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diff --git a/organizers-notebook.md b/organizers-notebook.md index 9589cf57..2cff5989 100644 --- a/organizers-notebook.md +++ b/organizers-notebook.md @@ -20,6 +20,35 @@ This document is the general organizers' notebook that can be used as a starting - [Create the public organizers’ notebook in the wiki](#starting-up-the-conference-planning-process-create-the-public-organizers-notebook-in-the-wiki) - [Phases and lessons learned](#phases-and-lessons-learned) - [Draft CFP](#phases-and-lessons-learned-draft-cfp) + - [Announce](#orgc65a882) + - [Process proposals](#org05d8ef4) + - [Accept proposals](#orge98e249) + - [Draft schedule](#draft-schedule) + - [Set up backstage and upload](#orge9a3c89) + - [Post the schedule](#org1e7771f) + - [Process uploaded files](#orgfd23289) + - [Generate assets](#org80c461d) + - [Prepare the infrastructure](#org033e054) + - [Getting ready for captions](#org217ecc8) +- [General infrastructure](#org59478a5) + - [Icecast](#icecast) + - [Watching pages](#watch) + - [VNC](#vnc) + - [Streaming with OBS](#obs) + - [Shell scripts](#org511ba94) + - [IRC web client](#org6abc1fd) + - [Etherpad](#orgd320fcc) + - [Publishing media to the server and to the wiki](#media) + - [Automated IRC announcements](#org005b5de) + - [Manual IRC announcements](#org33f6301) + - [Low-res stream](#orgd5b1661) + - [Restream to YouTube](#org3875a88) + - [Restream to Toobnix](#org678b044) +- [Other process notes](#other) + - [Adding another user to BBB](#bbb-user) + - [When a talk is cancelled](#cancel-talk) + - [When a talk Q&A changes method](#change-talk-qa) + - [Ansible](#orgf87ae48) <a id="starting-up-the-conference-planning-process"></a> @@ -117,4 +146,498 @@ Put inside double square brackets: `!template id=pagedraft` - It’s easier for us to extend beyond 5pm than to go before 9am (especially for Pacific time). Extending beyond 5pm puts strain on European organizers and volunteers, though. +- Put the speaker introduction right after the talk description for easier web page copying. + + +<a id="orgc65a882"></a> + +## Announce + +- Post CFP to emacsconf-discuss, reddit.com/r/emacs, and in Emacs News +- Submit to <https://foss.events/> + + +<a id="org05d8ef4"></a> + +## Process proposals + +1. In the private repository, create a conf.org. +2. Set `emacsconf-org-file` to its location. +3. Create a heading for Submissions and set `CUSTOM_ID` to `submissions`. +4. Prepare the `prepare` and `submit` pages on the wiki. + +When proposals come in: + +1. Acknowledge with an e-mail along the lines of: + + Hello, ....! + + <feedback> We'll wait another week in case anyone else wants to + chime in before I add it to the wiki and send further notes. :) Thanks for + submitting this! + +2. Use `emacsconf-mail-add-submission` if it works, or create the entry and paste it in. + `org-toggle-item` can help convert Org-style headings into a nested list. +3. Set the following fields (`my/org-set-property` + can be helpful): EMERGENCY, Q\_AND\_A, + AVAILABILITY, NAME, PRONOUNS, TIME, + SLUG, EMAIL, NAME\_SHORT, CUSTOM\_ID, + TRACK, TIMEZONE, CATEGORY, DATE\_SUBMITTED, + PUBLIC\_EMAIL + + +<a id="orge98e249"></a> + +## Accept proposals + +Setup: + +1. Create YYYY/talks.md. + +For each talk: + +1. Set up “Talk abstract” and “Talk details” sections in the conf.org talk subtree. +2. Change status to `TO_CONFIRM`. +3. Create wiki page with `emacsconf-publish-add-talk`. +4. Use `emacsconf-publish-info-pages` and `emacsconf-publish-schedule` as needed. +5. Send acceptance e-mail with `emacsconf-mail-accept-talk` + + +<a id="draft-schedule"></a> + +## Draft schedule + +- Create entries for opening and closing remarks + - FIXED: t + - SCHEDULED + - TIME: 10 + - BUFFER: 0 + - CUSTOM\_ID: + - SLUG: + - Q\_AND\_A: pad +- Create draft-schedule section in the public organizers notebook for the year +- Add missing items to plan + + +<a id="orge9a3c89"></a> + +## Set up backstage and upload + +See <a href="https://git.emacsconf.org/emacsconf-ansible/tree/README.org">README.org</a>. + +Lessons learned: + +- Next year, let’s get