[[!sidebar content=""]] This file is automatically exported from [/2022/organizers-notebook/index.org](/2022/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/). # Table of Contents - [Cadence](#cadence) - [Overall priorities](#overall) - [Projects and other long-running tasks](#projects) - [Ideas for next year](#maybe-projects) - [Things to figure out / decisions to make](#decisions) - [Roles needed](#roles) - [Infrastructure notes](#infra) - [Other tasks and processes](#other) - [Task archive](#archive) - [Communications](#comms) - [Supporting code](#code) - [Lessons learned](#lessons) Projects and tasks: - [Prepare intros for the hosts to read](#host-intros):sachac: - [Write check-in email](#check-in-email):sachac: - [Review the submissions for encoding issues](#review-submissions):zaeph: - [Plan in-case-of-emergency schedule for dropping back to one track after Saturday morning](#one-track):sachac: - [Create protocol for live Q&A](#live-protocol):zaeph: - [Update viewing instructions and watch pages](#write-viewing):sachac: - [Prepare to handle talk state changes](#publish-live):sachac:publish: - [Set up stream events on Toobnix and YouTube](#other-streams):sachac:stream: - [Set up talks on Toobnix and YouTube](#video-platforms):sachac:yt:toobnix: - [Do another run](#dry-run) - [Turn off file upload service on media.emacsconf.org](#upload-off):sachac:infra: - [Review notebook for tasks, priorities, and scheduling](#review) - [Use Mumble for backchannel coordination and also on-stage](#mumble) - [Satellite events](#satellite) - [Volunteer update](#volunteer-2022-11-14) - [Make a linear hyperlist for managing EmacsConf](#hyperlist):sachac: - [Record intro/outro for day-1 and day-2](#rec-intro):zaeph: - [Add category tags and possibly links between talks across 2022 and all previous years](#link-pages):quiliro:wiki: - [JS/CSS enhancement](#watch-css):emacsconf: - [Build up the ansible playbook](#ansible):sachac:opal: - [Consider breakout rooms for lunch break](#breakouts) - [Work on the OBS scenes](#obs-scenes):zaeph:corwin:sachac: - [Plan Etherpad use and hosting](#etherpad):sachac:ansible: Schedule by status: (gray: waiting, light yellow: processing, yellow: to assign, light green: captioning, green: captioned and ready) - Updated by conf.org and the wiki repository  # Cadence

Week ending	Work	Speakers	Volunteers	Public
[2022-09-30 Fri]		acceptance, reply to confirm
[2022-10-09 Sun]		schedule, reply if not okay	overall priorities
[2022-10-16 Sun]	Etherpad, stream		infra update
[2022-10-23 Sun]	file upload, watch pages	file upload instructions, backstage	training
[2022-10-30 Sun]	OBS in the cloud		caption kickoff	schedule, posters?
[2022-11-06 Sun]	intro, exit, dry run, prerecs	prerec confirmation/reminder, caption progress
[2022-11-13 Sun]	captions	tech check, bio, support links (ex: Liberapay)?	shifts
[2022-11-20 Sun]	captions	checkin instructions and schedule updates
[2022-11-27 Sun]	captions	last weekend before EmacsConf		watching

# Overall priorities This table makes it easier to move the slider depending on who wants to volunteer and how much we can get done. At some point, we’ll figure out how to track our current status so we know what we need to scramble to do in order to get the conference off the ground. **bold** is our current goal. Feel free to volunteer for anything that interests you!

	Good	Better	Best
conf.org management	on sachac’s laptop	S: on res.emacsconf.org	DONE S/Z: other people know how to work with it
prerec	convert to webm	normalize audio	DONE Z: reduce noise
talk pages	DONE S: link to stream, pad, IRC	S: link to prerec when live	embed stream, pad, IRC, prerec
schedule	one track	DONE S: two tracks	aligned times, full roster
upload	FTP	DONE S: web-based	auto-encoded, preview (SReview?)
