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| -rw-r--r-- | organizers-notebook.md | 375 | ||||
| -rw-r--r-- | organizers-notebook/index.org | 175 |
2 files changed, 499 insertions, 51 deletions
diff --git a/organizers-notebook.md b/organizers-notebook.md index ef153a5f..2ff20b0d 100644 --- a/organizers-notebook.md +++ b/organizers-notebook.md @@ -20,43 +20,48 @@ This document is the general organizers' notebook that can be used as a starting - [Create the public organizers’ notebook in the wiki](#starting-up-the-conference-planning-process-create-the-public-organizers-notebook-in-the-wiki) - [Phases and lessons learned](#phases-and-lessons-learned) - [Draft CFP](#phases-and-lessons-learned-draft-cfp) - - [Announce](#org897f0c8) - - [Process proposals](#orgd12f3b1) - - [Accept proposals](#orgcbfca65) + - [Announce](#phases-and-lessons-learned-announce) + - [Process proposals](#phases-and-lessons-learned-process-proposals) + - [Accept proposals](#phases-and-lessons-learned-accept-proposals) - [Draft schedule](#draft-schedule) - - [Set up backstage and upload](#orgdbb77f2) - - [Post the schedule](#org9456d25) - - [Process uploaded files](#org75e87bb) - - [Generate assets](#org125bd75) - - [Prepare the infrastructure](#org9759aa9) - - [Getting ready for captions](#org9f978d1) + - [Set up backstage and upload](#phases-and-lessons-learned-set-up-backstage-and-upload) + - [Post the schedule](#phases-and-lessons-learned-post-the-schedule) + - [Process uploaded files](#phases-and-lessons-learned-process-uploaded-files) + - [Generate assets](#phases-and-lessons-learned-generate-assets) + - [Prepare the infrastructure](#phases-and-lessons-learned-prepare-the-infrastructure) + - [Getting ready for captions](#phases-and-lessons-learned-getting-ready-for-captions) - [Getting ready for the conference](#pre-conf) - [During the conference](#conf) -- [General infrastructure](#org85c6f49) + - [After the conference](#phases-and-lessons-learned-after-the-conference) +- [General infrastructure](#general-infrastructure) + - [Linode instance sizes](#general-infrastructure-linode-instance-sizes) + - [File uploads](#upload) - [Icecast](#icecast) - [Watching pages](#watch) - [VNC](#vnc) - [Streaming with OBS](#obs) - - [Shell scripts](#orgab7108a) + - [Shell scripts](#general-infrastructure-shell-scripts) - [Backstage](#backstage) - - [IRC web client](#org5545d42) - - [Etherpad](#orgd7fd9ee) + - [IRC web client](#general-infrastructure-irc-web-client) + - [Etherpad](#general-infrastructure-etherpad) - [Publishing media to the server and to the wiki](#media) - - [Automated IRC announcements](#org75cad9b) + - [Automated IRC announcements](#general-infrastructure-automated-irc-announcements) - [BigBlueButton](#bbb) - - [Manual IRC announcements](#org5a3d818) - - [Low-res stream](#orge08d62d) - - [Upload talks to YouTube](#org7f2e95e) - - [Restream to YouTube](#org0cc19c3) + - [Manual IRC announcements](#general-infrastructure-manual-irc-announcements) + - [Low-res stream](#general-infrastructure-low-res-stream) + - [Upload talks to YouTube](#general-infrastructure-upload-talks-to-youtube) + - [Restream to YouTube](#general-infrastructure-restream-to-youtube) - [Other process notes](#other) - [Adding another user to BBB](#bbb-user) - - [When a talk is added after the schedule has already been drafted](#org4efd774) + - [When a talk is added after the schedule has already been drafted](#other-process-notes-when-a-talk-is-added-after-the-schedule-has-already-been-drafted) - [When a talk is cancelled](#cancel-talk) + - [When a talk changes title](#other-process-notes-when-a-talk-changes-title) - [When a talk Q&A changes method](#change-talk-qa) - - [When a system is down](#org17cc58c) - - [When we need to bring on a last-minute volunteer](#org4636e4e) - - [Checking people in](#org811d67a) - - [Ansible](#org5d78595) + - [To play the other stream](#other-process-notes-to-play-the-other-stream) + - [When a system is down](#other-process-notes-when-a-system-is-down) + - [When we need to bring on a last-minute volunteer](#other-process-notes-when-we-need-to-bring-on-a-last-minute-volunteer) + - [Checking people