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| -rw-r--r-- | 2022/organizers-notebook.org | 480 |
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diff --git a/2022/organizers-notebook.md b/2022/organizers-notebook.md index 36ddfbd3..2273bffa 100644 --- a/2022/organizers-notebook.md +++ b/2022/organizers-notebook.md @@ -3,35 +3,53 @@ # Table of Contents -- [Current tasks / status](#orgaecf0f2) - - [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](#org4555739) - - [zaeph: Write preparation instructions and decide on deadline for prerecs](#org7b6a641):zaeph: - - [sacha: add more submissions (CFP deadline Sept 30)](#org923186a):sacha: - - [sacha: copy things over from previous notebooks](#orgd5b9fa1):sacha: - - [corwin: Double-check Sacha's timezone conversions for availability](#orgb7295f7):corwin: - - [corwin: Investigate streaming options, maybe OBS in the cloud](#org028045c):corwin: - - [Prepare to export talk information to wiki](#org13a05b6):sacha: -- [Other tasks and processes](#org9becd06) - - [Sacha: Organize volunteer information](#org40c8e74):sacha: - - [bandali: Set up file upload](#org857b471):bandali: - - [Once talks are approved](#org08b66d9) - - [As prerecorded talks come in](#orgdbb3303) - - [When a talk is captioned](#orgc1b95da) - - [Other tasks before the conference](#orgf092365) - - [During the conference](#orgfa170ad) +- [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) - [Roles needed](#roles) - [During each talk](#each-talk) -- [Communications](#org315964e) - - [Ask emacsconf-org-private for feedback on early submissions](#org3a4c322) - - [Early speaker notification](#orgfbd40c0) - - [Option A: Early speaker notification(?)](#org446d518) - - [Option B: Just letting them know it's been postponed](#orga2a9d46) - - [Second announcement: CFP](#org293f1e5) - - [First announcement: CFP](#orgfc00040) -- [Supporting code](#org3aa2f18) - - -<a id="orgaecf0f2"></a> +- [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> # Current tasks / status @@ -114,12 +132,12 @@ Planned dates and phases: </table> -<a id="org4555739"></a> +<a id="org402e657"></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](#orgfbd40c0), 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](#orgd311611), Oct 7 for everything -<a id="org7b6a641"></a> +<a id="org119f5c7"></a> ## TODO zaeph: Write preparation instructions and decide on deadline for prerecs :zaeph: @@ -133,51 +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="org923186a"></a> +<a id="org57ecdc4"></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="orgd5b9fa1"></a> +<a id="org57da64d"></a> ## INPROGRESS sacha: copy things over from previous notebooks :sacha: -<a id="orgb7295f7"></a> +<a id="org9669345"></a> ## TODO corwin: Double-check Sacha's timezone conversions for availability :corwin: -<a id="org028045c"></a> +<a id="orgd865b69"></a> ## TODO corwin: Investigate streaming options, maybe OBS in the cloud :corwin: - Issue: zaeph was dropping frames -<a id="org13a05b6"></a> +<a id="orged29ac9"></a> ## TODO Prepare to export talk information to wiki :sacha: -<a id="org9becd06"></a> +<a id="orgefe113e"></a> # Other tasks and processes -<a id="org40c8e74"></a> +<a id="orgb9eafca"></a> ## DONE Sacha: Organize volunteer information :sacha: -<a id="org857b471"></a> +<a id="org55de847"></a> ## TODO bandali: Set up file upload :bandali: -<a id="org08b66d9"></a> +<a id="org6408f34"></a> ## Once talks are approved @@ -187,7 +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="orgdbb3303"></a> +<a id="org208f232"></a> ## As prerecorded talks come in @@ -198,21 +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="orgc1b95da"></a> +<a id="org111660b"></a> ## When a talk is captioned - -<a id="orgf092365"></a> +<a id="org94d05e0"></a> ## Other tasks before the conference - Coordinate volunteer schedules so all the roles are covered -<a id="orgfa170ad"></a> +<a id="orgbb11575"></a> ## During the conference @@ -263,12 +281,12 @@ 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="org315964e"></a> +<a id="orgd0755d8"></a> # Communications -<a id="org3a4c322"></a> +<a id="org83f6043"></a> ## TODO Ask emacsconf-org-private for feedback on early submissions @@ -293,14 +311,14 @@ Thanks! Sacha -<a id="orgfbd40c0"></a> +<a id="orgd311611"></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="org446d518"></a> +<a id="orgb19b737"></a> ### TODO Option A: Early speaker notification(?) @@ -341,7 +359,7 @@ Thank you so much! Sacha -<a id="orga2a9d46"></a> +<a id="orgc5929a1"></a> ### TODO Option B: Just letting them know it's been postponed @@ -354,9 +372,495 @@ for your patience! Sacha -<a id="org293f1e5"></a> +<a id="orga3bc5fb"></a> + +## Future + + +<a id="org1169cc8"></a> + +### Acceptance + + +<a id="org0099542"></a> + +#### Code + + (defun conf-summarize-times (time timezones) + (let (prev-day) + (mapconcat + (lambda (tz) + (let ((cur-day (format-time-string "%a %b %-e" time tz)) + (cur-time (format-time-string "%H%MH %Z" time tz))) + (if (equal prev-day cur-day) + cur-time + (setq prev-day cur-day) + (concat cur-day " " cur-time)))) + timezones + " / "))) + + ;; (assert (string= (conf-replace-plist-in-string '(:test "ABC") "hello ${test} world") "hello ABC world")) + + + (defun conf-draft-acceptance () + (interactive) + (let* ((mustache-key-type 'keyword) + (sched (org-timestamp-from-string (org-entry-get (point) "SCHEDULED"))) + (attrs + (append (emacsconf-get-talk-info-for-subtree) + :other-notes + (if (org-entry-get (point) "ORG_NOTE") (concat "--- notes ---\n" (org-entry-get (point) "ORG_NOTE") "\n-----\n\n") ""))) + (avail (plist-get attrs :avail))) + (plist-put attrs + :availability + (cond + ((null avail) "I don't think you specified availability when submitting. Would this time be okay with you?") + ((string-match "!avail" avail) "We know this isn't when you've indicated when you'd be available, but will this time be okay for presenting the talk? It's okay to follow up with questions after the event. If you happen to be available, we'd love to have you join us.") + ((string-match "live" avail) "We've scheduled a few minutes for live questions and answers via web conference. Will you be available around this time? If there are more questions, you can also continue over Etherpad/IRC.") + ((string-match "IRC" avail) "Will you be able to join around this time to handle questions over IRC or the pad? If not, we can forward questions to you.") + ((string-match "pad" avail) "Will you be able to join around this time to handle questions over the pad? If not, we can forward questions to you.") + (t avail))) + (plist-put attrs + :time-explanation + (if (<= (string-to-number (plist-get attrs :time)) (string-to-number (plist-get attrs :min-time))) + "Thank you for suggesting an awesome talk of that length!" + "This is less time than you requested, but we've had to make some tough choices to fit all these interesting talks into the schedule. Would it be possible for you to squeeze your talk into that time?")) + (save-excursion + (goto-char (org-find-entry-with-id "acceptance")) + (plist-put attrs :subject (conf-replace-plist-in-string attrs (org-entry-get (point) "ITEM"))) + (org-end-of-meta-data) + (plist-put attrs :body (buffer-substring-no-properties (point) (org-end-of-subtree)))) + (compose-mail + (plist-get attrs :email) + (plist-get attrs :subject) + '(("Reply-To" . "emacsconf-submit@gnu.org") + ("Mail-Followup-To" . "emacsconf-submit@gnu.org")) + nil) + (message-goto-body) + (save-excursion (conf-replace-plist-in-string attrs (plist-get attrs :body))))) + + +<a id="org48b7b4a"></a> + +#### Template + +Dear ${name}, + +We would love to have your talk "${title}" as part of EmacsConf +${year}, and we've allocated ${time} minutes for it. ${time-explanation} + +Your talk is tentatively scheduled for ${scheduled}. The times +may move around a bit as we update the schedule, so we'll check in +with you if things change a lot. ${availability} + +${other-notes}Please plan to prerecord your ${time}-minute +talk(s) by Sunday ${prere-date} at the latest. If you can, please send +it in as early as possible. Submitting your video early lets us ask +volunteers to help caption the video, making your talk more accessible +and searchable. + +You can check out <https://emacsconf.org/${year}/prepare/> for tips on +preparing and recording your talk. If you have questions or concerns, +please let us know. + +Thanks, + +Sacha Chua +EmacsConf organization team + +P.S. Please keep emacsconf-submit@gnu.org in To or Cc when replying. + + +<a id="org3a7b905"></a> + +### Acknowledge pre-rec submission + + (defun emacsconf-acknowledge-submission () + (interactive) + (let ((files (directory-files "captions" t (regexp-quote (org-entry-get (point) "VIDEO_SLUG")))) + (page (format "https://emacsconf.org/%s/talks/%s" conf-year (org-entry-get (point) "SLUG"))) + (slug (org-entry-get (point) "VIDEO_SLUG"))) + (emacsconf-mail-speaker + "Thanks for sending us your prerecorded video for EmacsConf ${year}!" + (concat + "Hi! Just a quick note to let you know that I've downloaded your submission for \"" (org-entry-get (point) "ITEM") "\".\n" + (format "\nNow we have the following file%s starting with %s:\n%s" + (if (= (length files) 1) "" "s") + slug + (mapconcat (lambda (f) + (format "- %s (%s, md5: %s)\n" + (replace-regexp-in-string slug "" (file-name-nondirectory f)) + (file-size-human-readable (file-attribute-size (file-attributes f))) + (string-trim (shell-command-to-string (concat "md5sum " (shell-quote-argument f) " | cut -f 1 -d ' '"))))) + files "")) + (format "A quick check shows that it's about %d minutes long.\n" + (ceiling + (/ (compile-media-get-file-duration-ms + (seq-find (lambda (o) (member (file-name-extension o) subed-video-extensions)) + files)) + 60000.0))) + "\nWe'll be working on captioning it over the next few weeks. We'll e-mail again a little closer to the conference with schedule updates and other useful information. If you want to upload a new version, you can upload it the same way you did the previous one.\n\n" + "Please feel free to e-mail us at emacsconf-submit@gnu.org if you need help updating the talk wiki page at " page " or if you have other questions.