streaming	ffmpeg from computer	OBS	DONE: OBS in cloud, switchable hosts
other streams	480p	+ Toobnix	S: + YouTube
volunteer coordination	ad-hoc	DONE playbook	training meetings + recordings
BBB rooms	about 5 rooms that we cycle through		DONE S: one room per speaker
host	no host, speaker reads pad	host reads pad	host monitors IRC and helps with BBB as well
BBB Q&A	none	DONE open to community	moderated by speaker and host
BBB Q&A start	awkward silence while waiting	speaker can demo a little	host has prepared questions just in case no one shows up
watch page	tracks	+ IRC	DONE S: + talk info, maybe even current/recent/next
pad	one pad for conf	one pad per talk, wikimedia	DONE S: one pad per talk, self-hosted so we can access API
IRC	#emacsconf, -org	DONE #emacsconf, -gen, -dev, -org	IRC volunteer copying to pads; maybe even IRC bots
IRC announcements	ERC commands	DONE S: hook-based	timer-based
sched update	DONE S: publish at start	update main sched	update talk pages
other platforms	S: Toobnix & YT after event		S: Toobnix + YT when live
schedule view	text table	imagemap fallback	DONE S: interactive SVG
caption workflow	YT autosubs	Whisper autosubs	DONE: Whisper + more granular timestamps
wiki	plain text, markdown	DONE S: some JS and CSS enrichment	more JS and CSS, embeds, videoplayer
ansible	none	DONE S: some automation	comprehensive, can also work against containers
intro and exit	DONE: slide on screen, host on Mumble	per-talk video, recorded voiceover	Emacs thing so we can display info, countdowns, IRC

# Projects and other long-running tasks - [Prepare intros for the hosts to read](#host-intros):sachac: - [Write check-in email](#check-in-email):sachac: - [Review the submissions for encoding issues](#review-submissions):zaeph: - [Plan in-case-of-emergency schedule for dropping back to one track after Saturday morning](#one-track):sachac: - [Create protocol for live Q&A](#live-protocol):zaeph: - [Update viewing instructions and watch pages](#write-viewing):sachac: - [Prepare to handle talk state changes](#publish-live):sachac:publish: - [Set up stream events on Toobnix and YouTube](#other-streams):sachac:stream: - [Set up talks on Toobnix and YouTube](#video-platforms):sachac:yt:toobnix: - [Do another run](#dry-run) - [Turn off file upload service on media.emacsconf.org](#upload-off):sachac:infra: - [Review notebook for tasks, priorities, and scheduling](#review) - [Use Mumble for backchannel coordination and also on-stage](#mumble) - [Satellite events](#satellite) - [Volunteer update](#volunteer-2022-11-14) - [Make a linear hyperlist for managing EmacsConf](#hyperlist):sachac: - [Record intro/outro for day-1 and day-2](#rec-intro):zaeph: - [Add category tags and possibly links between talks across 2022 and all previous years](#link-pages):quiliro:wiki: - [JS/CSS enhancement](#watch-css):emacsconf: - [Build up the ansible playbook](#ansible):sachac:opal: - [Consider breakout rooms for lunch break](#breakouts) - [Work on the OBS scenes](#obs-scenes):zaeph:corwin:sachac: - [Plan Etherpad use and hosting](#etherpad):sachac:ansible: ## TODO Prepare intros for the hosts to read :sachac: also in :INTRO\_NOTE: in conf.org so that we can plop it into the hyperlists. ### TODO Write intros for all the other talks ### DONE Set up Etherpad with the talks and see if we can involve the speakers and captioning volunteers :sachac: ## TODO Write check-in email :sachac: ### DONE Switch all the rooms to allow anyone to start them - one less step for the check-in person //list = [...document.querySelectorAll('.room-name-editable')].filter((o) => o.value.match(/^ec22-(sat|sun)/)); card = document.querySelector('a[href=\"%s\"] .card-body'); card.querySelector('.item-action.dropdown a').click() card.querySelector('.update-room').click() if (!document.querySelector('#room_anyone_can_start').checked) { document.querySelector('#room_anyone_can_start').click(); } document.querySelector('.update-only.create-room-button').click(); okay, next thing, it automatically refreshes. so I can’t run the whole Javascript, I need to xdotool it. (setq list (mapcar (lambda (o) (plist-get o :bbb-room)) (emacsconf-get-talk-info))) (setq list (seq-drop list (seq-position list "https://bbb.emacsverse.org/b/sac-rvc-kd2-pev"))) (progn (setq item (pop list)) (when (string-match "/b/\\(.*\\)" item) (kill-new (format "card = document.querySelector('a[href=\"%s\"] .card-body'); card.querySelector('.item-action.dropdown a').click() card.querySelector('.update-room').click() if (!document.querySelector('#room_anyone_can_start').checked) { document.querySelector('#room_anyone_can_start').click(); } document.querySelector('.update-only.create-room-button').click(); " (match-string 0 item))) (sleep-for 2) (shell-command "xdotool key alt+Tab"))) Relying on xdotool seems a little fragile. Let’s just check the page itself for the next one that needs to be done. list = [...document.querySelectorAll('.room-name-editable')].filter((o) => o.value.match(/^ec22-(sat|sun)/)); list.reduce(async(prev, elem) => { await prev; if (!sessionStorage.getItem(elem.value)) { return new Promise((resolve, reject) => { card = elem.closest('.card-body'); card.querySelector('.item-action.dropdown a').click(); card.querySelector('.update-room').click(); sessionStorage.setItem(elem.value, true); setTimeout(function() { if (!document.querySelector('#room_anyone_can_start').checked) { document.querySelector('#room_anyone_can_start').click(); document.querySelector('.update-only.create-room-button').click(); } else { document.querySelector('#createRoomModal').click(); } resolve(true); }, 500); }); } }); ### DONE Update checkin instructions ### Templates Goals: - Ask speaker verify their scheduled time It has already been confirmed with them, but it might have changed slightly - HOW: They should check the time at the top of their talk page on the day of the conference - Double-check Q&A preference, encourage tech checks for live talks/Q&A - If