in](#other-process-notes-checking-people-in) + - [Ansible](#other-process-notes-ansible) <a id="starting-up-the-conference-planning-process"></a> @@ -157,7 +162,7 @@ Put inside double square brackets: `!template id=pagedraft` - Put the speaker introduction right after the talk description for easier web page copying. -<a id="org897f0c8"></a> +<a id="phases-and-lessons-learned-announce"></a> ## Announce @@ -165,7 +170,25 @@ Put inside double square brackets: `!template id=pagedraft` - Submit to <https://foss.events/> -<a id="orgd12f3b1"></a> +### Promote the conference + +Submit to <https://foss.events/> + +Maybe it would be good to get in touch with podcasts like + +- [System Crafters](https://systemcrafters.net/) +- [This Week in Linux](https://www.youtube.com/playlist?list=PLbFVcOQ-YH_LRP687N0YeN78YZmBp5wqF) +- [Linux Unplugged](https://linuxunplugged.com/) +- [Ask Noah](http://asknoahshow.com/) +- [Linux After Dark](https://linuxafterdark.net/) +- [Lispy Gopher Show](https://anonradio.net/) + +etc to give a heads up on EmacsConf before it +happens and also mention to them when videos are +available to spark more interest. + + +<a id="phases-and-lessons-learned-process-proposals"></a> ## Process proposals @@ -194,7 +217,7 @@ When proposals come in: PUBLIC\_EMAIL -<a id="orgcbfca65"></a> +<a id="phases-and-lessons-learned-accept-proposals"></a> ## Accept proposals @@ -227,7 +250,7 @@ For each talk: - Add missing items to plan -<a id="orgdbb77f2"></a> +<a id="phases-and-lessons-learned-set-up-backstage-and-upload"></a> ## Set up backstage and upload @@ -238,7 +261,7 @@ Lessons learned: - Next year, let’s get upload.emacsconf.org in place as the domain name so that people don’t try to FTP files to it. -<a id="org9456d25"></a> +<a id="phases-and-lessons-learned-post-the-schedule"></a> ## Post the schedule @@ -249,7 +272,7 @@ Lessons learned: - Update talks.md to refer to watch.md as well -<a id="org75e87bb"></a> +<a id="phases-and-lessons-learned-process-uploaded-files"></a> ## Process uploaded files @@ -274,7 +297,7 @@ Process: 3. <elisp:emacsconf-publish-backstage-index> -<a id="org125bd75"></a> +<a id="phases-and-lessons-learned-generate-assets"></a> ## Generate assets @@ -292,7 +315,7 @@ Process: - Splice together into a file that will be processed with subed-record-compile-video. -<a id="org9759aa9"></a> +<a id="phases-and-lessons-learned-prepare-the-infrastructure"></a> ## Prepare the infrastructure @@ -314,7 +337,7 @@ Checklist: - [ ] Icecast -<a id="org9f978d1"></a> +<a id="phases-and-lessons-learned-getting-ready-for-captions"></a> ## Getting ready for captions @@ -344,6 +367,9 @@ Go through the :tminustwo: tags. Go through the :tminusone: tags. +- Set `emacsconf-publishing-phase` to `conference`. +- Set emacsconf-publish-include-pads to t and republish the info pages. + <a id="conf"></a> @@ -352,11 +378,198 @@ Go through the :tminusone: tags. <elisp:emacsconf-pad-open-shift-hyperlist> -<a id="org85c6f49"></a> +<a id="phases-and-lessons-learned-after-the-conference"></a> + +## After the conference + + +### Capture stats + +2024 stats + +Saturday: +gen: 177 peak + 14 peak lowres +dev: 226 peak + 79 peak lowres + +Sunday: +gen: 89 peak + 10 peak lowres + +meet peak 409% CPU (100% is 1 CPU), average 69.4% +front peak 70.66% CPU (100% is 1 CPU) +live peak 552% CPU (100% is 1 CPU) average 144% +res peak 81.54% total CPU (each OBS ~250%), mem 7GB used + +so far we have used 1.2TB of transfer this month + + +### Back up the data + + +#### Icecast + +rsync -avze ssh live:’/data/emacsconf-2024-\*’ media:~/2024 + +rsync -avze ssh live:’/data/emacsconf-2024-\*’ . + + +#### BigBlueButton + +rsync -avze ssh root@bbb:/var/bigbluebutton/ bigbluebutton/ + +ssh root@66.175.208.243 ’dd if=/dev/sda bs=5M ’ | dd of=bbb-img-2024-12-08.img status=progress + +The img can be loaded with +sudo losetup –find –show bbb-img-2024-12-08.img +sudo mount /dev/loop10 test +cd test + + +##### Reviewing all the Q&A durations and chat messages + + (let ((default-directory "/home/sacha/proj/emacsconf/2024/backups/bigbluebutton/published/video")) + (mapconcat + (lambda (dir) + (let ((chat (xml-parse-file + (expand-file-name "video.xml" dir))) + (metadata (xml-parse-file + (expand-file-name "metadata.xml" dir)))) + (concat + "- " + (dom-text (car (dom-by-tag metadata 'meetingName))) " (" + (format-seconds "%.2h:%z%.2m:%.2s" + (/ (string-to-number (dom-text (dom-by-tag metadata 'duration))) + 1000)) + ")" + "\n" + (if (dom-by-tag chat 'chattimeline) + (mapconcat (lambda (node) + (concat " - " (dom-attr node 'name) ": " + (dom-attr node 'message) "\n")) + (dom-by-tag chat 'chattimeline) + "") + "") + "") + ) + ) + (directory-files "." nil "-")) + ) + +- Copy IRC logs to cache and therefore to backstage: (ex: 2024-12-07-emacsconf-gen.txt) + + +### Combine the IRC logs and the pads, and add them to the wiki + +(did we e-mail the speakers before or after?) + + +### Process the Q&A recordings and live presentations + +- Save answers videos as –answers.webm. +- From the pad file: emacsconf-extract-copy-pad-to-wiki +- update cache +- Set `QA_PUBLIC` property to t as each Q&A gets processed. +- change status to `TO_INDEX_QA` +- emacsconf-publish-media-files-on-change +- emacsconf-publish-info-pages-for-talk + +Indexing + +- emacsconf-extract-insert-note-with-question-heading +- emacsconf-subed-make-chapter-file-based-on-comments +- change status to `TO_CAPTION_QA` + +Also copy the YouTube comments and IRC comments +emacsconf-extract-irc-anonymize-log + + +### Send thank-you emails to the speakers + + +### Notify emacs-discuss that the Q&A is up + +<https://lists.gnu.org/archive/html/emacsconf-discuss/2024-12/msg00000.html> + + Hello, everyone! + + https://emacsconf.org/2024/talks and https://media.emacsconf.org/2024 + should have the talks and Q&A sessions now, hooray, including chapter + indices for the Q&A. I've also copied over notes from Etherpad and IRC + on the talk pages, and I've e-mailed them to the speakers so they can + update the wiki directly or send in additional answers. + + BigBlueButton audio mixing is kinda iffy, so I'm holding off on + uploading the Q&A videos (and the live talk for secrets) to + YouTube/Toobnix until Leo and other volunteers have a listen to see + whether the audio needs to be tweaked, and maybe even to do some kind of + normalization. Unfortunately, recordings with separate audio tracks per + participant aren't available--it would be cool to figure that out next + year--so some talks might need some manual processing. (Please feel free + to volunteer if that's up your alley!) In the meantime, you can check + out the Q&A videos from the talk pages on the wiki. Please let us know + if there's anything that needs tweaking. + + Enjoy! + + Sacha + + +### Write a report + +Sample: <https://emacsconf.org/2023/report/> + + +### Send thank-you emails to the volunteers + +emacsconf-mail-template-ask-volunteer-for-mailing-address + + +### Process the lessons learned + + +<a id="general-infrastructure"></a> # General infrastructure +<a id="general-infrastructure-linode-instance-sizes"></a> + +## Linode instance sizes + + +### Production + +- front0 shared Linode 32GB +- live0 shared Linode 64GB +- meet Dedicated CPU 16GB + + +### Dormant + +Resize disk to 25GB, copying large files to media if needed + +- nanode front0 +- nanode live0 +- delete meet after downloading all the recordings, or resize down to nanode + + +<a id="upload"></a> + +## File uploads + +[psi-4ward/psitransfer: Simple open source self-hosted file sharing solution](https://github.com/psi-4ward/psitransfer) + +Before the conference: + +1. Set `upload_enabled` to `true` in `prod-vars.yml` and run `ansible-playbook -i inventory.yml prod-playbook.yml --tags upload`. +2. Confirm that <https://upload.emacsconf.org> has the upload interface and works with the password. +3. Use `emacsconf-mail-template-to-all-groups` and `emacsconf-mail-upload-and-backstage-info` to e-mail the upload information to all speakers. + +After the conference: + +1. Set `upload_enabled` to `false` in `prod-vars.yml` and run `ansible-playbook -i inventory.yml prod-playbook.yml --tags upload`. +2. Confirm that <https://upload.emacsconf.org> shows the in-between page. + + <a id="icecast"></a> ## Icecast @@ -516,7 +729,7 @@ so that the year is updated in the configuration. This is on live.emacsconf.org and