\n\n" + "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> + +### Captions for approval + +Hi ${speakers-short}! + +Thanks for speaking at EmacsConf ${year}! ${captioner} volunteered to +caption your talk video, and here it is. I've attached the caption +text file in case you want to review it, suggest any corrections, or +use the text in a blog post or elsewhere. You can look at the attached +file or watch your video with closed captions at ${url} . Thanks again +for your contribution! + +Sacha + + +<a id="org5c7354d"></a> + +### Speakers we haven't confirmed e-mail communications with + +Hi, ${name}! + +I think we haven't heard from you since we accepted your EmacsConf +${year} proposal for "${title}". EmacsConf coming up soon, so I wanted +to check in with you to see how you're doing. + +Could you please e-mail us to let us know if you're still working on +your prerecorded video, if you're planning to present live, or if you +can't make it this year? No worries if other priorities have come up +and you don't have the time for a presentation. + +If you've been working on a presentation, fantastic! When you're +ready, you can upload it following the instructions at +<https://emacsconf.org/${year}/prepare/> (ideally before ${prerec-date} so +that we have time to download it, doublecheck, etc.). + +If you plan to present live, please go through the self-check at +<https://test.bigbluebutton.org/> . Some speakers have encountered +technical issues with BigBlueButton that they didn't have with Zoom or +Google Meet, so this is something we definitely want to look into +earlier rather than later. If that works for you, please e-mail us +back so that I can keep your timeslot. The tentative schedule for your +talk is on the talk page at ${url} . + +**Please e-mail us your plans before ${date}.** I'm +planning to shift the schedule around to give more time to confirmed +speakers for Q&A and possibly live demos. If I don't hear from you by +then (maybe an over-enthusiastic spam filter has been swallowing up +all our mail?), I'll probably reallocate the ${time} minutes that had +been set aside for your talk. We might be able to squeeze it back in +afterwards or play a video from you at the end of the conference day, +but it would be nice to get the schedule sorted out instead of +scrambling to fill gaps on the day of the conference. + +Hope to hear from you by ${date}! + +Sacha Chua + +(Please use Reply to All to keep emacsconf-submit@gnu.org in the loop. Thanks!) + + +<a id="org873bc59"></a> + +### Speakers who are missing prerecs + + (let ((template (conf-mail-merge-get-template "missing"))) + (seq-map + (lambda (info) + (compose-mail (plist-get info :email) + (conf-replace-plist-in-string info (plist-get template :subject)) + `(("Reply-To" . ,(plist-get template :reply-to)) + ("Mail-Followup-To" . ,(plist-get template :mail-followup-to)) + ("Cc" . ,(plist-get template :cc)))) + (message-goto-body) + (insert (conf-replace-plist-in-string info (plist-get template :body))) + (plist-get info :email)) + (mapcar 'cadr + (seq-group-by (lambda (o) (plist-get o :email)) + (seq-filter (lambda (o) (string= (plist-get o :status) "WAITING_FOR_PREREC")) + (conf-get-talk-info)))))) + + +<a id="orgff8b872"></a> + +#### Template + +Hi ${speakers}, + +EmacsConf is in a few days and I don't think we have your prerecorded +video yet, so I'm getting miiiildly stressed about the schedule. And +you're probably stressing out about it too, so let's go figure out how +we can make this work. + +Option A: If you happen to have the prerecording or can get it done by +tomorrow, we can probably squeeze it in. Please upload it to +ftp-upload.emacsconf.org by following the instructions in +<https://emacsconf.org/${year}/prepare#ftp-upload> , or send us a link using +your favourite file-sharing service (especially if FTP is giving you +problems). + +Option B: If you want to present live, it might be an option. I'm a little +worried about the potential for technical issues, since we've had +problems with that in previous EmacsConfs. The tight schedule means +there's not a lot of time to figure things out, and it can be hard to +make something as focused as a prerecorded video when you're doing it +live. We will definitely want to make sure that: + +- your self-serve tech check works: <https://test.bigbluebutton.org> + at your convenience; +- you check in as early as possible (at least 1 hour before, so we + know if the speaker before you needs to extend) and let us know + that you want to do it live <https://emacsconf.org/${year}/speakers> . + We keep adapting the schedule as things come up, so please check + <https://emacsconf.org/${year}/schedule/> on the day of the conference. + +If there are technical issues or your talk runs a little over time, we +might have to stop streaming it on the main stream when it's time for +the next talk. We may be able to continue streaming it on the +alternate stream. If so, people can continue watching it there if they +wish to. + +Option C: If you can't make it, that's okay. Life gets crazy +sometimes. Please let us know and we can update the wiki. If you +happen to be able to make a prerecorded video afterwards, we can add +that to the wiki, playlists, and announcements. We hope you can join +us next year. + +Since EmacsConf is **this weekend** (aaaaaaah), please let us know by +tomorrow noon EST (Friday; 9AM PST, 5PM GMT, 6PM CET) so that we can +keep the time allocated for you in the schedule. If we don't hear from +you, we'll probably reallocate the ${time} minutes reserved for you so +that other talks can have longer Q&A. If you can still make it, check +in early and let us know so that we can try to work out an alternate +stream for you. Hope to hear from you soon! + +Sacha + + +<a id="org2447cff"></a> + +### Check-in instructions + +Goals: + +- Ask speaker verify their scheduled time + It has already been confirmed with them, but it might have changed slightly (give-or-take 30' + - HOW: They should check the time at the top of their talk page on the day of the conference +- Double-check Q&A preference, encourage tech