From 7eb9fad66c49239ac73785c2140302b17ddb66a1 Mon Sep 17 00:00:00 2001 From: Sacha Chua Date: Mon, 19 Sep 2022 13:25:27 -0400 Subject: Add more tasks --- 2022/organizers-notebook.md | 73 +++++++++++++++++++++++++++++++++++++++++---- 1 file changed, 68 insertions(+), 5 deletions(-) diff --git a/2022/organizers-notebook.md b/2022/organizers-notebook.md index c4d453bc..7512284d 100644 --- a/2022/organizers-notebook.md +++ b/2022/organizers-notebook.md @@ -4,16 +4,40 @@ # Current tasks / status -- Organizers: Review the submissions in emacsconf-2022-private and e-mail emacsconf-org-private with any objections or comments by Sept 26 for early submitter notifications, Oct 7 for everything -- Waiting for more submissions (CFP deadline Sept 30) + +## 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](#org77acde7), Oct 7 for everything + + +## TODO Write preparation instructions and decide on deadline for prerecs + +We need time after the prerecs get submitted to: + +- convert the videos and check that they've been reencoded properly by watching the re-encoded ones all the way to the end +- caption videos +- capture any extra info +- follow up with missing prerecs + + +## WAITING for more submissions (CFP deadline Sept 30) + - Sacha: Add submissions to emacsconf-2022-private, draft 2-day schedule by Oct 10 -- Sacha: Organize volunteer information -- Corwin: Double-check Sacha's timezone conversions for availability + + +## TODO Corwin: Double-check Sacha's timezone conversions for availability # Other tasks and processes +## DONE Sacha: Organize volunteer information :sacha: + + +## TODO bandali: Finalize recording instructions :bandali: + + +## TODO bandali: Set up file upload :bandali: + + ## Once talks are approved - Publish initial talk information pages @@ -22,10 +46,38 @@ - Confirm e-mail communication with all of the speakers +## As prerecorded talks come in + +- Sacha: Parcel out captioning work to volunteers, help them get set up +- Volunteers: Caption pre-recorded videos (usually starting from autogenerated ones for easier work) +- Make sure all the links/resources mentioned are written down somewhere (web page and enriched captions for pasting into #emacsconf-accessible) + + +## Other tasks before the conference + +- Coordinate volunteer schedules so all the roles are covered + + +## During the conference + +- Volunteer: Check in speaker for live Q&A, make sure audio/video works + + +### During each talk + +- Volunteers: post links/resources/descriptions/captions (depending on your level of energy) to #emacsconf-accessible +- Volunteers: making sure questions get posted somewhere the speaker can see them + + # Communications -## TODO Early speaker notification(?) +## 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. + + +### TODO Option A: Early speaker notification(?) Hi, $name! @@ -64,6 +116,17 @@ Thank you so much! Sacha +### TODO Option B: Just letting them know it's been postponed + +Hi, $name! + +We extended the EmacsConf 2022 call for participation deadline to Sept +30, so speaker notifications will go out on Oct 15 instead. Thank you +for your patience! + +Sacha + + ## DONE Second announcement: CFP Dear fellow Emacsians, -- cgit v1.2.3