diff options
| -rw-r--r-- | 2022/organizers-notebook.md | 231 |
1 files changed, 136 insertions, 95 deletions
diff --git a/2022/organizers-notebook.md b/2022/organizers-notebook.md index 443ca901..e92cfe64 100644 --- a/2022/organizers-notebook.md +++ b/2022/organizers-notebook.md @@ -3,53 +3,57 @@ # Table of Contents -- [Current tasks / status](#orgd69d925) - - [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](#org1cda62f) - - [zaeph: Write preparation instructions and decide on deadline for prerecs](#orge3c4fa5):zaeph: - - [sacha: add more submissions (CFP deadline Sept 30)](#orgb83f3a9):sacha: - - [sacha: copy things over from previous notebooks](#org28f2445):sacha: - - [corwin: Double-check Sacha's timezone conversions for availability](#orgc95b399):corwin: - - [corwin: Investigate streaming options, maybe OBS in the cloud](#orgf4d32a6):corwin: - - [Prepare to export talk information to wiki](#orgd2f1e16):sacha: -- [Other tasks and processes](#org7198967) - - [Sacha: Organize volunteer information](#org4883fdd):sacha: - - [bandali: Set up file upload](#orga8a32f7):bandali: - - [Once talks are approved](#org714183d) - - [As prerecorded talks come in](#org1acb3f4) - - [When a talk is captioned](#orgc18b794) - - [Other tasks before the conference](#org01680e3) - - [During the conference](#orgd5c51fd) - - [Roles needed](#roles) - - [During each talk](#each-talk) -- [Communications](#org4096579) - - [Ask emacsconf-org-private for feedback on early submissions](#org5dd0a6a) - - [Early speaker notification](#orgc53b127) - - [Option A: Early speaker notification(?)](#orgc5b64d4) - - [Option B: Just letting them know it's been postponed](#orgba7026e) - - [Future](#orgcb9e091) - - [Acceptance](#orgf2be03d) - - [Code](#orga55575a) - - [Template](#org20e76d3) - - [Acknowledge pre-rec submission](#org55dec22) - - [Captions for approval](#orgd08cd41) - - [Speakers we haven't confirmed e-mail communications with](#org8953f33) - - [Speakers who are missing prerecs](#orgad01f04) - - [Template](#org1059aa2) - - [Check-in instructions](#orga199b1b) - - [Code](#orgb2fdc34) - - [E-mail for speakers who are planning to be at the conference](#org65ef9d7) - - [E-mail for speakers who are not planning to be around, but who have sent us their prerecs](#org03714e2) - - [Last email before the conference](#org8ef5732) - - [Thank you, next steps](#org0d4334d) - - [Code](#orgd152ec0) - - [Text](#orgc2bff65) - - [Archive](#org42a43e5) - - [Second announcement: CFP](#orga13628c) - - [First announcement: CFP](#orgcf40f0c) -- [Supporting code](#org99196b5) - - -<a id="orgd69d925"></a> +1. [Current tasks / status](#org3636a2f) + 1. [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](#org97041a2) + 2. [zaeph: Write preparation instructions and decide on deadline for prerecs](#org0afc373):zaeph: + 3. [sacha: add more submissions (CFP deadline Sept 30)](#org1b4fae1):sacha: + 4. [sacha: copy things over from previous notebooks](#orgf08c3a5):sacha: + 5. [corwin: Double-check sachac’s timezone conversions for availability](#org469e1fd):corwin: + 6. [corwin: Investigate streaming options, maybe OBS in the cloud](#org8257b1d):corwin: + 1. [corwin: plan an approach to use a centralized OBS/nginix "bouncer"](#org5f8c710):corwin: + 2. [corwin: document such that someone else could use/fix it](#org0add397):corwin: + 3. [corwin: recrute at least one more person to help operate the "video bouncer"](#org490b525):corwin: + 7. [coriwn, zaeph: Work on the OBS scenes](#orga542920):zaeph:corwin: + 8. [Prepare to export talk information to wiki](#orgbdb63f1):sacha: +2. [Other tasks and processes](#org3ac93e1) + 1. [Sacha: Organize volunteer information](#org14e73d8):sacha: + 2. [bandali: Set up file upload](#org6f5a014):bandali: + 3. [Once talks are approved](#org3e586d4) + 4. [As prerecorded talks come in](#orgfc68d88) + 5. [When a talk is captioned](#org872d51d) + 6. [Other tasks before the conference](#orgdc9b987) + 7. [During the conference](#orgf794ebd) + 1. [Roles needed](#roles) + 2. [During each talk](#each-talk) +3. [Communications](#org5ea6079) + 1. [Ask emacsconf-org-private for feedback on early submissions](#org94a0356) + 2. [Early speaker notification](#org23b6802) + 1. [Option A: Early speaker notification(?)](#org24d6059) + 2. [Option B: Just letting them know it's been postponed](#org31993c0) + 3. [Future](#org6780797) + 1. [Acceptance](#org60bd803) + 