they are available: - Direct to tech-checks via - Inform them of the check-in process - They come say hi to us 30’ before their session in #emacsconf-org or #emacsconf (they can use chat.emacsconf.org ) - We get them set up in a room where they can wait until the end of the broadcast of their pretention - They’re joined by the streamer and host. - Warning about potential emergency changes Slightly more complex because of the conditionals (defun emacsconf-mail-checkin-instructions (group &optional template) "Send checkin instructions. GROUP is (email . (talk talk))" (interactive (list (emacsconf-mail-complete-email-group (seq-filter (lambda (o) (or (string= (plist-get o :status) "CANCELLED") (null (plist-get o :email)) (string-match "after" (or (plist-get o :q-and-a) "")))) (emacsconf-get-talk-info))))) (let* ((talks (seq-remove (lambda (o) (or (string= (plist-get o :status) "CANCELLED") (null (plist-get o :email)) (string-match "after" (or (plist-get o :q-and-a) "")) (save-window-excursion (emacsconf-with-talk-heading o (re-search-forward "checkin instructions" (save-excursion (org-end-of-subtree)) t))))) (cdr group))) (waiting-talks (seq-find (lambda (o) (string= (plist-get o :status) "WAITING_FOR_PREREC")) talks))) (when talks (emacsconf-mail-prepare (or template (emacsconf-mail-merge-get-template "checkin-at-conf")) (car group) (list :year emacsconf-year :base-url emacsconf-base-url :conf-name emacsconf-name :email (plist-get (car talks) :email) :emergency emacsconf-emergency-contact :plural (if (> (length (cdr group)) 1) "s" "") :speakers-short (plist-get (car talks) :speakers-short) :url (mapconcat (lambda (o) (concat emacsconf-base-url (plist-get o :url))) talks" , ") :waiting (cond ((> (length waiting-talks) 1) " If you can upload your talk videos before the conference, I think that might be much less stressful for everyone than doing it live. =) Please note that we will turn off the web-based upload on Dec 1 to free up memory on the server, so please upload them as early as you can.${wrap}") ((= (length waiting-talks) 1) " If you can upload your talk video before the conference, I think that might be much less stressful for everyone than doing it live. =) Please note that we will turn off the web-based upload on Dec 1 to free up memory on the server, so please upload it as early as you can.${wrap}") (t "")) :checkin-info (mapconcat (lambda (o) (let ((base-checkin (format-time-string "%b %-d %-l:%M %p" (plist-get o :checkin-time) emacsconf-timezone)) (speaker-checkin (format-time-string "%b %-d %-l:%M %p" (plist-get o :checkin-time) (plist-get o :timezone)))) (emacsconf-replace-plist-in-string (append (list :base-url emacsconf-base-url :check-in (concat "Before " base-checkin " in " emacsconf-timezone (if (string= base-checkin speaker-checkin) "" (concat ", which is the same as " speaker-checkin " in " (plist-get o :timezone))) "\n" " (this is " (plist-get o :checkin-label) ")") :qa-info-speakers (cond ;; aaaaah, no prerec yet ((string= (plist-get o :status) "WAITING_FOR_PREREC") (concat "Talk and Q&A BigBlueButton room: " (plist-get o :bbb-room))) ((null (plist-get o :q-and-a)) "") ((string-match "live" (plist-get o :q-and-a)) (concat "Q&A BigBlueButton room: " (plist-get o :bbb-room))) ((string-match "irc" (plist-get o :q-and-a)) (concat "Q&A: " (plist-get o :channel) " (" (plist-get o :webchat-url) ")")) ((string-match "pad" (plist-get o :q-and-a)) "Q&A: On the pad") (t "Q&A: After the event"))) o) "- ${title} Info and sched: ${base-url}${url} Check-in: ${check-in} Pad: ${pad-url} ${qa-info-speakers}"))) talks "\n\n"))) (mapc (lambda (o) (emacsconf-mail-log-message-when-sent o "Sent checkin instructions")) talks)))) #### E-mail for speakers who are planning to be at the conference Hello, ${speakers-short}! We’re looking forward to having you join us at EmacsConf! We’ve updated the schedule based on the submissions and cancellations, and we’ll probably update the schedule even on the day of the conference. You can get a rough idea of your schedule at the talk pages with the URL${plural} below. You might want to check your talk page${plural} some time next week to get a rough sense of where it is, and then check it again on the day of your talk${plural}. Please let me know if the times don’t work for you. We’ll try our best to keep your talk in the same general timeslot (ex: Saturday morning, Saturday afternoon, Sunday morning, Sunday afternoon). We’ve done some dry-runs, but just in case it turns out that running two tracks at the same time leaves us too frazzled, we may drop back to one track with Q&A on an alternate stream, like last year. If there are big changes to your schedule on the day of your talk${plural}, you’ll get an e-mail from us with a subject like “URGENT: EmacsConf 2022: …”.${wrap} Here’s your checkin info: ${checkin-info} Please check in early so that we can deal with scheduling changes or technical issues. You can find the check-in process at ${base-url}${year}/speakers/ .${waiting} If something comes up, please let us know as soon as you can. Here’s my emergency contact information: ${emergency} Thank you for sharing your time and energy with the EmacsConf community! Sacha p.s. If you need to cancel, that’s okay too, life happens. Let me know as soon as you can and I’ll try to shuffle things around. Thank you! #### E-mail for speakers who are not planning to be around, but who have sent us their prerecs Hello, ${name}! Thank you so much for contributing a talk for EmacsConf ${year}! We’re looking forward to collecting questions and forwarding them to you by e-mail after the conference. We’ll also post the prerecording at the time that it gets streamed, so people will be able to access it at ${url} once it has gone live. If it turns out that you can make it to the conference after all, feel free to drop us a line at #emacsconf-org and we’ll let people know you’re around. You can find the check-in process at . Thank you