From ca2fa781ff0c79f8090012de4a69ddc312b16df2 Mon Sep 17 00:00:00 2001 From: Sacha Chua Date: Mon, 3 Jun 2024 10:18:33 -0400 Subject: organizers' notebook --- organizers-notebook.md | 96 ++++++++++++++++++++++++++++++++++++++++++++++++++ 1 file changed, 96 insertions(+) create mode 100644 organizers-notebook.md (limited to 'organizers-notebook.md') 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 @@ + +[[!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. + +\* + -- cgit v1.2.3