1. [Code](#org5a264d4) + 2. [Template](#org045b457) + 2. [Acknowledge pre-rec submission](#orgb07e4f2) + 3. [Captions for approval](#org26cd84b) + 4. [Speakers we haven't confirmed e-mail communications with](#org740de57) + 5. [Speakers who are missing prerecs](#org45c610c) + 1. [Template](#orga0eb488) + 6. [Check-in instructions](#org60e6240) + 1. [Code](#org6ecbda4) + 2. [E-mail for speakers who are planning to be at the conference](#orgccca2b5) + 3. [E-mail for speakers who are not planning to be around, but who have sent us their prerecs](#orgcca29a8) + 7. [Last email before the conference](#orgc5bdd40) + 8. [Thank you, next steps](#org835a300) + 1. [Code](#orgcc0f6e7) + 2. [Text](#org9a8d321) + 4. [Archive](#orge383f94) + 1. [Second announcement: CFP](#orgaf6ae42) + 2. [First announcement: CFP](#org7b5d6c1) +4. [Supporting code](#org0bcec32) + + +<a id="org3636a2f"></a> # Current tasks / status @@ -83,14 +87,20 @@ Planned dates and phases: <tr> -<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-10-15 Sat]</span></span></td> -<td class="org-left">New speaker notification date</td> +<td class="org-left">[2022-09-??]</td> +<td class="org-left">Early speaker notification for original submissions</td> </tr> <tr> -<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-10-31 Mon]</span></span></td> -<td class="org-left">Schedule published</td> +<td class="org-left">[2022-10-??]</td> +<td class="org-left">Yes/no decisions for late submissions</td> +</tr> + + +<tr> +<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-10-15 Sat]</span></span></td> +<td class="org-left">New speaker notification date (possibly only for late submissions)</td> </tr> @@ -101,6 +111,12 @@ Planned dates and phases: <tr> +<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-10-31 Mon]</span></span></td> +<td class="org-left">Schedule published</td> +</tr> + + +<tr> <td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-11-05 Sat]</span></span></td> <td class="org-left">Target date to receive prerecs; earlier is better</td> </tr> @@ -132,12 +148,14 @@ Planned dates and phases: </table> -<a id="org1cda62f"></a> +<a id="org97041a2"></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](#orgc53b127), 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](#org23b6802), Oct 7 for everything +- zaeph: will start reviewing on Sep 21 -<a id="orge3c4fa5"></a> + +<a id="org0afc373"></a> ## TODO zaeph: Write preparation instructions and decide on deadline for prerecs :zaeph: @@ -151,51 +169,74 @@ 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="orgb83f3a9"></a> +<a id="org1b4fae1"></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="org28f2445"></a> +<a id="orgf08c3a5"></a> ## INPROGRESS sacha: copy things over from previous notebooks :sacha: -<a id="orgc95b399"></a> +<a id="org469e1fd"></a> -## TODO corwin: Double-check Sacha's timezone conversions for availability :corwin: +## TODO corwin: Double-check sachac’s timezone conversions for availability :corwin: -<a id="orgf4d32a6"></a> +<a id="org8257b1d"></a> ## TODO corwin: Investigate streaming options, maybe OBS in the cloud :corwin: -- Issue: zaeph was dropping frames +- Issue: zaeph was dropping frames and couldn’t pay attention to as many things as he wanted +- Issue: corwin needs assitance to not be locked in his chair for the whole conf. Premptively, zaeph can do it by broadcasting OBS scenes via the rmtp (instead of just his webcam). + + +<a id="org5f8c710"></a> + +### TODO corwin: plan an approach to use a centralized OBS/nginix "bouncer" :corwin: + + +<a id="org0add397"></a> + +### TODO corwin: document such that someone else could use/fix it :corwin: + + +<a id="org490b525"></a> + +### TODO corwin: recrute at least one more person to help operate the "video bouncer" :corwin: + + +<a id="orga542920"></a> + +## TODO coriwn, zaeph: Work on the OBS scenes :zaeph:corwin: + +- [ ] corwin is out from Nov 11-20, and we should start working on them before then. -<a id="orgd2f1e16"></a> +<a id="orgbdb63f1"></a> ## TODO Prepare to export talk information to wiki :sacha: -<a id="org7198967"></a> +<a id="org3ac93e1"></a> # Other tasks and processes -<a id="org4883fdd"></a> +<a id="org14e73d8"></a> ## DONE Sacha: Organize volunteer information :sacha: -<a id="orga8a32f7"></a> +<a id="org6f5a014"></a> ## TODO bandali: Set up file upload :bandali: -<a id="org714183d"></a> +<a id="org3e586d4"></a> ## Once