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diff --git a/2024/organizers-notebook.md b/2024/organizers-notebook.md new file mode 100644 index 00000000..d5e85b06 --- /dev/null +++ b/2024/organizers-notebook.md @@ -0,0 +1,205 @@ +<!-- organizers-notebook.md is exported from organizers-notebook/index.org, please modify that instead. --> +[[!sidebar content=""]] + +This file is automatically exported from [/2024/organizers-notebook/index.org](/2024/organizers-notebook/index.org). You might prefer to navigate this as an Org file instead. To do so, [clone the wiki repository](https://emacsconf.org/edit/). + + +# Table of Contents + +- [Timeline](#timeline) +- [About this document](#about-this-doc) +- [Communications plan](#comms) +- [Good/better/best](#good-better-best) +- [Phases](#orgb58a68f) + - [Draft CFP](#cfp) + + +<a id="timeline"></a> + +# Timeline + +<table> + + +<colgroup> +<col class="org-left"> + +<col class="org-left"> + +<col class="org-right"> +</colgroup> +<tbody> +<tr> +<td class="org-left">CFP</td> +<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2024-06-28 Fri]</span></span></td> +<td class="org-right"> </td> +</tr> + +<tr> +<td class="org-left">CFP deadline</td> +<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2024-09-20 Fri]</span></span></td> +<td class="org-right">84</td> +</tr> + +<tr> +<td class="org-left">Speaker notifications</td> +<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2024-09-27 Fri]</span></span></td> +<td class="org-right"> </td> +</tr> + +<tr> +<td class="org-left"><b>Publish schedule</b></td> +<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2024-10-25 Fri]</span></span></td> +<td class="org-right"> </td> +</tr> + +<tr> +<td class="org-left">Video submission deadline</td> +<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2024-11-08 Fri]</span></span></td> +<td class="org-right">49</td> +</tr> + +<tr> +<td class="org-left">EmacsConf</td> +<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2024-12-07 Sat]</span></span></td> +<td class="org-right">29</td> +</tr> +</tbody> +</table> + +We like to have at least a month to work on audio +normalization and transcription, and we want +speakers to have at least a month to work on their +videos (considering early submissions will already +have gotten started on processing). + + +<a id="about-this-doc"></a> + +# About this document + +Tags: + +- `conforg`: Requires access to private conf.org repository + + +<a id="comms"></a> + +# Communications plan + +Objectives: + +- keep everyone in the loop without them feeling like they’re overloaded + +Everyone: + +- [ ] Call for participation (speakers and volunteers) +- [ ] Reminder about CFP +- [ ] Last call + +Speakers: + +- [ ] Send all speakers backstage access and upload instructions +- [ ] Send all speakers check-in instructions + +Volunteers: + +- [ ] Send captioning volunteers the backstage info +- [ ] Send past captioning volunteers an invitation to participate - ask when there’s a lot of load +- [ ] Ask for help with audio processing + + +<a id="good-better-best"></a> + +# Good/better/best + +This table makes it easier to move the slider depending on who wants +to volunteer and how much we can get done. At some point, we’ll figure +out how to track our current status so we know what we need to +scramble to do in order to get the conference off the ground. **bold** +is our current goal. Feel free to volunteer for anything that +interests you! + +<table> + + +<colgroup> +<col class="org-left"> + +<col class="org-left"> + +<col class="org-left"> + +<col class="org-left"> +</colgroup> +<tbody> +<tr> +<td class="org-left"> </td> +<td class="org-left">Good</td> +<td class="org-left">Better</td> +<td class="org-left">Best</td> +</tr> + +<tr> +<td class="org-left">Streaming</td> +<td class="org-left">Regular stream</td> +<td class="org-left">+ alternate streams on PeerTube</td> +<td class="org-left">+ alternate streams on YouTube</td> +</tr> + +<tr> +<td class="org-left">480p</td> +<td class="org-left">Same on live</td> +<td class="org-left">Separate node</td> +<td class="org-left">Ansible setup</td> +</tr> + +<tr> +<td class="org-left">Audio normalization</td> +<td class="org-left">Core org handling it</td> +<td class="org-left">Other volunteer</td> +<td class="org-left">Multiple volunteers</td> +</tr> + +<tr> +<td class="org-left">Video resolution</td> +<td class="org-left">Usual reminders</td> +<td class="org-left">Extra