sudden, +People in the BigBlueButton room +can continue the conversation +even after the talk moves off-stream, +and you can also reach out to the speakers +using the contact information on the talk page. + +Other talks will have Q&A via Etherpad or IRC, +depending on what the speakers prefer. +This is indicated in the schedule with a dashed border +and on the schedule page as well. +Please ask your questions in the recommended places +so that the speakers can easily see them. + +Some talks will have the Q&A after the event, +so you can add your questions to their Etherpad. +We’ll e-mail the speakers afterwards +and update the talk pages when they answer. + +We’re going to start Sunday morning +with more IRC/Etherpad Q&A +to try to get around +some of the bandwidth issues +that we noticed last year. + +The schedule pages and track pages have quick shortcuts +so that you can find out more about talks, open the Etherpads, +and join the Q&A sessions. The watch page has more tips +on how to make the most of Q&A. +If you can, please add notes and ask questions +in the Etherpad for the talk. That makes it easier +for everyone to share their notes, +and speakers and hosts can read the questions from there. +We’ll copy the notes to the talk pages afterwards. +We have one pad for each talk, +so you can follow the links to get to the next one +or go back to the schedule and get the link from there. +If you have general feedback about +the conference itself, please put it in +pad.emacsconf.org/2025 , which is linked on each pad. +You can also use this as a general community message board +for things like Help Wanted. +Internet Relay Chat or IRC can be another great way +to be part of lots of conversations. +You can use chat.emacsconf.org to join the IRC channels +through your web browser. The tabs on the left can help you +switch between the different channels. +Most discussions will be in +\#emacsconf-gen for the General track. +If you need to reach us, you can join #emacsconf-org +or e-mail emacsconf-org-private@gnu.org. +You can use #emacsconf for hallway conversations. +Of course, you can join any of these channels +with your favourite IRC client. +You can connect to irc.libera.chat +port 6697 with TLS. +Once again, we’re going to be streaming with open captions +for most of the talks this year, thanks to our speakers and +captioning volunteers. The captioned talks are indicated +on the schedule, and with any luck, we’ll be posting +transcripts on talk pages shortly after the talks start. +If you need additional accommodations, +please let us know in #emacsconf-org +and we’ll see if we can make things happen. +If something goes down, we’ll update status.emacsconf.org. +If it doesn’t look like we’ve noticed yet, +please let us know in the #emacsconf-org IRC channel, +where we will be quietly panicking. +In all of these conversations, please keep in mind +our guidelines for conduct. You can find them on the wiki, +They basically boil down to: please be nice. +If all goes well, the prerecorded talks and transcripts +should be available from the talk pages +shortly after they start playing, +and we’ll post the recordings of live talks +and Q&A sessions within the next month or so. +If you’d like to get an update, you can subscribe to +the emacsconf-discuss mailing list. +All right, let’s get going. +Leo Vivier is hosting the general track again today. +The other volunteers and I will run around mostly backstage, +and you’ll probably meet us in the closing remarks. +That’s also where we get to thank +all the people and organizations +who make EmacsConf even possible. +Thanks for coming to EmacsConf 2025. + + +<a id="check-emacsconf-infrastructure"></a> + +# TODO Check EmacsConf infrastructure :project: + +- [ ] IRC +- [ ] Streaming assets +- [ ] Publishing to the wiki +- [ ] Web conference +- [ ] OBS +- [ ] Publishing to the media server +- [ ] Etherpad +- [ ] Streaming +- [ ] Toobnix +- [ ] YouTube +- [ ] Mumble: Can join from my phone, can speak on stream + + +<a id="check-emacsconf-infrastructure-bigbluebutton"></a> + +## TODO BigBlueButton + +- Plan: Scale up the bbb.emacsverse.org on Sacha’s Linode account +- [Installation notes from last year](https://emacsconf.org/2024/organizers-notebook/#check-emacsconf-infrastructure-bigbluebutton) + + +### TODO Create meeting rooms for each speaker + +[Creating talk BBB rooms](file:///home/sacha/proj/emacsconf/wiki/organizers-notebook/index.md) + + +### TODO Back up after the conference + +[Backing up BBB](file:///home/sacha/proj/emacsconf/wiki/organizers-notebook/index.md) + + +### TODO Set up moderator access codes for all the meeting rooms, and make it so people can start the meeting + +[Setting up moderator access codes](file:///home/sacha/proj/emacsconf/wiki/organizers-notebook/index.md) + + +### TODO Check BBB audio from my phone + + +### Customize BigBlueButton branding + + +#### TODO Change background presentation + +<https://docs.bigbluebutton.org/3.0/administration/customize/#change-the-default-presentation> + + +#### TODO Modify landing page + +/var/www/bigbluebutton-default/assets/index.html +keep backup copy as it will be overwritten when bbb-conf is called + + +#### TODO Change default welcome message + +<https://docs.bigbluebutton.org/3.0/administration/customize/#change-the-default-welcome-message> + + +#### TODO Change html5 title + +/usr/share/bigbluebutton/html5-client/private/config/settings.yml + +TARGET=/usr/share/bigbluebutton/html5-client/private/config/settings.yml +yq e -i “.public.app.clientTitle = \\”EmacsConf\\“” $TARGET + + +#### TODO Try live captions + +<https://docs.bigbluebutton.org/3.0/administration/customize/#enable-live-captions> + + +#### TODO Explore meeting layout? Default to custom, hosts will need to drag people’s webcam over if there’s a share + + +<a id="check-emacsconf-infrastructure-irc-web-client"></a> + +## IRC web client + + +### TODO Ask libera.chat to increase connections allowed from chat.emacsconf.org on Dec 6 and 7 + +[IRC web client](file:///home/sacha/proj/emacsconf/wiki/organizers-notebook/index.md) + + +<a id="check-emacsconf-infrastructure-irc-announcements"></a> + +## IRC announcements + + +### TODO Confirm manual IRC announcements + + +### TODO Confirm automated IRC announcements from res + + +<a id="check-emacsconf-infrastructure-media"></a> + +## Media + + +### TODO Switch public media to unprotected root before the conference + +1. Clear public media directory. +2. Set `media_protect_root` to false in Ansible `group_vars/all.yml`. +3. `ansible-playbook -i inventory.yml prod-playbook.yml --tags media` + +You can generate the index with `emacsconf-publish-update-media`. + + +<a id="check-emacsconf-infrastructure-publishing-resources-to-the-wiki"></a> + +## TODO Publishing resources to the wiki + +ansible-playbook -i inventory.yml prod-playbook.yml –tags publish + + +<a id="check-emacsconf-infrastructure-publishing-videos-to-the-media-server"></a> + +## TODO Publishing videos to the media server + + +<a id="check-emacsconf-infrastructure-playing-videos-switching-to-windows"></a> + +## Playing videos, switching to windows + + +### TODO Generate test videos for everything + + +### TODO Document how to get that set up again + + +<a id="check-emacsconf-infrastructure-etherpad"></a> + +## Etherpad + + +### TODO Generate pads for all the talks + + +### TODO Generate the main index + + +<a id="check-emacsconf-infrastructure-do-a-dry-run"></a> + +## TODO Do a dry run + + +### TODO Generate all the test assets + + +### TODO Test connecting to VNC and streaming via OBS + + +<a id="check-emacsconf-infrastructure-resizing"></a> + +## Resizing + +live0: 64GB +front0: 32GB +meet: 64GB + + +### TODO Resize nodes before production + +live0: 64GB +front0: 32GB +meet: 64GB + + +### TODO Resize nodes after production + +live0: nanode +front0: nanode + + +### TODO Resize meet after production + +meet: nanode + + +<a id="processes-and-notes"></a> + +# Processes and notes + + +<a id="processes-and-notes-hosting"></a> + +## Hosting + + +### TODO Finalize host for dev track + + +<a id="processes-and-notes-erc"></a> + +## ERC + +Some convenient commands are defined in <a href="https://git.emacsconf.org/emacsconf-el/tree/emacsconf-erc.el">emacsconf-erc.el</a>. + +<table> + + +<colgroup> +<col class="org-left"> + +<col class="org-left"> +</colgroup> +<tbody> +<tr> +<td class="org-left">/opall</td> +<td class="org-left">Grant operator status in the Emacsconf channels</td> +</tr> + +<tr> +<td class="org-left">/deopall</td> +<td class="org-left">Remove operator status in the Emacsconf channels</td> +</tr> + +<tr> +<td class="org-left">/conftopic</td> +<td class="org-left">Set the first part of the topic</td> +</tr> +</tbody> +</table> + + +<a id="decisions"></a> + +# Decisions + + +<a id="support-code"></a> + +# Support code + + (defun my-ox-link-path (link _ info) + (let* ((raw-path (org-element-property :path link))) + (setq raw-path + (org-export-file-uri + (org-publish-file-relative-name raw-path info))) + ;; Possibly append `:html-link-home' to relative file + ;; name. + (let ((home (and (plist-get info :html-link-home) + (org-trim (plist-get info :html-link-home))))) + (when (and home + (plist-get info :html-link-use-abs-url) + (not (file-name-absolute-p raw-path))) + (setq raw-path (concat (file-name-as-directory home) raw-path)))) + raw-path)) + + (defun my-org-md-link (link desc info) + (if (string= (org-element-property :type link) "file") + (let ((path (my-ox-link-path link desc info))) + (if (string= (file-name-extension path) "svg") + (with-temp-buffer + (insert-file-contents-literally path) + (buffer-string)) + (org-md-link link desc info))) + (org-md-link link desc info))) + + (with-eval-after-load 'ox-md + (setf + (alist-get 'link (org-export-backend-transcoders (org-export-get-backend 'md))) + 'my-org-md-link)) + |