can be restarted with `/etc/init.d/emacsconf restart`. -<a id="orgab7108a"></a> +<a id="general-infrastructure-shell-scripts"></a> ## Shell scripts @@ -630,7 +843,7 @@ Explanation of files: Other files might also have been uploaded by the speaker, such as slides or notes. -<a id="org5545d42"></a> +<a id="general-infrastructure-irc-web-client"></a> ## IRC web client @@ -652,7 +865,7 @@ connection exhaustion errors. Is that something we can plan now or would you like me to bring it up a few days before the conference? -<a id="orgd7fd9ee"></a> +<a id="general-infrastructure-etherpad"></a> ## Etherpad @@ -661,6 +874,10 @@ Success: - [X] pad.emacsconf.org redirects to this year’s entry - [X] Each talk has its own Etherpad +Lessons learned: + +- After 2024: Added pronouns and pronunciation to the pad template since that’s what the hosts will be looking at + <a id="media"></a> @@ -688,7 +905,7 @@ Switching it back to `TO_STREAM` and calling You can generate the index with `emacsconf-publish-update-media`. -<a id="org75cad9b"></a> +<a id="general-infrastructure-automated-irc-announcements"></a> ## Automated IRC announcements @@ -712,8 +929,6 @@ ssh root@bbb cd greenlight-v3 docker compose restart -Does not seem to work in Firefox private browsing; documented at <https://emacsconf.org/2024/watch/>. - ### System audio limitations @@ -728,7 +943,41 @@ BBB says sharing system audio works only if you use Chrome on Mac OS X or Micros Related: <https://github.com/bigbluebutton/bigbluebutton/issues/8632> -<a id="org5a3d818"></a> +### Creating talk BBB rooms + +- `docker exec -it greenlight-v3 /bin/bash` +- `bundle exec rails console` +- `user_id = User.find_by_email("sacha@sachachua.com").id` + + (mapconcat (lambda (group) + (format + "Room.create(user_id: user_id, name: \"%s - %s\")\n" + (plist-get (cadr group) :speakers) + (string-join (mapcar (lambda (talk) (plist-get talk :slug)) + (cdr group))))) + (emacsconf-mail-groups (emacsconf-active-talks (emacsconf-get-talk-info))) + "") + +- <elisp:emacsconf-publish-bbb-static-redirects> + +Print out the room IDs with + + Room.all.each { |x| puts x.friendly_id + " " + x.name }; nil + + +### Setting up moderator access codes + + +### Backing up BBB :backup: + +rsync -avze ssh root@bbb:/var/bigbluebutton/ bigbluebutton/ + +ssh root@bbb ’tar zcvf - /var/bigbluebutton /etc/bigbluebutton /root/greenlight-v3 /usr/local/bigbluebutton /usr/share/bbb-web’ > bbb-backup-$(date “+%Y-%m-%d”).tar.gz + +ssh root@bbb ’dd if=/dev/sda bs=5M ’ | dd of=bbb-img-$(date “+%Y-%m-%d”).img status=progress + + +<a id="general-infrastructure-manual-irc-announcements"></a> ## Manual IRC announcements @@ -737,7 +986,7 @@ Success: - [X] You can /opall, /conftopic, and /broadcast -<a id="orge08d62d"></a> +<a id="general-infrastructure-low-res-stream"></a> ## Low-res stream @@ -748,7 +997,7 @@ backup on live: - /usr/local/bin/emacsconf-lowres-dev-on-connect -<a id="org7f2e95e"></a> +<a id="general-infrastructure-upload-talks-to-youtube"></a> ## Upload talks to YouTube @@ -784,7 +1033,7 @@ backup on live: (emacsconf-publish-prepare-for-display (emacsconf-get-talk-info))) -<a id="org0cc19c3"></a> +<a id="general-infrastructure-restream-to-youtube"></a> ## Restream to YouTube @@ -802,7 +1051,7 @@ backup on live: docker exec -it greenlight-v2 bundle exec rake user:create["USERNAME","EMAIL","PASSWORD","user"] -<a id="org4efd774"></a> +<a id="other-process-notes-when-a-talk-is-added-after-the-schedule-has-already-been-drafted"></a> ## When a talk is added after the schedule has already been drafted @@ -826,12 +1075,28 @@ backup on live: ## When a talk is cancelled -1. Update the status to CANCELLED. +1. Update the status to CANCELLED. Update that specific talk with <elisp:emacsconf-publish-info-pages-for-talk>. 