again for being part of EmacsConf ${year}! Sacha ### TODO Draft e-mail to send speakers who may need to do it live ## TODO Review the submissions for encoding issues :zaeph: so that we don’t get surprised by missing or corrupted videos ## TODO Plan in-case-of-emergency schedule for dropping back to one track after Saturday morning :sachac: We might be able to do it on a modular basis (Saturday afternoon, Sunday morning, or Sunday afternoon). We need a quick way to notify the affected speakers, and we should give them a heads-up as well. We also need a quick way to update the schedule. ### STARTED Update conf.org and the wiki based on the selected schedule ### TODO Give speakers a heads-up regarding schedule tweaks and the potential for bigger schedule changes ### TODO Draft the code for mailing all the affected speakers ### Saturday afternoon -  ### Sunday morning -  ### Sunday afternoon -  ### TODO Get the emergency schedule sorted out so that we can easily switch to it ## TODO Create protocol for live Q&A :zaeph: Objective: - Move smoothly from the talk to live-questions, and have adaptations based on how many questions the talk receives. Comments: - It would be nice to have a protocol with speakers to tell us that they’re uncomfortable with a question, just so that we can find a smooth way to skip it. ## TODO Update viewing instructions and watch pages :sachac: Extra stuff to consider adding: - Suggestions for mpv-filter to invert colourscape. Also add to watch page - - - ### DONE Add Q&A distinction to SVG schedule ### CANCELLED Make it easy to get to recent/current/next talk information while watching Maybe links to the current shift’s pads ### TODO Add pad to sched directive so that it will be linked when the pads are live ### TODO Update as well ## TODO Prepare to handle talk state changes :sachac:publish: ### Talk states - **WAITING\_FOR\_PREREC(p):** waiting for the speaker to upload. Use this to nudge people weekly after the deadline, keeping PREREC\_INFO in mind for speakers who have told us they’ll need extra time. - **TO\_PROCESS(a):** talk has been uploaded. zaeph will rename it, process it using ffmpeg/audacity, and then put it in media.emacsconf.org/2022/backstage along with any related files. - VIDEO\_FILE - VIDEO\_FILE\_SIZE - VIDEO\_DURATION - **TO\_AUTOCAP(y):** sachac will prepare automated captions for easier editing - YOUTUBE\_URL - TOOBNIX\_URL - **TO\_ASSIGN(a):** captioning volunteers can call dibs on this talk by e-mailing sacha@sachachua.com. talk will be listed on media.emacsconf.org/2022/backstage/index.html - **TO\_CAPTION(c):** captioning is in progress. - CAPTIONER property is set to the volunteer. - **TO\_STREAM(s):** talk is captioned and ready to play. Transcript directives are prepared so that the talk can be published with the transcript when it streams. - **PLAYING(m):** talk is being streamed live; announce in IRC and publish prerec and other resources on talk page - **CLOSED\_Q(q):** host is doing closed Q&A session with speaker; announce Q&A in IRC, friendly BBB page should refresh with waiting message - **OPEN\_Q(o):** host is doing open Q&A session with speaker, friendly BBB page should redirect to BBB; update IRC and Etherpad - **UNSTREAMED\_Q(u):** Q&A session with speaker continues off the stream because another talk has started playing; list on current page - **TO\_ARCHIVE:** Q&A session has ended; update talk page and current page. At some point, archive the pad and IRC onto the talk page. - **TO\_EXTRACT:** Extract the recording from the Q&A room - QA\_YOUTUBE - QA\_TOOBNIX - **TO\_FOLLOW\_UP:** Send questions to the speaker for follow-up - **DONE(x):** all done, yay! - **CANCELLED(!):** maybe next time Other things that aren’t tracked by todo status: - **CHECK\_IN: t:** once the speaker has been checked into the BBB room or IRC #### TODO Prerec publishing Move to public directory and create a link from the backstage directory Update the wiki page ### TODO Check process for posting prerecs to the talk page and media directory as soon as the talk is live :sachac: ### DONE Prepare to announce talks on IRC emacsconf-erc.el in the emacsconf-el repo - talks should be announced in their relevant track channel and in the main channel - video starting now - Q&A starting now & where - a small announcement might go into the hallway and emacsconf-org - announcement can include talk page, pad, IRC nick, pronouns ## STARTED Set up stream events on Toobnix and YouTube :sachac:stream: so that people on other platforms can come across EmacsConf ### TODO Write the restreaming shell scripts #### TODO Restream-gen-youtube ### DONE Create the events and save the keys :sachac: [Other platforms](file:///home/sacha/proj/emacsconf/private/conf.md) $1 is of the form rtmp://…/stream\_key MOUNT=$1 while true; do ffmpeg -loglevel 24 -i http://localhost:8000/main.webm -cluster_size_limit 2M -cluster_time_limit 5100 -b:v 1M -crf 30 -g 125 -deadline good -threads 4 -vcodec libx264 -acodec libmp3lame -f flv $MOUNT; done Creating the events - YouTube: Create - Go Live - Schedule Stream - Streaming Software - Toobnix: Publish - Go live - max live is 5 hours ##### EmacsConf 2022 - General track This is for the general track of EmacsConf, the conference about the joy of Emacs and Emacs Lisp. Watch using free/open source software: Conference info: Schedule: Chat on #emacsconf-dev via or irc.libera.chat Etherpad: Videos are shared under the terms of the Creative Commons Attribution-ShareAlike 4.0 International (CC BY-SA 4.0) license. Please observe the guidelines for conduct: ##### EmacsConf 2022 - Development track This is for the development track of EmacsConf, the conference about the joy of Emacs and Emacs Lisp. Watch using free/open source software: Conference info: Schedule: Chat on #emacsconf-dev via or irc.libera.chat Etherpad: Videos are shared under the terms of the Creative Commons Attribution-ShareAlike 4.0 International (CC