upload.emacsconf.org in place as the domain name so that people don’t try to FTP files to it. + + +<a id="org1e7771f"></a> + +## Post the schedule + +- <elisp:(setq emacsconf-publishing-phase 'schedule)> +- <elisp:emacsconf-publish-info-pages> +- <elisp:emacsconf-publish-schedule-org-files> +- <elisp:emacsconf-ical-generate-all> +- Update talks.md to refer to watch.md as well + + +<a id="orgfd23289"></a> + +## Process uploaded files + +Basic setup: + +1. Set up the media server and symlinks: <a href="https://git.emacsconf.org/emacsconf-ansible/tree/README.org">README.org</a> (Media). +2. Set up the prerec processing areas on res: <a href="https://git.emacsconf.org/emacsconf-ansible/tree/README.org">README.org</a> (Processing prerecs). +3. Set up the caption processor on res: <a href="https://git.emacsconf.org/emacsconf-ansible/tree/README.org">README.org</a> (Captioning). + +Process: + +1. Review uploaded files with <elisp:emacsconf-upload-dired> +2. Open the JSON for the file you want to process and use <elisp:emacsconf-upload-copy-from-json> . + If more than one file uses the same extension, provide a suffix to disambiguate them. +3. On res: + 1. Create a directory ~/current/files/$slug. + 2. Copy the uploaded file from ~/cache as `$video_slug--original.$extension`, or use `rename-original.sh $slug $file`. + 3. Call `process-prerec.sh $file`. +4. When the screens are finished, do locally: + 1. update-cache on my computer. + 2. <elisp:emacsconf-publish-cache-video-data> or <elisp:emacsconf-cache-all-video-data> + 3. <elisp:emacsconf-publish-backstage-index> + + +<a id="org80c461d"></a> + +## Generate assets + + +### In-between pages + +- Make the $year/assets/in-between directory and copy the template.svg from the previous year. +- <elisp:emacsconf-stream-generate-in-between-pages> + + +### Intros + +- In an empty VTT file, <elisp:emacsconf-subed-intro-subtitles> +- Record the audio and get captions +- Splice together into a file that will be processed with subed-record-compile-video. + + +<a id="org033e054"></a> + +## Prepare the infrastructure + +Checklist: + +- [ ] IRC + - [ ] Manual announcements + - [ ] Automated announcements +- [ ] Web conference +- [ ] Streaming assets + - [ ] Overlays + - [ ] Intros +- [ ] OBS +- [ ] VNC +- [ ] Publishing to the wiki +- [ ] Publishing to the media server +- [ ] Etherpad +- [ ] Mumble +- [ ] Icecast + + +<a id="org217ecc8"></a> + +## Getting ready for captions + +Onboarding: + +- Add captioner to conf.org with the `:caption:` tag, under a Volunteers heading with the `volunteer` tag. Make sure the `EMAIL` property is set. +- Add captioner to emacsconf-org mailing list. +- Send backstage information <elisp:emacsconf-mail-backstage-info-to-volunteer> . (Can be sent to all captioning volunteers with <elisp:emacsconf-mail-backstage-info-to-captioning-volunteers>) + + +<a id="org59478a5"></a> + +# General infrastructure + + +<a id="icecast"></a> + +## Icecast + +Success: You can use [OBS+VNC to record](#obs-instructions), and the results can be viewed by mpv. + +- [X] Gen +- [X] Dev + +Also, recordings are available in /data. + +New year: + +1. Reprovision with + + ansible-playbook -i inventory.yml prod-playbook.yml --tags stream + + so that the year is updated in the configuration. +2. SSH to live0.emacsconf.org and run `/etc/init.d/emacsconf stop`. Confirm that icecast has stopped with `ps | grep emacsconf`; if not, kill the process. + Start it again with `/etc/init.d/emacsconf start` +3. To test, you can use FFmpeg like this for the gen stream: + + ffmpeg -y -f lavfi -i testsrc=size=1280x720:rate=10 -i background-music.opus \ + -c:v libvpx -b:v 500K -crf 25 -b:a 128k \ + -content_type video/webm "icecast://emacsconf:$EMACSCONF_ICECAST_SOURCE_PASSWORD@live0.emacsconf.org:8001/gen.webm" + + For dev: + + ffmpeg -y -f lavfi -i testsrc=size=1280x720:rate=10 -i background-music.opus \ + -c:v libvpx -b:v 500K -crf 25 -b:a 128k \ + -content_type video/webm "icecast://emacsconf:$EMACSCONF_ICECAST_SOURCE_PASSWORD@live0.emacsconf.org:8001/dev.webm" + + and then view it with + + mpv https://live0.emacsconf.org/gen.webm + + +<a id="watch"></a> + +## Watching pages + +Success: You can watch at <https://live.emacsconf.org>. + +- [X] <https://live.emacsconf.org> goes to the current year’s page. +- [X] gen stream works in the browser +- [X] dev stream works in the browser +- [X] Schedule is correct + +New year: + +1. ansible-playbook -i inventory.yml prod-playbook.yml –tags live +2. Republish with <elisp:emacsconf-publish-watch-pages>. +3. Update front:/var/www/live.emacsconf.org. + +Set up test streams (see ffmpeg instructions from [Icecast](#icecast)) and then: + + +<a id="vnc"></a> + +## VNC + +We use VNC to connect to the X servers on res.emacsconf.org so that we can stream from it. + +Success: + +- [X] Confirm that you can connect to emacsconf-gen via VNC +- [X] Confirm that you can connect to emacsconf-dev via VNC + +Setting up + +- <elisp:emacsconf-publish-res-index> + + +<a id="vnc-instructions"></a> + +### Instructions + +NOTE: VNC+OBS doesn’t work well if you have a window manager that +automatically resizes windows, like i3. Please configure your window +manager so that the VNC window is not resized. + +1. Install a VNC viewer on your system (ex: tigervnc-viewer). + +2. Set up your local environment: + - gen: `export TRACK=gen; export TRACK_PORT=5905; export SSH_PORT=46668` + - dev: `export TRACK=dev; export TRACK_PORT=5906; export SSH_PORT=46668` + +3. Copy the password: + + scp emacsconf-$TRACK@res.emacsconf.org:~/.vnc/passwd vnc-passwd-$TRACK -p $SSH\_PORT + +4. Forward your local ports and connect via VNC viewer to the + appropriate forwarded port from your laptop: + + ssh emacsconf-$TRACK@res.emacsconf.org -N -L $TRACK_PORT:127.0.0.1:$TRACK_PORT -p $SSH_PORT & + sleep 5 # Give it time to establish the tunnels + xvncviewer 127.0.0.1:$TRACK_PORT -shared -geometry 1280x720 -passwd vnc-passwd-$TRACK & + +If you get the following error: + + channel 2: open failed: connect failed: Connection refused + CConn: End of stream + CConn: The connection was dropped by the server before the session could + be established. + +then the VNC server hasn’t started yet. You can start it with + + ssh emacsconf-$TRACK@res.emacsconf.org -p $SSH_PORT /home/emacsconf-$TRACK/bin/track-vnc + +and then connect with: + + xvncviewer 127.0.0.1:$TRACK_PORT -shared -geometry 1280x720 -passwd vnc-passwd-$TRACK & + + +<a id="obs"></a> + +## Streaming with OBS + +Success: Confirm that you can stream + +- [X] gen +- [X] dev + +New year: reprovision with + + ansible-playbook -i inventory.yml prod-playbook.yml --tags obs + +so that the year is updated in the shell scripts. + + +<a id="obs-instructions"></a> + +### Instructions + +1. [Connect to the VNC session for the track.](#vnc-instructions) + +2. Start **recording** (not streaming). If you don’t see OBS when you connect, it’s probably on workspace 2, so you can switch with Alt-2. If you still don’t see it there, you can open a terminal with Alt-Enter and then run `track-obs`. After you start recording, confirm that it is now broadcasting to the stream. + +3. Verify with MPV on your local system: + + mpv https://live0.emacsconf.org/$TRACK.webm & + + +### Icecast + +Success: You can use [OBS+VNC to record](#obs-instructions), and the results can be viewed by mpv. + +- [ ] gen +- [ ] dev + +New year: reprovision with + + ansible-playbook -i inventory.yml prod-playbook.yml --tags stream + +so that the year is updated in the configuration. + +This is on live.emacsconf.org and can be restarted with `/etc/init.d/emacsconf restart`. + + +<a id="org511ba94"></a> + +## Shell scripts + +Success: From the commandline, hosts can: + +- [X] play just the intro: intro $SLUG +- [X] play a file without an intro: play $SLUG +- [X] play a file with an intro: play-with-intro $SLUG (hmm, this didn’t show the subtitles) + ah, it’s because the intros need to be in the cache dir? +- [X] open the Q&A for a talk: handle-qa $SLUG + - [X] open the pad: pad $SLUG + - [X] open BBB: bbb $SLUG +- [ ] do the whole thing: handle-session $SLUG +- [ ] rebroadcast the other stream: + - rebroadcast gen + - rebroadcast dev +- [ ] control background music: music, stop-music + +Setup: + +- OBS must be streaming from the stream you’re testing. [Streaming with OBS](#obs) +- You may want to generate test assets and copy them over to the assets/stream directory. +- Generate all the overlays and copy them to assets/overlays +- Set up the assets/music directory + + +<a id="org6abc1fd"></a> + +## IRC web client + +Success: + +- [X] You can join from <https://chat.emacsconf.org> +- [X] You can join from <https://live.emacsconf.org> and the channels end up as the latest ones + +Remember to schedule a task to ask libera.chat to increase the number of users it will accept from chat.emacsconf.org to avoid connection exhaustion errors. + +Message I’ve posted to support@libera.chat: + +Thank you for running libera.chat. We’re looking forward to using IRC +(#emacsconf-gen, #emacsconf-dev) for the discussions for the upcoming +EmacsConf (Dec 7-8, <https://emacsconf.org>). In the past, we’ve needed to +coordinate with Libera staff to increase the number of connections +allowed from chat.emacsconf.org during conference days in order to avoid +connection exhaustion errors. Is that something we can plan now or would +you like me to bring it up a few days before the conference? + + +<a id="orgd320fcc"></a> + +## Etherpad + +Success: + +- [X] pad.emacsconf.org redirects to this year’s entry +- [X] Each talk has its own Etherpad + + +<a id="media"></a> + +## Publishing media to the server and to the wiki + +Start of year: + +1. Set `media_protect_root` to true in Ansible `group_vars/all.yml`. +2. `ansible-playbook -i inventory.yml prod-playbook.yml --tags media` +3. Generate the index with `emacsconf-publish-update-media` + +Confirm by setting a submitted talk to `PLAYING` and testing with +<elisp:emacsconf-publish-media-files-on-change> . The public media +directory should have the files and the entry should be in the index. +Switching it back to `TO_STREAM` and calling +<elisp:emacsconf-publish-media-files-on-change> should remove it. + + +### TODO Switch public media to unprotected root before the conference + +1. Clear public media directory. +2. Set `media_protect_root` to false in Ansible `group_vars/all.yml`. +3. `ansible-playbook -i inventory.yml prod-playbook.yml --tags media` + +You can generate the index with `emacsconf-publish-update-media`. + + +<a id="org005b5de"></a> + +## Automated IRC announcements + +Success: + +- [ ] When a talk starts playing, it is announced in the relevant channel + + +<a id="org33f6301"></a> + +## Manual IRC announcements + +Success: + +- [X] You can /opall, /conftopic, and /broadcast + + +<a id="orgd5b1661"></a> + +## Low-res stream + + +<a id="org3875a88"></a> + +## Restream to YouTube + + +<a id="org678b044"></a> + +## Restream to Toobnix + + +<a id="other"></a> + +# Other process notes + + +<a id="bbb-user"></a> + +## Adding another user to BBB + + ssh bbb.emacsverse.org + docker exec -it greenlight-v2 bundle exec rake user:create["USERNAME","EMAIL","PASSWORD","user"] + + +<a id="cancel-talk"></a> + +## When a talk is cancelled + +1. Update the status to CANCELLED. +2. Update the schedule with <elisp:emacsconf-update-schedule> +3. Regenerate the intros (before, after). <elisp:emacsconf-stream-generate-in-between-pages>, then use <elisp:subed-record-compile-video> in the intros file. +4. Sync the new intros to the /data/emacsconf/shared/$YEAR/assets/intros directory. +5. Regenerate the pads: <elisp:emacsconf-pad-prepopulate-all-talks> + + +<a id="change-talk-qa"></a> + +## When a talk Q&A changes method + +1. Update the talk property. +2. Update the schedule with <elisp:emacsconf-update-schedule> +3. Regenerate the intros (before, after). <elisp:emacsconf-stream-generate-in-between-pages>, then use <elisp:subed-record-compile-video> in the intros file. +4. Sync the new intros to the /data/emacsconf/shared/$YEAR/assets/intros directory. +5. Regenerate the pads: <elisp:emacsconf-pad-prepopulate-all-talks> +6. Regenerate talks.json: <elisp:emacsconf-publish-talks-json-to-files> + + +<a id="orgf87ae48"></a> + +## Ansible + + git clone git@git.emacsconf.org:pub/emacsconf-ansible |