2. Rejig the schedule if needed, and update with <elisp:emacsconf-schedule-update-from-info> 3. Update the published schedule with <elisp:emacsconf-update-schedule> and push the wiki. 4. Regenerate the intros (before, after). <elisp:emacsconf-stream-generate-in-between-pages>, then use <elisp:subed-record-compile-video> in the intros file. -5. Sync the new intros to the /data/emacsconf/shared/$YEAR/assets/intros directory. -6. Regenerate the pads: <elisp:emacsconf-pad-prepopulate-all-talks> +5. Resync the cache directory. +6. Consider updating the screenshots for sat-open and sun-open. + + +<a id="other-process-notes-when-a-talk-changes-title"></a> + +## When a talk changes title + +1. Update the title in conf.org. +2. Delete the FILE\_PREFIX property. +3. Call <elisp:emacsconf-set-file-prefix-if-needed>. +4. Rename existing files with <elisp:emacsconf-update-file-prefixes>. +5. Update the intro VTT file with the new title. +6. Update the wiki page for the talk. +7. Regenerate the in-between images with <elisp:emacsconf-stream-generate-in-between-pages> +8. Rerecord and recompile the intro, and recompile the intro for the talk after it. +9. <elisp:emacsconf-update-schedule> +10. <elisp:emacsconf-pad-prepopulate-hyperlists> <a id="change-talk-qa"></a> @@ -846,7 +1111,15 @@ backup on live: 6. Regenerate talks.json: <elisp:emacsconf-publish-talks-json-to-files> -<a id="org17cc58c"></a> +<a id="other-process-notes-to-play-the-other-stream"></a> + +## To play the other stream + +- mpv –profile=full <https://live0.emacsconf.org/gen.webm> +- Change the channel topic to note that discussion can be in the other channel + + +<a id="other-process-notes-when-a-system-is-down"></a> ## When a system is down @@ -859,7 +1132,7 @@ Update the status page: /broadcast <message> may also be helpful -<a id="org4636e4e"></a> +<a id="other-process-notes-when-we-need-to-bring-on-a-last-minute-volunteer"></a> ## When we need to bring on a last-minute volunteer @@ -868,7 +1141,7 @@ Update the status page: will give them the backstage credentials and links to the index -<a id="org811d67a"></a> +<a id="other-process-notes-checking-people-in"></a> ## Checking people in @@ -876,7 +1149,7 @@ will give them the backstage credentials and links to the index /room nick (should be automatic if live, but there just in case) -<a id="org5d78595"></a> +<a id="other-process-notes-ansible"></a> ## Ansible diff --git a/organizers-notebook/index.org b/organizers-notebook/index.org index fe8bcc89..891218b0 100644 --- a/organizers-notebook/index.org +++ b/organizers-notebook/index.org @@ -76,9 +76,15 @@ Create linked pages - [ ] submit page *** How to mark pages as drafts +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-draft-cfp-how-to-mark-pages-as-drafts +:END: Put inside double square brackets: =!template id=pagedraft= *** Previous years +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-draft-cfp-previous-years +:END: [[file:~/proj/emacsconf/wiki/2023/cfp.org][2023]] @@ -121,11 +127,17 @@ Put inside double square brackets: =!template id=pagedraft= European organizers and volunteers, though. - Put the speaker introduction right after the talk description for easier web page copying. ** Announce +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-announce +:END: - Post CFP to emacsconf-discuss, reddit.com/r/emacs, and in Emacs News - Submit to https://foss.events/ *** Promote the conference +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-announce-promote-the-conference +:END: Submit to https://foss.events/ @@ -143,6 +155,9 @@ happens and also mention to them when videos are available to spark more interest. ** Process proposals +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-process-proposals +:END: 1. In the private repository, create a conf.org. 2. Set ~emacsconf-org-file~ to its location. @@ -170,6 +185,9 @@ When proposals come in: TRACK, TIMEZONE, CATEGORY, DATE_SUBMITTED, PUBLIC_EMAIL ** Accept proposals +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-accept-proposals +:END: Setup: @@ -197,6 +215,9 @@ For each talk: - Create draft-schedule section in the public organizers notebook for the year - Add missing items to plan ** Set up backstage and upload +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-set-up-backstage-and-upload +:END: See [[emacsconf-ansible:README.org]]. @@ -205,6 +226,9 @@ Lessons learned: - Next year, let's get upload.emacsconf.org in place as the domain name so that people don't try to FTP files to it. ** Post the schedule +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-post-the-schedule +:END: - [[elisp:(setq emacsconf-publishing-phase 'schedule)]] - elisp:emacsconf-publish-info-pages @@ -212,6 +236,9 @@ Lessons learned: - elisp:emacsconf-ical-generate-all - Update talks.md to refer to watch.md as well ** Process uploaded files +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-process-uploaded-files +:END: Basic setup: @@ -233,14 +260,26 @@ Process: 2. elisp:emacsconf-publish-cache-video-data or elisp:emacsconf-cache-all-video-data 3. elisp:emacsconf-publish-backstage-index ** Generate assets +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-generate-assets +:END: *** In-between pages +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-generate-assets-in-between-pages +:END: - Make the $year/assets/in-between directory and copy the template.svg from the previous year. - elisp:emacsconf-stream-generate-in-between-pages *** Intros +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-generate-assets-intros +:END: - In an empty VTT file, elisp:emacsconf-subed-intro-subtitles - Record the audio and get captions - Splice together into a file that will be processed with subed-record-compile-video. ** Prepare the infrastructure +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-prepare-the-infrastructure +:END: Checklist: @@ -260,6 +299,9 @@ Checklist: - [ ] Icecast ** Getting ready for captions +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-getting-ready-for-captions +:END: Onboarding: @@ -276,13 +318,20 @@ elisp:emacsconf-pad-prepopulate-shift-hyperlists SCHEDULED: <2024-11-30 Sat> :PROPERTIES: :CREATED: [2024-11-27 Wed 17:34] +:CUSTOM_ID: phases-and-lessons-learned-getting-ready-for-the-conference-send-check-in-details-schedule-update-etc :END: *** Two days before the conference +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-getting-ready-for-the-conference-two-days-before-the-conference +:END: Go through the :tminustwo: tags. *** One day before the conference +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-getting-ready-for-the-conference-one-day-before-the-conference +:END: Go through the :tminusone: tags. @@ -295,7 +344,13 @@ Go through the :tminusone: tags. :END: elisp:emacsconf-pad-open-shift-hyperlist ** After the conference +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference +:END: *** Capture stats +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference-capture-stats +:END: 2024 stats Saturday: @@ -312,13 +367,22 @@ res peak 81.54% total CPU (each OBS ~250%), mem 7GB used so far we have used 1.2TB of transfer this month *** Back up the data +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference-back-up-the-data +:END: **** Icecast +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference-back-up-the-data-icecast +:END: rsync -avze ssh live:'/data/emacsconf-2024-*' media:~/2024 rsync -avze ssh live:'/data/emacsconf-2024-*' . **** BigBlueButton +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference-back-up-the-data-bigbluebutton +:END: rsync -avze ssh root@bbb:/var/bigbluebutton/ bigbluebutton/ @@ -329,6 +393,9 @@ sudo losetup --find --show bbb-img-2024-12-08.img sudo mount /dev/loop10 test cd test ***** Reviewing all the Q&A durations and chat messages +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference-back-up-the-data-bigbluebutton-reviewing-all-the-q-a-durations-and-chat-messages +:END: #+begin_src emacs-lisp :eval no (let ((default-directory "/home/sacha/proj/emacsconf/2024/backups/bigbluebutton/published/video")) (mapconcat @@ -362,8 +429,14 @@ cd test - Copy IRC logs to cache and therefore to backstage: (ex: 2024-12-07-emacsconf-gen.txt) *** Combine the IRC logs and the pads, and add them to the wiki +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference-combine-the-irc-logs-and-the-pads-and-add-them-to-the-wiki +:END: (did we e-mail the speakers before or after?) *** Process the Q&A recordings and live presentations +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference-process-the-q-a-recordings-and-live-presentations +:END: - Save answers videos as --answers.webm. - From the pad file: emacsconf-extract-copy-pad-to-wiki @@ -383,7 +456,13 @@ Also copy the YouTube comments