BY-SA 4.0) license. Please observe the guidelines for conduct: ## TODO Set up talks on Toobnix and YouTube :sachac:yt:toobnix: so that people can find the videos on other video platforms waiting for prerecs ## TODO Do another run Summary: - bandali will stream from his computer; confirmed can stream to dev - corwin will probably connect to gen by VNC; confirmed can connect to VNC and click around, need to become more familiar with setup after trip - sachac will be backup streamer if bandali or corwin are unavailable Goals: - Good: Streamers are set up to broadcast from their own OBS if needed (could be a backup plan, could be the main plan) - Better: Streamers can connect to the VNC session for their track, manage OBS, start videos (with overlays), and browse the Q&A links - Best: Streamers can connect via emacsclient in orga@res.emacsconf.org, manage the task status, and have everything working Agenda: - Get familiar with the setup - Consider whether we want to prioritize local OBS (more screen real estate) or stream OBS (easier swapping, can be controlled remotely) - Consider whether we want mumble to be able to quickly add audio; how do we want to set it up scene-wise? ### Checklist for later dry run 1. Streams - [ ] General stream - [ ] Development stream - [ ] 480p streams 2. Scenes - [ ] Intro - [ ] Prerec - [ ] Q&A: live - [ ] Q&A: IRC - [ ] Q&A: pad 3. [ ] IRC channels - [ ] Announce - [ ] Question handling - [ ] Timers 4. [ ] Watching pages - [ ] Before launch - [ ] Streaming - [ ] Emergency announcement 5. [ ] Pads 6. [ ] Wiki - [ ] Schedule update - [ ] Message on the schedule - [ ] Prerec live 7. [ ] Wind everything down Later on - [ ] Toobnix stream - [ ] YouTube stream ### Create test gst-launch-1.0 compositor name=mix sink\_1::xpos=1180 sink\_1::ypos=470 ! videoconvert ! autovideosink filesrc location=community-title.svg ! rsvgdec ! imagefreeze num\_buffers=100 ! mix. videotestsrc ! video/x-raw,width=400,height=300 ! mix. audiotestsrc freq ! autoaudiosink gst-launch-1.0 compositor name=mix sink\_1::xpos=1200 sink\_1::ypos=600 ! videoconvert ! autovideosink \\ filesrc location=community-title.svg ! rsvgdec ! imagefreeze num\_buffers=100 ! mix. \\ filesrc location=background.opus ! oggdemux ! opusdec ! audioconvert ! audioresample ! mix. videotestsrc ! video/x-raw,width=400,height=300,framerate=25/1 num\_buffers=(25 \* (4 \* 60 + 5)) ! mix. gst-launch-1.0 webmmux name=mux ! filesink location=community.webm \\ compositor name=mix sink\_1::xpos=1200 sink\_1::ypos=600 ! videoconvert ! vp8enc ! queue ! mux.video\_0 \\ filesrc location=community-title.svg ! rsvgdec ! imagefreeze num\_buffers=2450 ! mix. \\ filesrc location=background.opus ! oggdemux ! opusdec ! audioconvert ! audioresample ! vorbisenc ! queue ! mux.audio\_0 \\ videotestsrc num\_buffers=2450 ! video/x-raw,width=400,height=300,framerate=10/1 ! mix. 1251,/home/sacha/proj/emacsconf/private/assets/titles% find -name community-title.svg -exec inkscape –export-type=png –export-width=1280 –export-height=720 –export-background-opacity=0 {} \\; ### DONE Do mini dry run #### DONE Revisit OBS and streaming setup to prepare for the dry run next weekend ## TODO Turn off file upload service on media.emacsconf.org :sachac:infra: so that nginx can have more memory and we don’t risk slowdowns ## STARTED Review notebook for tasks, priorities, and scheduling ## INPROGRESS Use Mumble for backchannel coordination and also on-stage [2022-11-19 Sat] sachac: Confirmed that you can join the emacsconf-dev or emacsconf-gen channel if you have access, and you can speak on air in just that channel ### DONE Update the Mumble setup :bandali: - [X] Add emacsconf-gen and emacsconf-dev channels - [X] Give the emacsconf-gen and emacsconf-dev users access to them - [X] Give the other organizers access to emacsconf-gen, emacsconf-dev, and org-private - [X] Get emacsconf-gen and -dev to join the right channels ### DONE E-mail volunteers and help them get on Mumble :bandali: #### Template We plan to use Mumble as a virtual walkie-talkie during the conference so that we can quickly talk to each other as needed. It can also be a way for us to add our audio to the streams. Please set up your system as follows: 1. Install a Mumble client on the device you want to use to connect to the voice channel. It can be your computer or phone. You can choose the username that you would like to log in with. 2. Create and backup your certificate. (This is part of the wizard for the desktop client, and it might be automatic on a phone client.) 3. Connect to mumble.emacsconf.org with your desired username. 4. Register your account on the server using the `Self > Register` command. This reserves your username using your certificate and allows me to add you to ACLs. 5. Let me know (sachac on #emacsconf-org in IRC or sacha@sachachua.com) when you’ve registered so that I can add you to the access control lists for the private channels. If I’m around on mumble (sachac), you can say hi to me there and confirm that it’s working. You can enter a channel by double-clicking on it. (On Mumla for Android, entering a channel is instead done by clicking on the arrow to the right of the channel.) Then your audio will go to that channel, and you can hear audio from that channel. We can use the `emacsconf-gen` and `emacsconf-dev` channels to speak on air, and we can use the `backstage` channel for coordination. Looking forward to hearing from you! Sacha ### DONE Generate certificates, add them to conf.org, and register the users :sachac: ### WAITING Set up Mumble and bring the volunteers on board

	Emailed	Onboarded
FlowyCoder	X	[2022-11-19 Sat] access granted, briefed
jman	X
vetrivln	X	[2022-11-19 Sat] access granted, needs to figure out audio