reminders</td> +<td class="org-left">Everyone remembering to use a large font size</td> +</tr> + +<tr> +<td class="org-left">Intros</td> +<td class="org-left">Standard, recorded</td> +<td class="org-left">Reviewed by speakers</td> +<td class="org-left">More details/context</td> +</tr> +</tbody> +</table> + + +<a id="orgb58a68f"></a> + +# Phases + + +<a id="cfp"></a> + +## TODO Draft CFP + + +#### Draft linked pages + +- [X] cfp +- [X] submit page +- [X] year index +- [X] volunteer page + + +#### TODO Check with other organizers + + +#### TODO Post CFP in the usual places + +emacsconf-discuss, reddit.com/r/emacs, Emacs News, emacs-tangents, Mastodon, X + diff --git a/2024/organizers-notebook/index.org b/2024/organizers-notebook/index.org new file mode 100644 index 00000000..25e71369 --- /dev/null +++ b/2024/organizers-notebook/index.org @@ -0,0 +1,140 @@ +# [[elisp:(progn (memoize 'emacsconf-get-talk-info "5 seconds") (org-md-export-to-markdown) (memoize-restore 'emacsconf-get-talk-info))][Export this file to Markdown]] +#+TAGS: emacsconf +# [[elisp:(memoize 'emacsconf-get-talk-info "5 seconds")][Memoize emacsconf-get-talk-info]] - [[elisp:(memoize-restore 'emacsconf-get-talk-info)][Unmemoize]] +#+todo: TODO(t) SOMEDAY STARTED INPROGRESS(i) WAITING(w) STANDBY(s) BLOCKED(b) | DONE(x) CANCELLED(c) +#+OPTIONS: h:6 toc:nil num:nil ':t +#+PROPERTY: header-args :results silent :exports code :tangle yes +#+EXPORT_FILE_NAME: ../organizers-notebook.md +#+PROPERTY: QUANTIFIED Emacs + +#+begin_export md +<!-- organizers-notebook.md is exported from organizers-notebook/index.org, please modify that instead. --> +[[!sidebar content=""]] + +This file is automatically exported from [/2024/organizers-notebook/index.org](/2024/organizers-notebook/index.org). You might prefer to navigate this as an Org file instead. To do so, [clone the wiki repository](https://emacsconf.org/edit/). +#+end_export + +#+NAME: list-headings +#+begin_src emacs-lisp :results value replace :exports results :eval never-export :var heading="Help wanted" :var match="helpwanted" +(emacsconf-surround + (concat heading ":\n\n") + (string-join + (delq nil + (org-map-entries + (lambda () + (when (and (org-entry-is-todo-p) (not (org-entry-is-done-p))) + (format "- %s %s\n" + (org-link-make-string + (concat "#" (org-entry-get (point) "CUSTOM_ID")) + (org-entry-get (point) "ITEM")) + (emacsconf-surround + "(by " + (and (org-entry-get (point) "DEADLINE") + (replace-regexp-in-string "[<>]" "" (org-entry-get (point) "DEADLINE"))) + ")" + "")))) + match nil)) + "") +"" "") +#+end_src + +#+RESULTS: list-headings +:results: +:end: + +#+CALL: list-headings(heading="Decisions to make", match="decision") + +#+RESULTS: +:results: +:end: + + +#+TOC: headlines 2 + +* Timeline +:PROPERTIES: +:CUSTOM_ID: timeline +:END: + +| CFP | [2024-06-28 Fri] | | +| CFP deadline | [2024-09-20 Fri] | 84 | +| Speaker notifications | [2024-09-27 Fri] | | +| *Publish schedule* | [2024-10-25 Fri] | | +| Video submission deadline | [2024-11-08 Fri] | 49 | +| EmacsConf | [2024-12-07 Sat] | 29 | +#+TBLFM: @2$3=@2$2-@1$2::@5$3=@5$2-@2$2::@6$3=@6$2-@5$2 + +We like to have at least a month to work on audio +normalization and transcription, and we want +speakers to have at least a month to work on their +videos (considering early submissions will already +have gotten started on processing). + +* About this document +:PROPERTIES: +:CUSTOM_ID: about-this-doc +:END: + +Tags: +- =conforg=: Requires access to private conf.org repository + +* Communications plan +:PROPERTIES: +:CUSTOM_ID: comms +:END: + +Objectives: +- keep everyone in the loop without them feeling like they're overloaded + +Everyone: +- [ ] Call for participation (speakers and volunteers) +- [ ] Reminder about CFP +- [ ] Last call + +Speakers: +- [ ] Send all speakers backstage access and upload instructions +- [ ] Send all speakers check-in instructions + +Volunteers: +- [ ] Send captioning volunteers the backstage info +- [ ] Send past captioning volunteers an invitation to participate - ask when there's a lot of load +- [ ] Ask for help with audio processing + +* Good/better/best +:PROPERTIES: +:CUSTOM_ID: good-better-best +:END: + +This table makes it easier to move the slider depending on who wants +to volunteer and how much we can get done. At some point, we'll figure +out how to track our current status so we know what we need to +scramble to do in order to get the conference off the