and IRC comments emacsconf-extract-irc-anonymize-log *** Send thank-you emails to the speakers +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference-send-thank-you-emails-to-the-speakers +:END: *** Notify emacs-discuss that the Q&A is up +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference-notify-emacs-discuss-that-the-q-a-is-up +:END: https://lists.gnu.org/archive/html/emacsconf-discuss/2024-12/msg00000.html @@ -413,25 +492,62 @@ Sacha #+end_example *** Write a report +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference-write-a-report +:END: Sample: https://emacsconf.org/2023/report/ *** Send thank-you emails to the volunteers +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference-send-thank-you-emails-to-the-volunteers +:END: emacsconf-mail-template-ask-volunteer-for-mailing-address *** Process the lessons learned +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference-process-the-lessons-learned +:END: * General infrastructure +:PROPERTIES: +:CUSTOM_ID: general-infrastructure +:END: ** Linode instance sizes +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-linode-instance-sizes +:END: *** Production +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-linode-instance-sizes-production +:END: - front0 shared Linode 32GB - live0 shared Linode 64GB - meet Dedicated CPU 16GB *** Dormant +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-linode-instance-sizes-dormant +:END: Resize disk to 25GB, copying large files to media if needed - nanode front0 - nanode live0 - delete meet after downloading all the recordings, or resize down to nanode +** File uploads +:PROPERTIES: +:CUSTOM_ID: upload +:END: + +[[https://github.com/psi-4ward/psitransfer][psi-4ward/psitransfer: Simple open source self-hosted file sharing solution]] + +Before the conference: +1. Set ~upload_enabled~ to ~true~ in ~prod-vars.yml~ and run ~ansible-playbook -i inventory.yml prod-playbook.yml --tags upload~. +2. Confirm that https://upload.emacsconf.org has the upload interface and works with the password. +3. Use ~emacsconf-mail-template-to-all-groups~ and ~emacsconf-mail-upload-and-backstage-info~ to e-mail the upload information to all speakers. + +After the conference: + +1. Set ~upload_enabled~ to ~false~ in ~prod-vars.yml~ and run ~ansible-playbook -i inventory.yml prod-playbook.yml --tags upload~. +2. Confirm that https://upload.emacsconf.org shows the in-between page. ** Icecast :PROPERTIES: @@ -602,6 +718,9 @@ so that the year is updated in the configuration. This is on live.emacsconf.org and can be restarted with =/etc/init.d/emacsconf restart=. ** Shell scripts +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-shell-scripts +:END: Success: From the commandline, hosts can: - [X] play just the intro: intro $SLUG @@ -648,6 +767,9 @@ Explanation of files: Other files might also have been uploaded by the speaker, such as slides or notes. ** IRC web client +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-irc-web-client +:END: Success: - [X] You can join from https://chat.emacsconf.org @@ -665,11 +787,18 @@ allowed from chat.emacsconf.org during conference days in order to avoid connection exhaustion errors. Is that something we can plan now or would you like me to bring it up a few days before the conference? ** Etherpad +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-etherpad +:END: Success: - [X] pad.emacsconf.org redirects to this year's entry - [X] Each talk has its own Etherpad + +Lessons learned: + +- After 2024: Added pronouns and pronunciation to the pad template since that's what the hosts will be looking at ** Publishing media to the server and to the wiki :PROPERTIES: :CUSTOM_ID: media @@ -688,6 +817,9 @@ Switching it back to =TO_STREAM= and calling elisp:emacsconf-publish-media-files-on-change should remove it. *** TODO Switch public media to unprotected root before the conference :tminustwo: +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-publishing-media-to-the-server-and-to-the-wiki-switch-public-media-to-unprotected-root-before-the-conference +:END: 1. Clear public media directory. 