## Satellite events ### Zurich #### TODO Link to them on the wiki :bandali: #### TODO announce on the emacsconf-discuss mailing list :bandali: ## Volunteer update - talk banners, akshay ## TODO Make a linear hyperlist for managing EmacsConf :sachac: Goal: - Volunteers should be able to coordinate everything by stepping through a linear list of things to do - The hyperlist will primarily live on orga@res.emacsconf.org and be accessed through emacsclient. (Maybe sat.org and sun.org) - Volunteers should be able to take breaks as needed - 9:05 Journalism - [ ] Check ${name} into BBB room - [X] [Start talk]((emacsconf-update-talk-status "journalism" "." "PLAYING")) - [X] [Start closed Q&A]((emacsconf-update-talk-status "journalism" "." "CLOSED_Q")) - [ ] [Open Q&A]((emacsconf-update-talk-status "journalism" "." "OPEN_Q")) - [ ] [Mark Q&A as unstreamed]((emacsconf-update-talk-status "journalism" "." "UNSTREAMED_Q")) - [ ] [Finish talk]((emacsconf-update-talk-status "journalism" "." "TO_ARCHIVE")) - 9:40 Handwritten - [ ] [Start talk]((emacsconf-update-talk-status "handwritten" "." "PLAYING")) - [ ] [Start closed Q&A]((emacsconf-update-talk-status "handwritten" "." "CLOSED_Q")) - [ ] [Open Q&A]((emacsconf-update-talk-status "handwritten" "." "OPEN_Q")) - [ ] [Mark Q&A as unstreamed]((emacsconf-update-talk-status "handwritten" "." "UNSTREAMED_Q")) - [ ] [Finish talk]((emacsconf-update-talk-status "handwritten" "." "TO_ARCHIVE")) See sat.org and sun.org in the conf private repo Try them in an Etherpad [How do we want to coordinate during the conference itself?](#coordination) ### DONE Try writing it to an Etherpad ### TODO Revisit the hyperlists to make sure they make sense ### TODO Add intro notes and specific talk notes to the hyperlist ### TODO Make a hyperlist for checking people in for easier copying and pasting ### TODO Send FlowyCoder hyperlist for checking people in [Use Mumble for backchannel coordination and also on-stage](file:///home/sacha/proj/emacsconf/wiki/2022/organizers-notebook/index.md) ### TODO Make backstage redirects for pad and qa so that hosts and streamers can have an easier time ## TODO Record intro/outro for day-1 and day-2 :zaeph: - Opening remarks - Schedule overview - How to participate - Closing remarks Sat - Thanks - Come back tomorrow - Closing remarks Sun - Thanks - ## TODO Add category tags and possibly links between talks across 2022 and all previous years :quiliro:wiki: - Prerequisite: Can edit wiki pages () - Goal: Make it easier for people to discover interesting related talks - List of talks for EmacsConf 2022: - List of talks: - List of categories: - To add something to a category, add `\[[!taglink CategoryName]]` to the bottom of its talk page (ex: 2022/talks/maint.md is in CategoryCommunity) - You can create new categories by making up new CategoryNames. - You can also link to a talk with a link like this: `\[[/2022/talks/maint|Maintaining the Maintainers: Attribution as an Economic Model for Open Source]]` You can make a new heading called `# Related talks` ## TODO JS/CSS enhancement :emacsconf: ### TODO Add start and end attributes to the brief stuff for possible JS/CSS ## TODO Build up the ansible playbook :sachac:opal: git@git.emacsconf.org:pub/emacsconf-ansible Goals: Playbook will be able to reproduce: - [Etherpad](#etherpad): probably okay to deploy on VPS - web-based file upload: probably in a docker - publishing environment for schedule etc. in prod or docker container ### TODO restreamers on live0 [Set up stream events on Toobnix and YouTube](#other-streams) ### DONE icecast on live0 (find-file “/ssh:live|sudo::/etc/icecast2/icecast.xml”) #### DONE Set up watch/gen-480p ### DONE publishing environment ### DONE Get ansible to run against a clean docker ### DONE Set up Etherpad with MySQL ## SOMEDAY Consider breakout rooms for lunch break ## INPROGRESS Work on the OBS scenes :zaeph:corwin:sachac: - [ ] corwin is out from Nov 11-20, and we should start working on them before then. ## INPROGRESS Plan Etherpad use and hosting :sachac:ansible: - Relevant links: - Per-pad, nicely structured info with abstract, watching information, etc. CarpentryCon 2022 Schedule • CarpentryCon 2022 - One pad per session: - [Etherpad integration in Jitsi ](https://community.jitsi.org/t/tutorial-etherpad-integration-in-jitsi-meetings/99697) - Good: One pad per session - Better: Some kind of monitoring so that we can link to the pads or embed the pads even before the conference starts while not risking too much vandalism - Best: - Pad can be easily regenerated from Emacs Lisp with a check to see if people have been adding to it - Pad links to next talks Where should we host this? - live0: gets scaled up the most, lots of people connect to it for the conference, didn’t hit performance constraints last time - front0: lower risk of interfering with stream - bbb: will already be put on strain with the concurrent streams (test showed it was stable with up to 10 concurrent video streams and 40 total participants) - opal’s: no news from owner, but beefy server that we used for reencode last year - new Linode (probably 4GB or 8GB shared CPU): can easily be spun up, yay Ansible [Ansible notes](#ansible) Consider if we need extra scaling beyond being on a beefy live0? - Scale calculator: - assuming 3 concurrent authors, 100 lurkers per pad, 3 concurrent pads - 1 core, 4GB RAM, bandwidth Mb/s: 7.488 - - Will need to try this again when we resize nodes. Probably just the extra memory will be enough and the CPU use from node won’t step on the streaming, but not sure ### DONE Use the API to create pages based on all the slugs ### CANCELLED Figure out monitoring; maybe get everything daily and commit to git repo? History or regeneration will be fine. We’ll probably link to it shortly before the event, and we can also turn off the service until we’re ready. ### DONE Generate talk-specific pad content ### DONE Set up nginx reverse proxy ### DONE Load-test tl;dr: Either a separate 4GB Linode or being on live0 will probably be okay, but I’m not 100% sure due to the limitations of my load-testing setup. I don’t know if we need to shard by pad. It looks like