checks for live talks/Q&A + - If they are available: + - Direct to tech-checks via <https://emacsconf.org/${year}/prepare/> + - Inform them of the check-in process + - They come say hi to us 30' before their session in #emacsconf-org or #emacsconf (they can use chat.emacsconf.org ) + - We get them set up in a room where they can wait until the end of the broadcast of their pretention + - They’re joined by the streamer and host. + + +<a id="orgcaafbb9"></a> + +#### Code + +Slightly more complex because of the conditionals + + (defun emacsconf-mail-checkin-instructions () + (interactive) + (seq-map + (lambda (list) + (let ((template (with-current-buffer (find-file-noselect emacsconf-org-file) + (emacsconf-mail-merge-get-template (car list))))) + (seq-map + (lambda (email-list) + (let* ((email (car email-list)) + (talks (cdr email-list)) + (combined-info (emacsconf-combine-plist talks " , ")) + (for-mail + (list + :name (or (car (plist-get combined-info :speakers)) "???") + :url (or (string-join (plist-get combined-info :url) " , ") "???") + :email (car (plist-get combined-info :email)))) + (body (when (plist-get for-mail :email) (emacsconf-replace-plist-in-string for-mail (plist-get template :body)))) + (subject (when (plist-get for-mail :email) (emacsconf-replace-plist-in-string for-mail (plist-get template :subject))))) + (when (plist-get for-mail :email) + (compose-mail + (plist-get for-mail :email) + subject + `(("Reply-To" . ,(plist-get template :reply-to)) + ("Mail-Followup-To" . ,(plist-get template :mail-followup-to)) + ("Cc" . ,(plist-get template :cc)))) + (message-goto-body) + (save-excursion + (insert body))))) + (cdr list)))) + ;; Group by e-mail + (seq-map + (lambda (list) + (cons (car list) (seq-group-by (lambda (o) (plist-get o :email)) (cdr list)))) + ;; Group by q-and-a pref + (seq-group-by + (lambda (o) + (pcase (plist-get o :q-and-a) + ('nil "checkin-unknown") + ((pred (string-match "after")) "checkin-after") + ((pred (string-match "live\\|irc\\|pad")) "checkin-at-conf") + (_ "checkin-unknown"))) + (emacsconf-filter-talks (emacsconf-get-talk-info)))))) + + (defun emacsconf-cancel-mail-merge () + (interactive) + (mapc (lambda (buffer) + (when (string-match "unsent" (buffer-name buffer)) + (let ((buffer-modified-p nil)) (kill-buffer buffer)))) + (buffer-list))) + + +<a id="orgb18ad8c"></a> + +#### E-mail for speakers who are planning to be at the conference + +Hello, ${name}! + +We're looking forward to having you join us at EmacsConf! + +We'll probably keep updating the schedule even on the day of the +conference. You can get a rough idea of when your talk is scheduled at +${url}. You might want to check it some time next week to get a rough +sense of where it is, and then check it again on the day of your talk. + +Please check in at least 30 minutes before the scheduled start of your +prerecorded talk so that we can deal with small scheduling changes or +technical issues. You can find the check-in process at +<https://emacsconf.org/${year}/speakers/> . + +If something comes up, please let us know as soon as you can. Here's +our emergency contact information: + +${emergency} + +Looking forward to seeing you soon! + +Sacha + + +<a id="org8d3d8a1"></a> + +#### E-mail for speakers who are not planning to be around, but who have sent us their prerecs + +Hello, ${name}! + +Thank you so much for contributing a talk for EmacsConf ${year}! We're +looking forward to collecting questions and forwarding them to you by +e-mail after the conference. We'll also post the prerecording at the +time that it gets streamed, so people will be able to access it at +${url} once it has gone live. + +If it turns out that you can make it to the conference after all, feel +free to drop us a line at #emacsconf-org and we'll let people know +you're around. You can find the check-in process at +<https://emacsconf.org/${year}/speakers/> . + +Thank you again for being part of EmacsConf ${year}! + +Sacha + + +<a id="org101152f"></a> + +### Last email before the conference + +> Friends, emacsians, hackers, lend me your ears! +> +> This is it, the final stretch until the next EmacsConf. A couple of weeks +> ago, we’ve shared our program with you; now, it is time for us to share our +> schedule, i.e. when the talks will happen! +> +> You can find it on our wiki: +> <https://emacsconf.org/$year/schedule/> +> +> All the times on the program are listed in EST (UTC-5). If a talk catches +> your eye, we invite you to click on its title to find out at what time it will +> be broadcast in your local time. Also, if the talk is pre-recorded, it will +> also be the time at which the talk will be made available on the same page. + + +<a id="org47c59eb"></a> + +### Thank you, next steps + + +<a id="org460f7ff"></a> + +#### Code + + (defun conf-mail-thanks-after-conference () + (interactive) + (let* ((template (conf-mail-merge-get-template "speaker-thanks")) + (info (conf-get-talk-info-for-subtree))) + (compose-mail (plist-get info :email) + (conf-replace-plist-in-string + info (plist-get template :subject))) + (message-goto-body) + (save-excursion + (insert + (string-trim + (conf-replace-plist-in-string + (append + (list :subtitle-note + (if (file-exists-p (expand-file-name (format "%s/captions/%s--main.vtt" + (plist-get info :year) + (plist-get info :video-slug)) conf-directory)) + "You can add the subtitles by downloading them from the talk page and uploading them to your