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| -rw-r--r-- | organizers-notebook.md | 96 | ||||
| -rw-r--r-- | organizers-notebook/index.org | 97 |
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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. +* |