diff options
| -rw-r--r-- | 2022/organizers-notebook.org | 241 |
1 files changed, 124 insertions, 117 deletions
diff --git a/2022/organizers-notebook.org b/2022/organizers-notebook.org index 05be1082..3a1f690f 100644 --- a/2022/organizers-notebook.org +++ b/2022/organizers-notebook.org @@ -48,11 +48,7 @@ Planned dates and phases: | [2022-09-26] | Yes/no comments for original submissions | | [2022-09-30] | Original speaker notification date | -| [2022-10-02] | Confirm time allocations for early submissions | -| [2022-10-07] | Yes/no comments for late submissions | -| [2022-10-15] | New speaker notification date (possibly only for late submissions) | -| [2022-10-22] | E-mail confirmation expected (collect public contact info for posting in program) | -| [2022-10-22] | Strongly encourage early submitters to target this date for prerecs | +| [2022-10-08] | E-mail confirmation expected (collect public contact info for posting in program) | | [2022-10-31] | Schedule published | | [2022-11-04] | Target date to receive prerecs; earlier is better | | | zaeph: reencode videos | @@ -69,6 +65,11 @@ on infrastructure **** TODO Post it to r/emacs as well Please let zaeph know when it’s live so that the post can be distinguished. + +*** TODO Remind people about confirming e-mail communications :sachac: +SCHEDULED: <2022-10-08 Sat> +*** TODO Send people schedule information and doublecheck their availability/Q&A preference :sachac: +SCHEDULED: <2022-10-16 Sun> ** DONE Review the submissions in the pad (see emacsconf-org-private or conf.org for the link) and add any objections or comments by Sept 26 for possible [[*Early speaker notification][early speaker notification]], Oct 7 for everything :organizers: CLOSED: [2022-09-29 Thu 20:29] DEADLINE: <2022-09-26 Mon> - zaeph: will start reviewing on Sep 21 @@ -83,7 +84,9 @@ Extra stuff to consider adding: ** STANDBY Add nice-to-have stuff to prepare.md :zaeph: - org-reveal config - SIL fonts choice + ** TODO Prepare for prerecs :zaeph: +DEADLINE: <2022-10-28 Fri> *** TODO Optimize ffmpeg incantation Remember to update [[file:prepare.md::Compression]] with the new incantation. *** TODO Figure out workflow for handling submitted prerecs @@ -92,43 +95,6 @@ We need time after the prerecs get submitted to: - caption videos - capture any extra info - follow up with missing prerecs -** INPROGRESS Find volunteers for tech-checks :zaeph: -*** DONE Add entry in 2022/volunteer.md -*** INPROGRESS Write protocol for adding tech-checker volunteer -- Invite volunteer to BBB (ask core organizers) -- Update [[file:prepare.md::Tech-check]] with new tech-checker info -- Coach tech-checker on the protocol -*** INPROGRESS Write the tech-checking protocol (formerly referred to as “tech-checklist”) -From previous years: -#+begin_quote -- Can you speak and be heard? Is there echo? -- Can you hear the organizer? -- Can you share your screen? Is the screen readable? -- If you plan to show your keystrokes, is that display visible? -- If you want to share your webcam (optional), can you enable it? Is it visible? Will there likely be distractions in the background? -- Can you view the collaborative pad? Will you be comfortable reviewing questions on your own (perhaps by keeping it open beside your shared window), or will you need a volunteer to relay questions to you? -- Can you share contact information (ex: phone number) so that we can get in touch with you in case of technical issues or scheduling changes? -- Do you need help finding your way around IRC so that you can check into `#emacsconf-org`? What is your IRC nickname? -#+end_quote -** STANDBY Write viewing instructions :zaeph: -Extra stuff to consider adding: -- Suggestions for