etherpad-load-test tends to max out at ~40 connections on a specific node. I used GNU Parallel to run the loadtesting tool against a 4GB Linode instance (shared CPU) from five nodes at the same time (my X220, my 2GB Linode instance, front0, and the node with the pad), and they all reached about 35-45 clients before failure (not updating within 100ms). echo 'node node_modules/etherpad-load-test/app.js http://170.187.195.5:9001 -d 120 > ~/output.txt' | parallel -J loadtest -j 1 --onall --verbose --tag echo 'grep Local ~/output.txt | tail -1' | parallel -J loadtest -j 1 --onall --tag Files were created at roughly the same time, so the max loads probably overlapped. It would be good to have finer control over the etherpad-load-test tool. Haven’t figured out how to properly use `-l` and `-a` yet. echo 'stat -c %y ~/output.txt' | parallel -J loadtest -j 1 --onall --tag CPU graph went only up to 5%. Network max was 2.36 Mb/s in, 1.25 Mb/s out. looking at top, CPU seems to go only up to about 12% or so. ### DONE Set up pad.emacsconf.org to point to live0.emacsconf.org :bandali: ### DONE Set up letsencrypt Waiting for DNS add to /etc/dehydrated/domains.txt sudo sh -x /etc/cron.daily/renew-https-cert-local ### TODO Link to pad from talk page ### DONE Add links to general conference pad for collecting feedback ### TODO Prototype shift pads for easier scrolling if we can get the anchor plugin ### DONE Be able to fall back to wikimedia if necessary, maybe with nginx redirects ### DONE Export pad initial content HTML to make it easier to reimport into wikimedia or elsewhere `emacsconf-pad-export-initial-content-for-all-talks` # Ideas for next year ## SOMEDAY might be interesting to have dual monitors next year # Things to figure out / decisions to make - [How do we want to coordinate during the conference itself?](#coordination) - [How do we want to make the full schedule more manageable?](#sched-decision) - [Do we want to skip the closed Q&A and go straight to open?](#org2abb62c) - [How much do we want to enrich the wiki with JS?](#wiki-design) - [How do we want to make better use of Etherpad?](#pad-decision) - [Can we nudge people to ask IRC questions in a way that will make it easier for us to follow them?](#irc-markers) - [Do we want people to advertise any openings with their companies or any work that they’re looking for?](#advertising) - [Decision archive](#decision-archive) - [Think about what to do with schedule gaps due to cancelled talks](#schedule-gaps):thoughts: ## How do we want to coordinate during the conference itself? - Considerations: - Good to have something that the hosts and streamers can walk through step by step - Do we want the check-in volunteer to also keep something - Announcing and publishing are easier if the task states are updated - Mumble for walkie-talkie communications? - Can we keep it off the stream more reliably, but still be able to choose to put it on the stream? - We can keep it in the combined sink and then manually go to that channel in our clients when we want to talk on stream - Should we have a Gen channel and a Dev channel so that we can choose to speak into ? - Checklist - Etherpad - All the volunteers can access it easily - Tasks can be updated through SSH commands - conf.org - Run Emacs commands directly from it - A little trickier in terms of access ## How do we want to make the full schedule more manageable? Host role: - Give the speaker a heads-up before their Q&A session begins - If needed, read the questions from the pad to the speaker (Many speakers are comfortable reading the pad on their own.) - Give the speaker time warnings before the end of their Q&A session on the stream. Interested participants can continue Streamer role: - Switch between playing the prerec and joining the Q&A session - Adjust audio volume at the beginning of the Q&A session - (optional) Switch scene layouts to focus on different things Shifts will be Sat AM, Sat PM, Sun AM, or Sun PM per track. People can take multiple shifts. - Figure out how hosting can be done in shifts - Add notes in one place - Figure out how streaming can be done in shifts: OBS in the cloud? - [Investigate streaming options, maybe OBS in the cloud](#streaming) - Figure out how publishing can be done in shifts - Console Emacs in a VM with everything set up for publishing to the wiki [2022-10-04 Tue] - Added option H: general starts with general Org use cases and moves on to more niche things on day 2. - compared to A, general audience will be more interested in Org use cases than in Hyperbole, and then we can look at specific techniques on day 2 [2022-10-04 Tue] - Discussed option G with zaeph on #emacsconf-org. zaeph prefers option A over option G because it gives people more choices - they can hop from talk to talk. [2022-10-03 Mon] - Discussed with bandali and zaeph on #emacsconf-org - Decided on Option A with B, C, or F as fallbacks depending on volunteer roster - Better for the viewers and the volunteers ## Do we want to skip the closed Q&A and go straight to open? - Closed: Less moderation needed in the beginning - Open: less coordination needed (since the host doesn’t have to either tell me that it’s okay to open it up or change the task status themselves), and people are generally good at meeting etiquette ## How much do we want to enrich the wiki with JS? Ideas to consider: - Toggling local time display on the schedule - Making organizers-notebook nicer to browse through (or maybe use organice?) - Improve the video player (resolution switching? chapter markers?) - for video? ### SOMEDAY ?: Figure out JS and CSS niceties that will make organizers-notebook more enjoyable to browse through :css:js: - TODO/DONE/etc. keyword highlighting? - Collapsible sections? ### SOMEDAY ?: Find a way to add JS libraries to the wiki but shield them from anon editing :js: gitolite should have some options to do this ### SOMEDAY ?: Beautify video players :js:css: Might not be