diff options
Diffstat (limited to 'organizers-notebook/index.org')
| -rw-r--r-- | organizers-notebook/index.org | 175 |
1 files changed, 175 insertions, 0 deletions
diff --git a/organizers-notebook/index.org b/organizers-notebook/index.org index fe8bcc89..891218b0 100644 --- a/organizers-notebook/index.org +++ b/organizers-notebook/index.org @@ -76,9 +76,15 @@ Create linked pages - [ ] submit page *** How to mark pages as drafts +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-draft-cfp-how-to-mark-pages-as-drafts +:END: Put inside double square brackets: =!template id=pagedraft= *** Previous years +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-draft-cfp-previous-years +:END: [[file:~/proj/emacsconf/wiki/2023/cfp.org][2023]] @@ -121,11 +127,17 @@ Put inside double square brackets: =!template id=pagedraft= European organizers and volunteers, though. - Put the speaker introduction right after the talk description for easier web page copying. ** Announce +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-announce +:END: - Post CFP to emacsconf-discuss, reddit.com/r/emacs, and in Emacs News - Submit to https://foss.events/ *** Promote the conference +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-announce-promote-the-conference +:END: Submit to https://foss.events/ @@ -143,6 +155,9 @@ happens and also mention to them when videos are available to spark more interest. ** Process proposals +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-process-proposals +:END: 1. In the private repository, create a conf.org. 2. Set ~emacsconf-org-file~ to its location. @@ -170,6 +185,9 @@ When proposals come in: TRACK, TIMEZONE, CATEGORY, DATE_SUBMITTED, PUBLIC_EMAIL ** Accept proposals +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-accept-proposals +:END: Setup: @@ -197,6 +215,9 @@ For each talk: - Create draft-schedule section in the public organizers notebook for the year - Add missing items to plan ** Set up backstage and upload +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-set-up-backstage-and-upload +:END: See [[emacsconf-ansible:README.org]]. @@ -205,6 +226,9 @@ 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. ** Post the schedule +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-post-the-schedule +:END: - [[elisp:(setq emacsconf-publishing-phase 'schedule)]] - elisp:emacsconf-publish-info-pages @@ -212,6 +236,9 @@ Lessons learned: - elisp:emacsconf-ical-generate-all - Update talks.md to refer to watch.md as well ** Process uploaded files +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-process-uploaded-files +:END: Basic setup: @@ -233,14 +260,26 @@ Process: 2. elisp:emacsconf-publish-cache-video-data or elisp:emacsconf-cache-all-video-data 3. elisp:emacsconf-publish-backstage-index ** Generate assets +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-generate-assets +:END: *** In-between pages +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-generate-assets-in-between-pages +:END: - Make the $year/assets/in-between directory and copy the template.svg from the previous year. - elisp:emacsconf-stream-generate-in-between-pages *** Intros +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-generate-assets-intros +:END: - 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. ** Prepare the infrastructure +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-prepare-the-infrastructure +:END: Checklist: @@ -260,6 +299,9 @@ Checklist: - [ ] Icecast ** Getting ready for captions +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-getting-ready-for-captions +:END: Onboarding: @@ -276,13 +318,20 @@ elisp:emacsconf-pad-prepopulate-shift-hyperlists SCHEDULED: <2024-11-30 Sat> :PROPERTIES: :CREATED: [2024-11-27 Wed 17:34] +:CUSTOM_ID: phases-and-lessons-learned-getting-ready-for-the-conference-send-check-in-details-schedule-update-etc :END: *** Two days before the conference +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-getting-ready-for-the-conference-two-days-before-the-conference +:END: Go through the :tminustwo: tags. *** One day before the conference +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-getting-ready-for-the-conference-one-day-before-the-conference +:END: Go through the :tminusone: tags. @@ -295,7 +344,13 @@ Go through the :tminusone: tags. :END: elisp:emacsconf-pad-open-shift-hyperlist ** After the conference +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference +:END: *** Capture stats +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference-capture-stats +:END: 2024 stats Saturday: @@ -312,13 +367,22 @@ res peak 81.54% total CPU (each OBS ~250%), mem 7GB used so far we have used 1.2TB of transfer this month *** Back up the data +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference-back-up-the-data +:END: **** Icecast +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference-back-up-the-data-icecast +:END: rsync -avze ssh live:'/data/emacsconf-2024-*' media:~/2024 rsync -avze ssh live:'/data/emacsconf-2024-*' . **** BigBlueButton +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference-back-up-the-data-bigbluebutton +:END: rsync -avze ssh root@bbb:/var/bigbluebutton/ bigbluebutton/ @@ -329,6 +393,9 @@ sudo losetup --find --show bbb-img-2024-12-08.img sudo mount /dev/loop10 test cd test ***** Reviewing all the Q&A durations and chat messages +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference-back-up-the-data-bigbluebutton-reviewing-all-the-q-a-durations-and-chat-messages +:END: #+begin_src emacs-lisp :eval no (let ((default-directory "/home/sacha/proj/emacsconf/2024/backups/bigbluebutton/published/video")) (mapconcat @@ -362,8 +429,14 @@ cd test - Copy IRC logs to cache and therefore to backstage: (ex: 2024-12-07-emacsconf-gen.txt) *** Combine the IRC logs and the pads, and add them to the wiki +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference-combine-the-irc-logs-and-the-pads-and-add-them-to-the-wiki +:END: (did we e-mail the speakers before or after?) *** Process the Q&A recordings and live presentations +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference-process-the-q-a-recordings-and-live-presentations +:END: - Save answers videos as --answers.webm. - From the pad file: emacsconf-extract-copy-pad-to-wiki @@ -383,7 +456,13 @@ Also copy the YouTube comments and IRC comments emacsconf-extract-irc-anonymize-log *** Send thank-you emails to the speakers +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference-send-thank-you-emails-to-the-speakers +:END: *** Notify emacs-discuss that the Q&A is up +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference-notify-emacs-discuss-that-the-q-a-is-up +:END: https://lists.gnu.org/archive/html/emacsconf-discuss/2024-12/msg00000.html @@ -413,25 +492,62 @@ Sacha #+end_example *** Write a report +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference-write-a-report +:END: Sample: https://emacsconf.org/2023/report/ *** Send thank-you emails to the volunteers +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference-send-thank-you-emails-to-the-volunteers +:END: emacsconf-mail-template-ask-volunteer-for-mailing-address *** Process the lessons learned +:PROPERTIES: +:CUSTOM_ID: phases-and-lessons-learned-after-the-conference-process-the-lessons-learned +:END: * General infrastructure +:PROPERTIES: +:CUSTOM_ID: general-infrastructure +:END: ** Linode instance sizes +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-linode-instance-sizes +:END: *** Production +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-linode-instance-sizes-production +:END: - front0 shared Linode 32GB - live0 shared Linode 64GB - meet Dedicated CPU 16GB *** Dormant +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-linode-instance-sizes-dormant +:END: Resize disk to 25GB, copying large files to media if needed - nanode front0 - nanode live0 - delete meet after downloading all the recordings, or resize down to nanode +** File uploads +:PROPERTIES: +:CUSTOM_ID: upload +:END: + +[[https://github.com/psi-4ward/psitransfer][psi-4ward/psitransfer: Simple open source self-hosted file sharing solution]] + +Before the conference: +1. Set ~upload_enabled~ to ~true~ in ~prod-vars.yml~ and run ~ansible-playbook -i inventory.yml prod-playbook.yml --tags upload~. +2. Confirm that https://upload.emacsconf.org has the upload interface and works with the password. +3. Use ~emacsconf-mail-template-to-all-groups~ and ~emacsconf-mail-upload-and-backstage-info~ to e-mail the upload information to all speakers. + +After the conference: + +1. Set ~upload_enabled~ to ~false~ in ~prod-vars.yml~ and run ~ansible-playbook -i inventory.yml prod-playbook.yml --tags upload~. +2. Confirm that https://upload.emacsconf.org shows the in-between page. ** Icecast :PROPERTIES: @@ -602,6 +718,9 @@ 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=. ** Shell scripts +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-shell-scripts +:END: Success: From the commandline, hosts can: - [X] play just the intro: intro $SLUG @@ -648,6 +767,9 @@ Explanation of files: Other files might also have been uploaded by the speaker, such as slides or notes. ** IRC web client +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-irc-web-client +:END: Success: - [X] You can join from https://chat.emacsconf.org @@ -665,11 +787,18 @@ 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? ** Etherpad +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-etherpad +:END: Success: - [X] pad.emacsconf.org redirects to this year's entry - [X] Each talk has its own Etherpad + +Lessons learned: + +- After 2024: Added pronouns and pronunciation to the pad template since that's what the hosts will be looking at ** Publishing media to the server and to the wiki :PROPERTIES: :CUSTOM_ID: media @@ -688,6 +817,9 @@ 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 :tminustwo: +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-publishing-media-to-the-server-and-to-the-wiki-switch-public-media-to-unprotected-root-before-the-conference +:END: 1. Clear public media directory. 