talks are approved @@ -205,7 +246,7 @@ zaeph will also figure out the ffmpeg incantation for converting videos and the - Confirm e-mail communication with all of the speakers -<a id="org1acb3f4"></a> +<a id="orgfc68d88"></a> ## As prerecorded talks come in @@ -216,21 +257,21 @@ 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="orgc18b794"></a> +<a id="org872d51d"></a> ## When a talk is captioned - -<a id="org01680e3"></a> +<a id="orgdc9b987"></a> ## Other tasks before the conference - Coordinate volunteer schedules so all the roles are covered -<a id="orgd5c51fd"></a> +<a id="orgf794ebd"></a> ## During the conference @@ -286,12 +327,12 @@ Each role comprises different responsibilities. A person may have multiple role - Volunteers: making sure questions get posted somewhere the speaker can see them -<a id="org4096579"></a> +<a id="org5ea6079"></a> # Communications -<a id="org5dd0a6a"></a> +<a id="org94a0356"></a> ## TODO Ask emacsconf-org-private for feedback on early submissions @@ -316,14 +357,14 @@ Thanks! Sacha -<a id="orgc53b127"></a> +<a id="org23b6802"></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="orgc5b64d4"></a> +<a id="org24d6059"></a> ### TODO Option A: Early speaker notification(?) @@ -364,7 +405,7 @@ Thank you so much! Sacha -<a id="orgba7026e"></a> +<a id="org31993c0"></a> ### TODO Option B: Just letting them know it's been postponed @@ -377,17 +418,17 @@ for your patience! Sacha -<a id="orgcb9e091"></a> +<a id="org6780797"></a> ## Future -<a id="orgf2be03d"></a> +<a id="org60bd803"></a> ### Acceptance -<a id="orga55575a"></a> +<a id="org5a264d4"></a> #### Code @@ -445,7 +486,7 @@ Sacha (save-excursion (conf-replace-plist-in-string attrs (plist-get attrs :body))))) -<a id="org20e76d3"></a> +<a id="org045b457"></a> #### Template @@ -476,7 +517,7 @@ EmacsConf organization team P.S. Please keep emacsconf-submit@gnu.org in To or Cc when replying. -<a id="org55dec22"></a> +<a id="orgb07e4f2"></a> ### Acknowledge pre-rec submission @@ -509,7 +550,7 @@ P.S. Please keep emacsconf-submit@gnu.org in To or Cc when replying. "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="orgd08cd41"></a> +<a id="org26cd84b"></a> ### Captions for approval @@ -525,7 +566,7 @@ for your contribution! Sacha -<a id="org8953f33"></a> +<a id="org740de57"></a> ### Speakers we haven't confirmed e-mail communications with @@ -570,7 +611,7 @@ Sacha Chua (Please use Reply to All to keep emacsconf-submit@gnu.org in the loop. Thanks!) -<a id="orgad01f04"></a> +<a id="org45c610c"></a> ### Speakers who are missing prerecs @@ -591,7 +632,7 @@ Sacha Chua (conf-get-talk-info)))))) -<a id="org1059aa2"></a> +<a id="orga0eb488"></a> #### Template @@ -647,7 +688,7 @@ stream for you. Hope to hear from you soon! Sacha -<a id="orga199b1b"></a> +<a id="org60e6240"></a> ### Check-in instructions @@ -665,7 +706,7 @@ Goals: - They’re joined by the streamer and host. -<a id="orgb2fdc34"></a> +<a id="org6ecbda4"></a> #### Code @@ -722,7 +763,7 @@ Slightly more complex because of the conditionals (buffer-list))) -<a id="org65ef9d7"></a> +<a id="orgccca2b5"></a> #### E-mail for speakers who are planning to be at the conference @@ -750,7 +791,7 @@ Looking forward to seeing you soon! Sacha -<a id="org03714e2"></a> +<a id="orgcca29a8"></a> #### E-mail for speakers who are not planning to be around, but who have sent us their prerecs @@ -772,7 +813,7 @@ Thank you again for being part of EmacsConf ${year}! Sacha -<a id="org8ef5732"></a> +<a id="orgc5bdd40"></a> ### Last email before the conference @@ -791,12 +832,12 @@ Sacha > also be the time at which the talk will be made available on the same page. -<a id="org0d4334d"></a> +<a id="org835a300"></a> ### Thank you, next steps -<a id="orgd152ec0"></a> +<a id="orgcc0f6e7"></a> #### Code @@ -828,7 +869,7 @@ Sacha (plist-get template :body))))))) -<a id="orgc2bff65"></a> +<a id="org9a8d321"></a> #### Text @@ -858,12 +899,12 @@ Thanks again for speaking at EmacsConf! Sacha -<a id="org42a43e5"></a> +<a id="orge383f94"></a> ## Archive -<a id="orga13628c"></a> +<a id="orgaf6ae42"></a> ### DONE Second announcement: CFP @@ -894,7 +935,7 @@ 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="orgcf40f0c"></a> +<a id="org7b5d6c1"></a> ### DONE First announcement: CFP @@ -924,7 +965,7 @@ 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="org99196b5"></a> +<a id="org0bcec32"></a> # Supporting code |