video. " + "We didn't quite manage to squeeze in captions for your talk during the conference, but we'll work on those soon.") + :qa-note + (if (plist-get info :qa-public) + "The recording of your Q&A session is also on the talk page. " + "") + ) + info) + (plist-get template :body))))))) + + +<a id="org40f658e"></a> + +#### Text + +Hi ${speakers-short}! + +Thank you so much for being part of EmacsConf ${year}! Hundreds of people +enjoyed it, and I'm sure even more will come across the videos in the +days to follow. + +Your prerecorded video is available on the talk page at ${url} , and +we've added the questions and comments that we've collected from +IRC/BBB/Etherpad. ${qa-note} + +We've also uploaded your talk video to ToobNix (a PeerTube +instance) at ${toobnix-url} and YouTube at ${youtube-url} . If you +want to reupload the video to your own channel, feel free to do so. +${subtitle-note} If you let me know where you've uploaded +it, I can switch our playlist to include your version of the video +instead. That way, it might be easier for you to respond to comments +on videos. + +If you would like to share more resources, you can add them to the +talk page or e-mail them to us and we can add them for you. + +Thanks again for speaking at EmacsConf! + +Sacha + + +<a id="orged97eda"></a> + +## Archive + + +<a id="org88c9119"></a> -## DONE Second announcement: CFP +### DONE Second announcement: CFP Dear fellow Emacsians, @@ -385,9 +889,9 @@ 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="orgfc00040"></a> +<a id="orgcd960c0"></a> -## DONE First announcement: CFP +### DONE First announcement: CFP Dear fellow Emacsians, @@ -415,7 +919,7 @@ 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="org3aa2f18"></a> +<a id="org8939d85"></a> # Supporting code diff --git a/2022/organizers-notebook.org b/2022/organizers-notebook.org index 1eae97c2..41f3c2a4 100644 --- a/2022/organizers-notebook.org +++ b/2022/organizers-notebook.org @@ -199,9 +199,485 @@ We extended the EmacsConf 2022 call for participation deadline to Sept for your patience! Sacha +** Future +*** Acceptance +**** Code +#+begin_src emacs-lisp +(defun conf-summarize-times (time timezones) + (let (prev-day) + (mapconcat + (lambda (tz) + (let ((cur-day (format-time-string "%a %b %-e" time tz)) + (cur-time (format-time-string "%H%MH %Z" time tz))) + (if (equal prev-day cur-day) + cur-time + (setq prev-day cur-day) + (concat cur-day " " cur-time)))) + timezones + " / "))) + +;; (assert (string= (conf-replace-plist-in-string '(:test "ABC") "hello ${test} world") "hello ABC world")) + + +(defun conf-draft-acceptance () + (interactive) + (let* ((mustache-key-type 'keyword) + (sched (org-timestamp-from-string (org-entry-get (point) "SCHEDULED"))) + (attrs + (append (emacsconf-get-talk-info-for-subtree) + :other-notes + (if (org-entry-get (point) "ORG_NOTE") (concat "--- notes ---\n" (org-entry-get (point) "ORG_NOTE") "\n-----\n\n") ""))) + (avail (plist-get attrs :avail))) + (plist-put attrs + :availability + (cond + ((null avail) "I don't think you specified availability when submitting. Would this time be okay with you?") + ((string-match "!avail" avail) "We know this isn't when you've indicated when you'd be available, but will this time be okay for presenting the talk? It's okay to follow up with questions after the event. If you happen to be available, we'd love to have you join us.") + ((string-match "live" avail) "We've scheduled a few minutes for live questions and answers via web conference. Will you be available around this time? If there are more questions, you can also continue over Etherpad/IRC.") + ((string-match "IRC" avail) "Will you be able to join around this time to handle questions over IRC or the pad? If not, we can forward questions to you.") + ((string-match "pad" avail) "Will you be able to join around this time to handle questions over the pad? If not, we can forward questions to you.") + (t avail))) + (plist-put attrs + :time-explanation + (if (<= (string-to-number (plist-get attrs :time)) (string-to-number (plist-get attrs :min-time))) + "Thank you for suggesting an awesome talk of that length!" + "This is less time than you requested, but we've had to make some tough choices to fit all these interesting talks into the schedule. Would it be possible for you to squeeze your talk into that time?")) + (save-excursion + (goto-char (org-find-entry-with-id "acceptance")) + (plist-put attrs :subject (conf-replace-plist-in-string attrs (org-entry-get (point) "ITEM"))) + (org-end-of-meta-data) + (plist-put attrs :body (buffer-substring-no-properties (point) (org-end-of-subtree)))) + (compose-mail + (plist-get attrs :email) + (plist-get attrs :subject) + '(("Reply-To" . "emacsconf-submit@gnu.org") + ("Mail-Followup-To" . "emacsconf-submit@gnu.org")) + nil) + (message-goto-body) + (save-excursion (conf-replace-plist-in-string attrs (plist-get attrs :body))))) +#+end_src + +**** Template +:PROPERTIES: +:ID: acceptance +:SUBJECT: EmacsConf ${year} SUB${sub-id} accepted: ${title} +:END: + +Dear ${name}, + +We would love to have your talk "${title}" as part of EmacsConf +${year}, and we've allocated ${time} minutes for it. ${time-explanation} + +Your talk is tentatively scheduled for ${scheduled}. The times +may move around a bit as we update the schedule, so we'll check in +with you if things change a lot. ${availability} + +${other-notes}Please plan to prerecord your ${time}-minute +talk(s) by