2. Set =media_protect_root= to false in Ansible =group_vars/all.yml=. @@ -695,6 +827,9 @@ elisp:emacsconf-publish-media-files-on-change should remove it. You can generate the index with =emacsconf-publish-update-media=. ** Automated IRC announcements +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-automated-irc-announcements +:END: Success: @@ -733,6 +868,9 @@ Related: https://github.com/bigbluebutton/bigbluebutton/issues/8632 *** Creating talk BBB rooms +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-bigbluebutton-creating-talk-bbb-rooms +:END: - =docker exec -it greenlight-v3 /bin/bash= - =bundle exec rails console= @@ -758,7 +896,13 @@ Room.all.each { |x| puts x.friendly_id + " " + x.name }; nil #+end_src *** Setting up moderator access codes +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-bigbluebutton-setting-up-moderator-access-codes +:END: *** Backing up BBB :backup: +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-bigbluebutton-backing-up-bbb +:END: rsync -avze ssh root@bbb:/var/bigbluebutton/ bigbluebutton/ @@ -767,12 +911,18 @@ ssh root@bbb 'tar zcvf - /var/bigbluebutton /etc/bigbluebutton /root/greenlight- ssh root@bbb 'dd if=/dev/sda bs=5M ' | dd of=bbb-img-$(date "+%Y-%m-%d").img status=progress ** Manual IRC announcements +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-manual-irc-announcements +:END: Success: - [X] You can /opall, /conftopic, and /broadcast ** Low-res stream +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-low-res-stream +:END: Should be automatic, handled by Icecast backup on live: - /usr/local/bin/emacsconf-lowres-gen-on-connect @@ -781,6 +931,7 @@ backup on live: SCHEDULED: <2024-11-30 Sat> :PROPERTIES: :CREATED: [2024-11-27 Wed 17:33] +:CUSTOM_ID: general-infrastructure-upload-talks-to-youtube :END: [[https://studio.youtube.com/channel/UCwuyodzTl_KdEKNuJmeo99A/videos/upload?filter=%5B%5D&sort=%7B%22columnType%22%3A%22date%22%2C%22sortOrder%22%3A%22DESCENDING%22%7D][Channel videos]] @@ -830,6 +981,9 @@ SCHEDULED: <2024-11-30 Sat> :end: ** Restream to YouTube +:PROPERTIES: +:CUSTOM_ID: general-infrastructure-restream-to-youtube +:END: * Other process notes @@ -846,6 +1000,9 @@ ssh bbb.emacsverse.org docker exec -it greenlight-v2 bundle exec rake user:create["USERNAME","EMAIL","PASSWORD","user"] #+end_src ** When a talk is added after the schedule has already been drafted +:PROPERTIES: +:CUSTOM_ID: other-process-notes-when-a-talk-is-added-after-the-schedule-has-already-been-drafted +:END: - [X] Add the talk to conf.org - [X] Add the talk ID to the draft schedule - [X] Run the draft schedule block @@ -874,6 +1031,9 @@ docker exec -it greenlight-v2 bundle exec rake user:create["USERNAME","EMAIL","P 6. Consider updating the screenshots for sat-open and sun-open. ** When a talk changes title +:PROPERTIES: +:CUSTOM_ID: other-process-notes-when-a-talk-changes-title +:END: 1. Update the title in conf.org. 2. Delete the FILE_PREFIX property. @@ -897,11 +1057,17 @@ docker exec -it greenlight-v2 bundle exec rake user:create["USERNAME","EMAIL","P 5. Regenerate the pads: elisp:emacsconf-pad-prepopulate-all-talks 6. Regenerate talks.json: elisp:emacsconf-publish-talks-json-to-files ** To play the other stream +:PROPERTIES: +:CUSTOM_ID: other-process-notes-to-play-the-other-stream +:END: - mpv --profile=full https://live0.emacsconf.org/gen.webm - Change the channel topic to note that discussion can be in the other channel ** When a system is down +:PROPERTIES: +:CUSTOM_ID: other-process-notes-when-a-system-is-down +:END: Let people know in #emacsconf and #emacsconf-org @@ -912,17 +1078,26 @@ Update the status page: /broadcast <message> may also be helpful ** When we need to bring on a last-minute volunteer +:PROPERTIES: +:CUSTOM_ID: other-process-notes-when-we-need-to-bring-on-a-last-minute-volunteer +:END: /backstage nick will give them the backstage credentials and links to the index ** Checking people in +:PROPERTIES: +:CUSTOM_ID: other-process-notes-checking-people-in +:END: /checkin nick /room nick (should be automatic if live, but there just in case) ** Ansible +:PROPERTIES: +:CUSTOM_ID: other-process-notes-ansible +:END: #+begin_src sh :eval no git clone git@git.emacsconf.org:pub/emacsconf-ansible |