ground. *bold* +is our current goal. Feel free to volunteer for anything that +interests you! + + | | Good | Better | Best | + | Streaming | Regular stream | + alternate streams on PeerTube | + alternate streams on YouTube | + | 480p | Same on live | Separate node | Ansible setup | + | Audio normalization | Core org handling it | Other volunteer | Multiple volunteers | + | Video resolution | Usual reminders | Extra reminders | Everyone remembering to use a large font size | + | Intros | Standard, recorded | Reviewed by speakers | More details/context | + +* Phases +** TODO Draft CFP +:PROPERTIES: +:CUSTOM_ID: cfp +:END: + +**** Draft linked pages + +- [X] cfp +- [X] submit page +- [X] year index +- [X] volunteer page +**** TODO Check with other organizers +DEADLINE: <2024-06-14 Fri> +:PROPERTIES: +:CREATED: [024-06-03 Mon 10:1] +:END: +**** TODO Post CFP in the usual places +emacsconf-discuss, reddit.com/r/emacs, Emacs News, emacs-tangents, Mastodon, X diff --git a/organizers-notebook.md b/organizers-notebook.md new file mode 100644 index 00000000..6a6c9190 --- /dev/null +++ b/organizers-notebook.md @@ -0,0 +1,96 @@ +<!-- organizers-notebook.md is exported from organizers-notebook/index.org, please modify that instead. --> +[[!sidebar content=""]] + +This file is automatically exported from [/organizers-notebook/index.org](/organizers-notebook/index.org). You might prefer to navigate this as an Org file instead. To do so, [clone the wiki repository](https://emacsconf.org/edit/). + +This document is the general organizer’s notebook that can be used as a starting point each year. + + +# Starting up the conference planning process + +Check in with core organizers from the previous year to see who’s in. + + +## Create the private repository + +This repository will store submissions, contact information, etc. + +1. Create the repository on `front0`. Ex: + + sudo su - git + cd repositories + mkdir emacsconf-2024-private.git + cd emacsconf-2024-private.git + git init --bare +2. Edit `gitolite-admin/config/gitolite-conf`. Add lines for the group and the repo. Commit and push. Ex: + + @emacsconf-2024-org = bandali sachac ... + repo emacsconf-2024-private + RW+ = @admins @emacsconf-2024-org orga +3. Clone the private repository into the appropriate location. `git clone git@git.emacsconf.org:emacsconf-2024-private private` + + +## Create the public organizers’ notebook in the wiki + +Ex: 2024/organizers-notebook/index.org + + +# Phases and lessons learned + + +## Draft CFP + +Create linked pages + +- [ ] year index +- [ ] volunteer page +- [ ] submit page + + +### How to mark pages as drafts + +Put inside double square brackets: `!template id=pagedraft` + + +### Previous years + +[2023](file:///home/sacha/proj/emacsconf/wiki/2023/cfp.md) + + +### Lessons learned + +- Ask for public e-mail or contact information, IRC handle in CFP. +- Nudge everyone towards 5/10 or 20 minutes, and consider < or > on a case-by-case basis. + - In previous years, we offered 40 minutes as a + regular choice, but that was difficult because + we had to figure out how to squeeze lots of + talks into the schedule and we didn’t know + what could be shortened. In 2022, we asked + people to provide quick outlines for 10-, 20-, + and 40-minute formats if they wanted a long + talk slot, which was helpful in prioritizing. + In 2023, we just suggested 5/10 and 20-minute + slots knowing that there would probably be + plenty of time for Q&A, with some longer talks + approved on a case-by-case basis. Because + talks are (ideally) prerecorded, 20 minutes + seems to be a good length to get into + something interesting while leaving time for + Q&A so that people could dive deeper into + particular things that interested them. +- Rolling acceptances were very nice. We gave + people a week to respond, which felt a little + quick sometimes, but gave people enough time to + speak up to see if they had any red flags or + suggestions. +- We didn’t extend the CFP period in 2023, great! +- Two streams worked out well. Sunday morning had network congestion issues, so keep an eye out for those. +- It’s easier for us to extend beyond 5pm than to go before 9am + (especially for the West coast). Extending beyond 5pm puts strain on + European organizers and volunteers, though. +- Maybe incentivize proper timezone specification by saying we can translate times to their local time? +- Make sure to include cfp.org as an attachment instead of inline +- bandali likes having the commitment to freedom section in the CFP as a form of activism. + +\* + diff --git a/organizers-notebook/index.org b/organizers-notebook/index.org new file mode 100644 index 00000000..bf548b9f --- /dev/null +++ b/organizers-notebook/index.org @@ -0,0 +1,97 @@ +# [[elisp:(progn (memoize 'emacsconf-get-talk-info "5 seconds") (org-md-export-to-markdown) (memoize-restore 'emacsconf-get-talk-info))][Export this file to Markdown]] +#+TAGS: emacsconf +# [[elisp:(memoize 'emacsconf-get-talk-info "5 seconds")][Memoize emacsconf-get-talk-info]] - [[elisp:(memoize-restore 'emacsconf-get-talk-info)][Unmemoize]] +#+todo: TODO(t) SOMEDAY STARTED INPROGRESS(i) WAITING(w) STANDBY(s) BLOCKED(b) | DONE(x) CANCELLED(c) +#+OPTIONS: h:6 toc:nil num:nil ':t +#+PROPERTY: header-args :results silent :exports code :tangle yes +#+EXPORT_FILE_NAME: ../organizers-notebook.md +#+PROPERTY: QUANTIFIED Emacs + +#+begin_export md +<!-- organizers-notebook.md is exported from organizers-notebook/index.org, please modify that instead. --> +[[!sidebar content=""]] + +This file is automatically exported from [/organizers-notebook/index.org](/organizers-notebook/index.org). You might prefer to navigate this as an Org file instead. To do so, [clone the wiki repository](https://emacsconf.org/edit/). +#+end_export + +This document is the general organizer's notebook that can be used as a starting point each year. + +* Starting up the conference planning process + +Check in with core organizers from the previous year to see who's in. + +** Create the private repository + +This repository will store submissions, contact information, etc. + + 1. Create the repository on ~front0~. Ex: + #+begin_src sh :eval no + sudo su - git + cd repositories + mkdir emacsconf-2024-private.git + cd emacsconf-2024-private.git + git init --bare + #+end_src + 2. Edit ~gitolite-admin/config/gitolite-conf~. Add lines for the group and the repo. Commit and push. Ex: + #+begin_example + @emacsconf-2024-org = bandali sachac ... + repo emacsconf-2024-private + RW+ = @admins @emacsconf-2024-org orga + #+end_example + 3. Clone the private repository into the appropriate location. ~git clone git@git.emacsconf.org:emacsconf-2024-private private~ +** Create the public organizers' notebook in the wiki + +Ex: 2024/organizers-notebook/index.org +* Phases and lessons learned +** Draft CFP +:PROPERTIES: +:CUSTOM_ID: cfp +:END: + +Create linked pages +- [ ] year index +- [ ] volunteer page +- [ ] submit page + +*** How to mark pages as drafts + +Put inside double square brackets: =!template id=pagedraft= +*** Previous years + +[[file:~/proj/emacsconf/wiki/2023/cfp.org][2023]] + +*** Lessons learned + +- Ask for public e-mail or contact information, IRC handle in CFP. +- Nudge everyone towards 5/10 or 20 minutes, and consider < or > on a case-by-case basis. + - In previous years, we offered 40 minutes as a + regular choice, but that was difficult because + we had to figure out how to squeeze lots of + talks into the schedule and we didn't know + what could be shortened. In 2022, we asked + people to provide quick outlines for 10-, 20-, + and 40-minute formats if they wanted a long + talk slot, which was helpful in prioritizing. + In 2023, we just suggested 5/10 and 20-minute + slots knowing that there would probably be + plenty of time for Q&A, with some longer talks + approved on a case-by-case basis. Because + talks are (ideally) prerecorded, 20 minutes + seems to be a good length to get into + something interesting while leaving time for + Q&A so that people could dive deeper into + particular things that interested them. +- Rolling acceptances were very nice. We gave + people a week to respond, which felt a little + quick sometimes, but gave people enough time to + speak up to see if they had any red flags or + suggestions. +- We didn't extend the CFP period in 2023, great! +- Two streams worked out well. Sunday morning had network congestion issues, so keep an eye out for those. +- It’s easier for us to extend beyond 5pm than to go before 9am + (especially for the West coast). Extending beyond 5pm puts strain on + European organizers and volunteers, though. +- Maybe incentivize proper timezone specification by saying we can translate times to their local time? +- Make sure to include cfp.org as an attachment instead of inline +- bandali likes having the commitment to freedom section in the CFP as a form of activism. +* |