Sunday ${prere-date} at the latest. If you can, please send +it in as early as possible. Submitting your video early lets us ask +volunteers to help caption the video, making your talk more accessible +and searchable. + +You can check out https://emacsconf.org/${year}/prepare/ for tips on +preparing and recording your talk. If you have questions or concerns, +please let us know. + +Thanks, + +Sacha Chua +EmacsConf organization team + +P.S. Please keep emacsconf-submit@gnu.org in To or Cc when replying. + +*** Acknowledge pre-rec submission + +#+begin_src emacs-lisp +(defun emacsconf-acknowledge-submission () + (interactive) + (let ((files (directory-files "captions" t (regexp-quote (org-entry-get (point) "VIDEO_SLUG")))) + (page (format "https://emacsconf.org/%s/talks/%s" conf-year (org-entry-get (point) "SLUG"))) + (slug (org-entry-get (point) "VIDEO_SLUG"))) + (emacsconf-mail-speaker + "Thanks for sending us your prerecorded video for EmacsConf ${year}!" + (concat + "Hi! Just a quick note to let you know that I've downloaded your submission for \"" (org-entry-get (point) "ITEM") "\".\n" + (format "\nNow we have the following file%s starting with %s:\n%s" + (if (= (length files) 1) "" "s") + slug + (mapconcat (lambda (f) + (format "- %s (%s, md5: %s)\n" + (replace-regexp-in-string slug "" (file-name-nondirectory f)) + (file-size-human-readable (file-attribute-size (file-attributes f))) + (string-trim (shell-command-to-string (concat "md5sum " (shell-quote-argument f) " | cut -f 1 -d ' '"))))) + files "")) + (format "A quick check shows that it's about %d minutes long.\n" + (ceiling + (/ (compile-media-get-file-duration-ms + (seq-find (lambda (o) (member (file-name-extension o) subed-video-extensions)) + files)) + 60000.0))) + "\nWe'll be working on captioning it over the next few weeks. We'll e-mail again a little closer to the conference with schedule updates and other useful information. If you want to upload a new version, you can upload it the same way you did the previous one.\n\n" + "Please feel free to e-mail us at emacsconf-submit@gnu.org if you need help updating the talk wiki page at " page " or if you have other questions.\n\n" +"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")))) +#+end_src + +*** Captions for approval +:PROPERTIES: +:SUBJECT: EmacsConf ${year}: Please review these captions for ${title} +:EMAIL_ID: captions +:END: + +Hi ${speakers-short}! + +Thanks for speaking at EmacsConf ${year}! ${captioner} volunteered to +caption your talk video, and here it is. I've attached the caption +text file in case you want to review it, suggest any corrections, or +use the text in a blog post or elsewhere. You can look at the attached +file or watch your video with closed captions at ${url} . Thanks again +for your contribution! + +Sacha + +*** Speakers we haven't confirmed e-mail communications with +Hi, ${name}! + +I think we haven't heard from you since we accepted your EmacsConf +${year} proposal for "${title}". EmacsConf coming up soon, so I wanted +to check in with you to see how you're doing. + +Could you please e-mail us to let us know if you're still working on +your prerecorded video, if you're planning to present live, or if you +can't make it this year? No worries if other priorities have come up +and you don't have the time for a presentation. + +If you've been working on a presentation, fantastic! When you're +ready, you can upload it following the instructions at +https://emacsconf.org/${year}/prepare/ (ideally before ${prerec-date} so +that we have time to download it, doublecheck, etc.). + +If you plan to present live, please go through the self-check at +https://test.bigbluebutton.org/ . Some speakers have encountered +technical issues with BigBlueButton that they didn't have with Zoom or +Google Meet, so this is something we definitely want to look into +earlier rather than later. If that works for you, please e-mail us +back so that I can keep your timeslot. The tentative schedule for your +talk is on the talk page at ${url} . + +*Please e-mail us your plans before ${date}.* I'm +planning to shift the schedule around to give more time to confirmed +speakers for Q&A and possibly live demos. If I don't hear from you by +then (maybe an over-enthusiastic spam filter has been swallowing up +all our mail?), I'll probably reallocate the ${time} minutes that had +been set aside for your talk. We might be able to squeeze it back in +afterwards or play a video from you at the end of the conference day, +but it would be nice to get the schedule sorted out instead of +scrambling to fill gaps on the day of the conference. + +Hope to hear from you by ${date}! + +Sacha Chua + +(Please use Reply to All to keep emacsconf-submit@gnu.org in the loop. Thanks!) + +*** Speakers who are missing prerecs +#+begin_src emacs-lisp :eval no :tangle no +(let ((template (conf-mail-merge-get-template "missing"))) + (seq-map + (lambda (info) + (compose-mail (plist-get info :email) + (conf-replace-plist-in-string info (plist-get template :subject)) + `(("Reply-To" . ,(plist-get template :reply-to)) + ("Mail-Followup-To" . ,(plist-get template :mail-followup-to)) + ("Cc" . ,(plist-get template :cc)))) + (message-goto-body) + (insert (conf-replace-plist-in-string info (plist-get template :body))) + (plist-get info :email)) + (mapcar 'cadr + (seq-group-by (lambda (o) (plist-get o :email)) + (seq-filter (lambda (o) (string= (plist-get o :status) "WAITING_FOR_PREREC")) + (conf-get-talk-info)))))) +#+end_src + +**** Template +:PROPERTIES: +:SUBJECT: [need answer by Friday noon EST] EmacsConf ${year}: Don't have a prerec from you yet, aaah! +:EMAIL_ID: missing +:END: + +Hi ${speakers}, + +EmacsConf is in a few days and I don't think we have your prerecorded +video yet, so I'm getting miiiildly stressed about the schedule. And +you're probably stressing out about it too, so let's go figure out how +we can make this work. + +Option A: If you happen to have the prerecording or can get it done by +tomorrow, we can probably squeeze it in. Please upload it to +ftp-upload.emacsconf.org by following the instructions in +https://emacsconf.org/${year}/prepare#ftp-upload , or send us a link using +your favourite file-sharing service (especially if FTP is giving you +problems). + +Option B: If you want to present live, it might be an option. I'm a little +worried about the potential for technical issues, since we've had +problems with that in previous EmacsConfs. The tight schedule means +there's not a lot of time to figure things out, and it can be hard to +make something as focused as a prerecorded video when you're doing it +live. We will definitely want to make sure that: + - your self-serve tech check works: https://test.bigbluebutton.org + at your convenience; + - you check in as early as possible (at least 1 hour before, so we + know if the speaker before you needs to extend) and let us know + that you want to do it live https://emacsconf.org/${year}/speakers . + We keep adapting the schedule as things come up, so please check + https://emacsconf.org/${year}/schedule/ on the day of the conference. + +If there are technical issues or your talk runs a little over time, we +might have to stop streaming it on the main stream when it's time for +the next talk. We may be able to continue streaming it on the +alternate stream. If so, people can continue watching it there if they +wish to. + +Option C: If you can't make it, that's okay. Life gets crazy +sometimes. Please let us know and we can update the wiki. If you +happen to be able to make a prerecorded video afterwards, we can add +that to the wiki, playlists, and announcements. We hope you can join +us next year. + +Since EmacsConf is *this weekend* (aaaaaaah), please let us know by +tomorrow noon EST (Friday; 9AM PST, 5PM GMT, 6PM CET) so that we can +keep the time allocated for you in the schedule. If we don't hear from +you, we'll probably reallocate the ${time} minutes reserved for you so +that other talks can have longer Q&A. If you can still make it, check +in early and let us know so that we can try to work out an alternate +stream for you. Hope to hear from you soon! + +Sacha + + +*** Check-in instructions +:PROPERTIES: +:SUBJECT: Getting ready for EmacsConf ${year} +:CC: zaeph@zaeph.net +:MAIL_FOLLOWUP_TO: sacha@sachachua.com, zaeph@zaeph.net +:REPLY_TO: sacha@sachachua.com, zaeph@zaeph.net +:END: + +Goals: +- Ask speaker verify their scheduled time + It has already been confirmed with them, but it might have changed slightly (give-or-take 30' + - HOW: They should check the time at the top of their talk page on the day of the conference +- Double-check Q&A preference, encourage tech checks for live talks/Q&A + - If they are available: + - Direct to tech-checks via https://emacsconf.org/${year}/prepare/ + - Inform them of the check-in process + - They come say hi to us 30' before their session in #emacsconf-org or #emacsconf (they can use chat.emacsconf.org ) + - We get them set up in a room where they can wait until the end of the broadcast of their pretention + - They’re joined by the streamer and host. + +**** Code + +Slightly more complex because of the conditionals + +#+begin_src emacs-lisp :lexical t +(defun emacsconf-mail-checkin-instructions () + (interactive) + (seq-map + (lambda (list) + (let ((template (with-current-buffer (find-file-noselect emacsconf-org-file) + (emacsconf-mail-merge-get-template (car list))))) + (seq-map + (lambda (email-list) + (let* ((email (car email-list)) + (talks (cdr email-list)) + (combined-info (emacsconf-combine-plist talks " , ")) + (for-mail + (list + :name (or (car (plist-get combined-info :speakers)) "???") + :url (or (string-join (plist-get combined-info :url) " , ") "???") + :email (car (plist-get combined-info :email)))) + (body (when (plist-get for-mail :email) (emacsconf-replace-plist-in-string for-mail (plist-get template :body)))) + (subject (when (plist-get for-mail :email) (emacsconf-replace-plist-in-string for-mail (plist-get template :subject))))) + (when (plist-get for-mail :email) + (compose-mail + (plist-get for-mail :email) + subject + `(("Reply-To" . ,(plist-get template :reply-to)) + ("Mail-Followup-To" . ,(plist-get template :mail-followup-to)) + ("Cc" . ,(plist-get template :cc)))) + (message-goto-body) + (save-excursion + (insert body))))) + (cdr list)))) + ;; Group by e-mail + (seq-map + (lambda (list) + (cons (car list) (seq-group-by (lambda (o) (plist-get o :email)) (cdr list)))) + ;; Group by q-and-a pref + (seq-group-by + (lambda (o) + (pcase (plist-get o :q-and-a) + ('nil "checkin-unknown") + ((pred (string-match "after")) "checkin-after") + ((pred (string-match "live\\|irc\\|pad")) "checkin-at-conf") + (_ "checkin-unknown"))) + (emacsconf-filter-talks (emacsconf-get-talk-info)))))) + +(defun emacsconf-cancel-mail-merge () + (interactive) + (mapc (lambda (buffer) + (when (string-match "unsent" (buffer-name buffer)) + (let ((buffer-modified-p nil)) (kill-buffer buffer)))) + (buffer-list))) +#+end_src + +#+RESULTS: +:results: +conf-cancel-mail-merge +:end: + +**** E-mail for speakers who are planning to be at the conference +:PROPERTIES: +:EMAIL_ID: checkin-at-conf +:SUBJECT: EmacsConf ${year}: Check-in instructions +:END: + +Hello, ${name}! + +We're looking forward to having you join us at EmacsConf! + +We'll probably keep updating the schedule even on the day of the +conference. You can get a rough idea of when your talk is scheduled at +${url}. You might want to check it some time next week to get a rough +sense of where it is, and then check it again on the day of your talk. + +Please check in at least 30 minutes before the scheduled start of your +prerecorded talk so that we can deal with small scheduling changes or +technical issues. You can find the check-in process at +https://emacsconf.org/${year}/speakers/ . + +If something comes up, please let us know as soon as you can. Here's +our emergency contact information: + +${emergency} + +Looking forward to seeing you soon! + +Sacha + +**** E-mail for speakers who are not planning to be around, but who have sent us their prerecs +:PROPERTIES: +:EMAIL_ID: checkin-after +:SUBJECT: EmacsConf ${year}: Check-in instructions +:END: + +Hello, ${name}! + +Thank you so much for contributing a talk for EmacsConf ${year}! We're +looking forward to collecting questions and forwarding them to you by +e-mail after the conference. We'll also post the prerecording at the +time that it gets streamed, so people will be able to access it at +${url} once it has gone live. + +If it turns out that you can make it to the conference after all, feel +free to drop us a line at #emacsconf-org and we'll let people know +you're around. You can find the check-in process at +https://emacsconf.org/${year}/speakers/ . + +Thank you again for being part of EmacsConf ${year}! + +Sacha + + +*** Last email before the conference +#+begin_quote +Friends, emacsians, hackers, lend me your ears! +This is it, the final stretch until the next EmacsConf. A couple of weeks +ago, we’ve shared our program with you; now, it is time for us to share our +schedule, i.e. when the talks will happen! -** DONE Second announcement: CFP +You can find it on our wiki: +https://emacsconf.org/$year/schedule/ + +All the times on the program are listed in EST (UTC-5). If a talk catches +your eye, we invite you to click on its title to find out at what time it will +be broadcast in your local time. Also, if the talk is pre-recorded, it will +also be the time at which the talk will be made available on the same page. +#+end_quote + + +*** Thank you, next steps +**** Code + + +#+begin_src emacs-lisp +(defun conf-mail-thanks-after-conference () + (interactive) + (let* ((template (conf-mail-merge-get-template "speaker-thanks")) + (info (conf-get-talk-info-for-subtree))) + (compose-mail (plist-get info :email) + (conf-replace-plist-in-string + info (plist-get template :subject))) + (message-goto-body) + (save-excursion + (insert + (string-trim + (conf-replace-plist-in-string + (append + (list :subtitle-note + (if (file-exists-p (expand-file-name (format "%s/captions/%s--main.vtt" + (plist-get info :year) + (plist-get info :video-slug)) conf-directory)) + "You can add the subtitles by downloading them from the talk page and uploading them to your video. " + "We didn't quite manage to squeeze in captions for your talk during the conference, but we'll work on those soon.") + :qa-note + (if (plist-get info :qa-public) + "The recording of your Q&A session is also on the talk page. " + "") + ) + info) + (plist-get template :body))))))) +#+end_src + +#+RESULTS: +:results: +conf-mail-thanks-after-conference +:end: + + +**** Text +:PROPERTIES: +:EMAIL_ID: speaker-thanks +:SUBJECT: Thanks for speaking at EmacsConf ${year}! Prerec for ${title} up on page, YouTube, Toobnix +:END: + +Hi ${speakers-short}! + +Thank you so much for being part of EmacsConf ${year}! Hundreds of people +enjoyed it, and I'm sure even more will come across the videos in the +days to follow. + +Your prerecorded video is available on the talk page at ${url} , and +we've added the questions and comments that we've collected from +IRC/BBB/Etherpad. ${qa-note} + +We've also uploaded your talk video to ToobNix (a PeerTube +instance) at ${toobnix-url} and YouTube at ${youtube-url} . If you +want to reupload the video to your own channel, feel free to do so. +${subtitle-note} If you let me know where you've uploaded +it, I can switch our playlist to include your version of the video +instead. That way, it might be easier for you to respond to comments +on videos. + +If you would like to share more resources, you can add them to the +talk page or e-mail them to us and we can add them for you. + +Thanks again for speaking at EmacsConf! + +Sacha +** Archive +*** DONE Second announcement: CFP :PROPERTIES: :SUBJECT: [ANN] EmacsConf 2022 Second Call for Participation (extended until Sep 30) :END: @@ -235,7 +711,7 @@ amin P.S. please direct any replies to this post either to myself or to the emacsconf-discuss list, so as to help avoid generating extra off-topic chatter in the other lists cc'd on this message. Thank you. -** DONE First announcement: CFP +*** DONE First announcement: CFP :PROPERTIES: :SUBJECT: [ANN] EmacsConf 2022 Second Call for Participation (extended until Sep 30) :END: |