2. Set =media_protect_root= to false in Ansible =group_vars/all.yml=. @@ -695,6 +827,9 @@ elisp:emacsconf-publish-media-files-on-change should remove it. You can generate the index with =emacsconf-publish-update-media=. ** Automated IRC announcements +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-automated-irc-announcements +:END: Success: @@ -733,6 +868,9 @@ Related: https://github.com/bigbluebutton/bigbluebutton/issues/8632 *** Creating talk BBB rooms +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-bigbluebutton-creating-talk-bbb-rooms +:END: - =docker exec -it greenlight-v3 /bin/bash= - =bundle exec rails console= @@ -758,7 +896,13 @@ Room.all.each { |x| puts x.friendly_id + " " + x.name }; nil #+end_src *** Setting up moderator access codes +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-bigbluebutton-setting-up-moderator-access-codes +:END: *** Backing up BBB :backup: +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-bigbluebutton-backing-up-bbb +:END: rsync -avze ssh root@bbb:/var/bigbluebutton/ bigbluebutton/ @@ -767,12 +911,18 @@ ssh root@bbb 'tar zcvf - /var/bigbluebutton /etc/bigbluebutton /root/greenlight- ssh root@bbb 'dd if=/dev/sda bs=5M ' | dd of=bbb-img-$(date "+%Y-%m-%d").img status=progress ** Manual IRC announcements +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-manual-irc-announcements +:END: Success: - [X] You can /opall, /conftopic, and /broadcast ** Low-res stream +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-low-res-stream +:END: Should be automatic, handled by Icecast backup on live: - /usr/local/bin/emacsconf-lowres-gen-on-connect @@ -781,6 +931,7 @@ backup on live: SCHEDULED: <2024-11-30 Sat> :PROPERTIES: :CREATED: [2024-11-27 Wed 17:33] +:CUSTOM_ID: general-infrastructure-upload-talks-to-youtube :END: [[https://studio.youtube.com/channel/UCwuyodzTl_KdEKNuJmeo99A/videos/upload?filter=%5B%5D&sort=%7B%22columnType%22%3A%22date%22%2C%22sortOrder%22%3A%22DESCENDING%22%7D][Channel videos]] @@ -830,6 +981,9 @@ SCHEDULED: <2024-11-30 Sat> :end: ** Restream to YouTube +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-restream-to-youtube +:END: * Other process notes @@ -846,6 +1000,9 @@ ssh bbb.emacsverse.org docker exec -it greenlight-v2 bundle exec rake user:create["USERNAME","EMAIL","PASSWORD","user"] #+end_src ** When a talk is added after the schedule has already been drafted +:PROPERTIES: +:CUSTOM_ID: other-process-notes-when-a-talk-is-added-after-the-schedule-has-already-been-drafted +:END: - [X] Add the talk to conf.org - [X] Add the talk ID to the draft schedule - [X] Run the draft schedule block @@ -874,6 +1031,9 @@ docker exec -it greenlight-v2 bundle exec rake user:create["USERNAME","EMAIL","P 6. Consider updating the screenshots for sat-open and sun-open. ** When a talk changes title +:PROPERTIES: +:CUSTOM_ID: other-process-notes-when-a-talk-changes-title +:END: 1. Update the title in conf.org. 2. Delete the FILE_PREFIX property. @@ -897,11 +1057,17 @@ docker exec -it greenlight-v2 bundle exec rake user:create["USERNAME","EMAIL","P 5. Regenerate the pads: elisp:emacsconf-pad-prepopulate-all-talks 6. Regenerate talks.json: elisp:emacsconf-publish-talks-json-to-files ** To play the other stream +:PROPERTIES: +:CUSTOM_ID: other-process-notes-to-play-the-other-stream +:END: - mpv --profile=full https://live0.emacsconf.org/gen.webm - Change the channel topic to note that discussion can be in the other channel ** When a system is down +:PROPERTIES: +:CUSTOM_ID: other-process-notes-when-a-system-is-down +:END: Let people know in #emacsconf and #emacsconf-org @@ -912,17 +1078,26 @@ Update the status page: /broadcast <message> may also be helpful ** When we need to bring on a last-minute volunteer +:PROPERTIES: +:CUSTOM_ID: other-process-notes-when-we-need-to-bring-on-a-last-minute-volunteer +:END: /backstage nick will give them the backstage credentials and links to the index ** Checking people in +:PROPERTIES: +:CUSTOM_ID: other-process-notes-checking-people-in +:END: /checkin nick /room nick (should be automatic if live, but there just in case) ** Ansible +:PROPERTIES: +:CUSTOM_ID: other-process-notes-ansible +:END: #+begin_src sh :eval no git clone git@git.emacsconf.org:pub/emacsconf-ansible |