mpv-filter to invert colourscape. -** WAITING Add more submissions (CFP deadline Sept 30) :sachac: -DEADLINE: <2022-09-30 Fri> -- Sacha: Add submissions to emacsconf-2022-private, draft 2-day schedule by Oct 10 -** TODO Publish talk pages :sachac: -** TODO Send early acceptances :sachac: -DEADLINE: <2022-09-30 Fri> - -Ideal sequence: -1. publish /2022/prepare (zaeph) -2. publish wiki pages -3. send acceptance e-mails - - Allocate at most 20 minutes, say we'll try to add more time depending on the schedule (probably know by Sept 30 or Oct 1) - - Include review comments -4. Send an additional e-mail introducing speakers who may want to coordinate - - ** TODO Investigate streaming options, maybe OBS in the cloud :corwin: DEADLINE: <2022-11-20 Sun> - Issue: zaeph was dropping frames and couldn’t pay attention to as many things as he wanted @@ -145,22 +111,6 @@ Maybe we could ask some of the volunteers who wanted to help us with the infra? *** TODO Create 2022/upload.md with the same workflow as last year for a start *** TODO Implement new workflow *** TODO Notify speakers when the final solution is available -** DONE Prepare to export talk information to wiki :sachac: -DEADLINE: <2022-10-15 Sat> - -Tested code in a fork, can publish talk information once talks are approved. -emacsconf-publish.el -emacsconf-generate-info-pages -emacsconf-generate-main-schedule -emacsconf-generate-talk-pages - -** DONE Give access to emacsconf-2022-private to dto :zaeph: -CLOSED: [2022-09-21 Wed 01:17] -** DONE Write better subtitle documentation :sachac: -CLOSED: [2022-09-22 Thu 15:12] -https://wiki.debian.org/Teams/DebConf/Video/Subtitles -https://emacsconf.org/captioning -That will help more people subtitle things ** TODO Create Org heading for scheduling caption team's live IRC duty shifts :dto: DEADLINE: <2022-09-30 Fri> @@ -172,22 +122,34 @@ See the bottom of conf.org for some automated validation ** TODO Write viewing instructions :zaeph: Extra stuff to consider adding: - Suggestions for mpv-filter to invert colourscape. -** DONE Write volunteer page :sachac: -CLOSED: [2022-09-22 Thu 15:02] -https://emacsconf.org/2022/volunteer - -** DONE Review the submissions in the pad (see emacsconf-org-private or conf.org for the link) and add any objections or comments by Sept 26 for possible [[*Early speaker notification][early speaker notification]], Oct 7 for everything :organizers: -CLOSED: [2022-09-27 Tue 16:14] DEADLINE: <2022-09-26 Mon> -- zaeph: will start reviewing on Sep 21 -** DONE Double-check sachac’s timezone conversions for availability :zaeph: -CLOSED: [2022-09-27 Tue 16:14] - -zaeph helped with this, even catching some based on e-mail timestamps -** DONE Copy things over from previous notebooks :sachac: -CLOSED: [2022-09-21 Wed 14:12] -** TODO Allocate extra time if possible; send e-mail :sachac: -SCHEDULED: <2022-10-02 Sun> +** CANCELLED Allocate extra time if possible; send e-mail :sachac: +CLOSED: [2022-09-30 Fri 18:13] SCHEDULED: <2022-10-02 Sun> +** INPROGRESS Find volunteers for tech-checks :zaeph: +*** DONE Add entry in 2022/volunteer.md +*** INPROGRESS Write protocol for adding tech-checker volunteer +- Invite volunteer to BBB (ask core organizers) +- Update [[file:prepare.md::Tech-check]] with new tech-checker info +- Coach tech-checker on the protocol +*** INPROGRESS Write the tech-checking protocol (formerly referred to as “tech-checklist”) +From previous years: +#+begin_quote +- Can you speak and be heard? Is there echo? +- Can you hear the organizer? +- Can you share your screen? Is the screen readable? +- If you plan to show your keystrokes, is that display visible? +- If you want to share your webcam (optional), can you enable it? Is it visible? Will there likely be distractions in the background? +- Can you view the collaborative pad? Will you be comfortable reviewing questions on your own (perhaps by keeping it open beside your shared window), or will you need a volunteer to relay questions to you? +- Can you share contact information (ex: phone number) so that we can get in touch with you in case of technical issues or scheduling changes? +- Do you need help finding your way around IRC so that you can check into `#emacsconf-org`? What is your IRC nickname? +#+end_quote +** STANDBY Add nice-to-have stuff to prepare.md :zaeph: +- org-reveal config +- SIL fonts choice +** STANDBY Write viewing instructions :zaeph: +Extra stuff to consider adding: +- Suggestions for mpv-filter to invert colourscape. ** TODO Create relevant links between talks across 2022 and all previous years :needsowner: + * Things to figure out / decisions to make :PROPERTIES: :CUSTOM_ID: decisions @@ -1180,7 +1142,63 @@ Make a table of the form *** People have a hard time seeing dark-mode presentations (or light-mode) mpv --vf=negate $url +* Task archive +** DONE Review the submissions in the pad (see emacsconf-org-private or conf.org for the link) and add any objections or comments by Sept 26 for possible [[*Early speaker notification][early speaker notification]], Oct 7 for everything :organizers: +CLOSED: [2022-09-29 Thu 20:29] DEADLINE: <2022-09-26 Mon> +- zaeph: will start reviewing on Sep 21 +** DONE Write preparation instructions :zaeph: +CLOSED: [2022-09-29 Thu 20:45] DEADLINE: <2022-09-26 Mon> +2021/prepare.md can be reused. +Extra stuff to consider adding: +- DONE Suggestions for themes (especially wrt colourscape) +- DONE “Please don’t squeeze your talk by fast-forwarding your speech. Trimming silences and filler words can help, though. Sometimes it's easier to write, record, and edit your voiceover, and then record the video to go along with it." +- DONE Allowing speakers to plant questions, esp. to cover tangential stuff that couldn’t fit in the prerec +** DONE Add more submissions (CFP deadline Sept 30) :sachac: +CLOSED: [2022-09-30 Fri 18:13] DEADLINE: <2022-09-30 Fri> +- Sacha: Add submissions to emacsconf-2022-private, draft 2-day schedule by Oct 10 +** DONE Publish talk pages :sachac: +CLOSED: [2022-09-30 Fri 18:13] +** DONE Send early acceptances :sachac: +CLOSED: [2022-09-30 Fri 18:13] DEADLINE: <2022-09-30 Fri> + +Ideal sequence: +1. publish /2022/prepare (zaeph) +2. publish wiki pages +3. send acceptance e-mails + - Allocate at most 20 minutes, say we'll try to add more time depending on the schedule (probably know by Sept 30 or Oct 1) + - Include review comments +4. Send an additional e-mail introducing speakers who may want to coordinate + +** DONE Prepare to export talk information to wiki :sachac: +DEADLINE: <2022-10-15 Sat> + +Tested code in a fork, can publish talk information once talks are approved. +emacsconf-publish.el +emacsconf-generate-info-pages +emacsconf-generate-main-schedule +emacsconf-generate-talk-pages + +** DONE Give access to emacsconf-2022-private to dto :zaeph: +CLOSED: [2022-09-21 Wed 01:17] +** DONE Write better subtitle documentation :sachac: +CLOSED: [2022-09-22 Thu 15:12] +https://wiki.debian.org/Teams/DebConf/Video/Subtitles +https://emacsconf.org/captioning +That will help more people subtitle things +** DONE Write volunteer page :sachac: +CLOSED: [2022-09-22 Thu 15:02] +https://emacsconf.org/2022/volunteer + +** DONE Review the submissions in the pad (see emacsconf-org-private or conf.org for the link) and add any objections or comments by Sept 26 for possible [[*Early speaker notification][early speaker notification]], Oct 7 for everything :organizers: +CLOSED: [2022-09-27 Tue 16:14] DEADLINE: <2022-09-26 Mon> +- zaeph: will start reviewing on Sep 21 +** DONE Double-check sachac’s timezone conversions for availability :zaeph: +CLOSED: [2022-09-27 Tue 16:14] + +zaeph helped with this, even catching some based on e-mail timestamps +** DONE Copy things over from previous notebooks :sachac: +CLOSED: [2022-09-21 Wed 14:12] * Communications :PROPERTIES: :CUSTOM_ID: comms @@ -1207,8 +1225,8 @@ Thanks! Sacha -** TODO Early speaker notification :sachac: -DEADLINE: <2022-09-30 Fri> +** DONE Early speaker notification :sachac: +CLOSED: [2022-09-30 Fri 18:13] DEADLINE: <2022-09-30 Fri> We can accept early or send people a note saying notification of acceptance will be on Oct 15, because of the extended CFP. Right before this e-mail: @@ -1224,7 +1242,7 @@ Objectives for this e-mail: - Ask for public contact information or any changes to the wiki page #+begin_src emacs-lisp -(defun emacsconf-draft-early-acceptance-for-email-group (group &optional template) +(defun emacsconf-draft-acceptance-for-email-group (group &optional template) "GROUP is (email . (talk talk))." (interactive (list @@ -1235,7 +1253,7 @@ Objectives for this e-mail: (slug (emacsconf-get-slug-from-string (emacsconf-complete-talk))) (email (plist-get (seq-find (lambda (o) (string= (plist-get o :slug) slug)) info) :email))) (assoc email grouped))))) - (let* ((template (or template (emacsconf-mail-merge-get-template "early-acceptance"))) + (let* ((template (or template (emacsconf-mail-merge-get-template "acceptance"))) (talks (cdr group)) (first (car talks)) (reply-by-date (date-to-time "2022-10-08")) @@ -1249,14 +1267,16 @@ Objectives for this e-mail: :year ,(or (plist-get first :year) emacsconf-year) :reply-date - ,(format-time-string "%b %e (%a)" reply-by-date) + ,(format-time-string "%b %-e (%a)" reply-by-date) :titles - ,(mapconcat (lambda (o) (format "\"%s\"" (plist-get o :title))) talks " and ") + ,(mapconcat (lambda (o) (format "\"%s\" (%s)" + (plist-get o :title) + (plist-get o :slug))) + talks " and ") :prerec-target - ,(format-time-string "%b %e (%a)" prerec-target) + ,(format-time-string "%b %-e (%a)" prerec-target) :page-urls - ,(mapconcat (lambda (o) (format "https://emacsconf.org/%s/talks/%s" (plist-get o :year) - (plist-get o :slug))) + ,(mapconcat (lambda (o) (concat "- " (plist-get o :url))) talks "\n") :irc ,(if (plist-get first :irc) (concat (plist-get first :irc) "? ") "") @@ -1264,69 +1284,68 @@ Objectives for this e-mail: ,(concat "* TODO Reply to acceptance e-mail in order to confirm e-mail communication :emacsconf: DEADLINE: " (format-time-string "<%Y-%m-%d %a>" reply-by-date) "\n Please include any extra information you want (ex: public e-mail, IRC nick) on\n" -(mapconcat (lambda (o) (format " https://emacsconf.org/%s/talks/%s" - (plist-get o :year) - (plist-get o :slug))) +(mapconcat (lambda (o) (concat " " (plist-get o :url))) talks "\n") "\n" -(mapconcat (lambda (o) (format "* Record %s-minute talk for \"%s\" :emacsconf: +(mapconcat (lambda (o) (format "* TODO Record %s-minute talk for \"%s\" (%s) :emacsconf: DEADLINE: %s\n https://emacsconf.org/%s/prepare/" (plist-get o :time) (plist-get o :title) + (plist-get o :slug) (format-time-string "<%Y-%m-%d %a>" prerec-target) (plist-get o :year))) talks "\n")) :talk-details-and-comments ,(mapconcat (lambda (o) - (format "%s minutes: %s\nhttps://emacsconf.org/%s/talks/%s\n\n%s" + (format "%s minutes: %s\n%s\n\n%s" (plist-get o :time) (plist-get o :title) - (plist-get o :year) - (plist-get o :slug) + (plist-get o :url) (string-fill (emacsconf-replace-plist-in-string (append o (list - :prerec-target (format-time-string "%b %e" prerec-target))) + :prerec-target (format-time-string "%b %-e" prerec-target))) (plist-get o :acceptance-comment)) 72))) talks "\n---------------------------------------------------------------------\n")))) (compose-mail (car group) (emacsconf-replace-plist-in-string attrs (plist-get template :subject)) - `(("Reply-To" . ,(plist-get template :reply-to)) - ("Mail-Followup-To" . ,(plist-get template :mail-followup-to)) + `(("Reply-To" . ,(emacsconf-replace-plist-in-string attrs (plist-get template :reply-to))) + ("Mail-Followup-To" . ,(emacsconf-replace-plist-in-string attrs (plist-get template :mail-followup-to))) ("Cc" . ,(plist-get template :cc)))) + (message-sort-headers) (message-goto-body) (save-excursion (insert (emacsconf-replace-plist-in-string attrs (plist-get template :body))) (goto-char (point-min)) (emacsconf-mail-merge-wrap)))) -(defun emacsconf-draft-all-early-acceptances () +(defun emacsconf-draft-all-acceptances () (interactive) (let* ((emacsconf-talk-info-functions (append emacsconf-talk-info-functions '(emacsconf-get-talk-comments-from-subtree))) (info (emacsconf-filter-talks (emacsconf-get-talk-info))) (grouped (seq-group-by (lambda (o) (plist-get o :email)) info)) - (template (emacsconf-mail-merge-get-template "early-acceptance"))) + (template (emacsconf-mail-merge-get-template "acceptance"))) (mapc (lambda (group) - (emacsconf-draft-early-acceptance-for-email-group group template)) + (emacsconf-draft-acceptance-for-email-group group template)) grouped))) #+end_src *** Speaker acceptance :PROPERTIES: :SUBJECT: EmacsConf ${year} acceptance${plural}: ${titles} -:EMAIL_ID: early-acceptance -:CC: emacsconf-submit@gnu.org -:MAIL_FOLLOWUP_TO: emacsconf-submit@gnu.org -:REPLY_TO: emacsconf-submit@gnu.org +:EMAIL_ID: acceptance +:MAIL_FOLLOWUP_TO: emacsconf-submit@gnu.org, ${email} +:REPLY_TO: emacsconf-submit@gnu.org, ${email} +:CC: emacsconf-submit@gnu.org :END: Hi, ${speakers-short}! Summary: ,${acceptance-tasks} -We've accepted your EmacsConf proposal${plural} for ${titles}! Thanks for -volunteering to share what you're learning about. I know it takes a -fair bit of work to prepare a presentation, so I appreciate that +We've accepted your EmacsConf proposal${plural} for ${titles}! Thanks +for volunteering to share what you're learning about. I know it takes +a fair bit of work to prepare a presentation, so I appreciate that you're taking the time to show what's possible with Emacs and encourage people to learn more.${wrap} @@ -1350,12 +1369,12 @@ the stream, and sending your talk in early will make it more likely that we'll be able to get your captions edited and reviewed before the conference. -**Please reply to this e-mail by ${reply-date}** (including -emacsconf-submit@gnu.org in the To: or Cc:) so that we can confirm +**Please reply to this e-mail by ${reply-date}** (doublechecking that +emacsconf-submit@gnu.org is in the To: or Cc:) so that we can confirm that we've got the right email address for you and that messages can get properly delivered. Also, would you like us to put ${email} as the public contact information for you, or would you like us to add -something else to the talk pages?${wrap} +something else to the talk page${plural}?${wrap} ${page-urls} @@ -1366,18 +1385,6 @@ irc.libera.chat (Web-based: https://chat.emacsconf.org/#/connect). Thank you so much! Sacha Chua -*** Option B: Just letting them know it's been postponed -:PROPERTIES: -:SUBJECT: EmacsConf 2022: Speaker notification delayed -:END: - -Hi, $name! - -We extended the EmacsConf 2022 call for participation deadline to Sept -30, so speaker notifications will go out on Oct 15 instead. Thank you -for your patience! - -Sacha ** Future *** Acceptance This is a copy of the previous |