necessary. ## How do we want to make better use of Etherpad? Pain points: - Lots of scrolling for speakers - Takes some effort to move questions from IRC to the pad ### How many pads do we want? - One pad for everything - Scroll down, down, down - Easy to set up at the beginning - Inertia - One pad per set of talks (Saturday AM, Saturday PM, Sunday AM, Sunday PM) - Less scrolling - One pad per talk, plus one meta pad - Very little scrolling - Can send people directly to the pad ### Do we want to host our own? - Use etherpad.wikimedia.org - Worked fine last year - Host our own - Might be able to use API to append questions to it, if we want to get super fancy ### Do we want to embed the pad as an iframe on the watch page? on talk pages? This guides people to use the pad for discussion/questions instead of IRC Options: - Current: None, just a link - Big pad on the watch page: - Individual pads: - Watch page needs to be updated with current pad and link to previous pad - Individual talk page can embed the iframe - Embed the IRC channel instead ## Can we nudge people to ask IRC questions in a way that will make it easier for us to follow them? Two tracks mean two IRC channels with lots of space for Q&A, so this may become less of an issue Pain points: - Q&A/discussions often overlap with the next talks - Sometimes questions don’t get copied to the pad - Fast discussions can get overwhelming Ideas: - Announce pad link at the beginning of the talk and at the start of live Q&A, encourage most people to ask questions there - Encourage people to start questions with Q: - A little extra work, but not as much as including the slug - Easier to pick out when people search - Volunteers can restate questions easily if people forget the Q: - Encourage people to start questions with Q-slug: (ex: Q-news: question about Emacs News Highlights, Q-journalism: …) - Easier to pick out questions even with overlapping Q&A/talks - Use two or three IRC channels so that talks can rotate among channels - Easier to pick out questions even with overlapping Q&A/talks - Needs logging and more organizer attention - Maybe a volunteer can have an ERC command that copies a question into a buffer, or even into the Etherpad ## Do we want people to advertise any openings with their companies or any work that they’re looking for? - Speakers on their page? - General audience on a wiki page somewhere? ## Decision archive ### Where should volunteers e-mail? - **Default to emacsconf-org and offer emacsconf-org-private as an option** - emacsconf-org-private - less public, e.g. if for whatever reason we might have to decline an offer of help - Also, some people want to volunteer but do not want to be in the public’s eye. - emacsconf-org - If you’re thinking about the enticement factor of having people volunteer publicly, we’ll still have a well-furnished list of people helping us run the conf somewhere on the wiki. [11:22] - i would think if someone doesn’t want to do it publicly, they could opt to write to -org-private instead, but otherwise the defacto should be public (-org) - i just think most folks would want to do this publicly unless for specific reasons, rather than the other way around ### CANCELLED Do we want to do alt-stream the same way again this year? Superseded by decision to have multiple tracks - Alt stream joins the current session and then continues with it until the Q&A finishes; people join the BBB room if they want to ask questions - Nice and convivial, Q&A still gets captured - Inertia means most people get the main message - Multiple streams with more space between talks, people choose which stream they want to watch - How other conferences do it - Speakers can attend related talks more easily ### DONE Shall we put a generic e-mail address for sending feedback, maybe with different mailtos? Pain points: - Many talk pages don’t have public e-mail addresses, so it takes a little extra work (or is sometimes impossible) for people to follow up if they have questions Options: - Do nothing (current) - Add a mailto link to emacsconf-discuss that prepopulates the subject - Add a mailto link to emacsconf-org - Wider discussion - **Add a mailto to emacsconf-org-private** - Private feedback that can be forwarded to the speaker ### DONE How many BBB rooms do we want to set up? - One per talk - We can send speakers a direct link to their room and they can check into it themselves - Needs a little more work when setting up rooms and when extracting videos - Easier for the host to join - Check-in person can just keep an ear open in that room - Five or so, rotating among them - Check-in person directs the speaker to the next available room - Worked fine last time ### DONE How easy do we want to make it to join the BBB session? Considerations: - It’s easier for the checkin person to deal with only the speaker - We may not want people to join the Q&A session at the beginning - We want to make it easy for people to join the Q&A session eventually Options: - PROBABLY EASIEST: Set it to anyone can join, but the meeting needs to be started by a moderator. Start the meeting on the day of the talk. Announce the BBB URL in the pad, IRC channel, and on the talk page when the host is ready. Maybe add a rewrite rule when the host is ready. - Set an access code. Announce the access code when the host is ready. - Access codes are annoying to copy and paste. - Access codes might get accidentally unset or regenerated. - Set room so that moderators have to approve waiting users. - Check-in has to watch out for waiting speaker. - Host sets it to accept everyone who’s waiting when the host is ready. - Changing it to turn the option off doesn’t seem to affect an ongoing meeting, even though the web interface says you should be able to change the setting any time. - Waiting users don’t make the user notification go ding. Change talk status to OPEN\_Q or UNSTREAMED\_Q, and change to TO\_ARCHIVE when done. M-x emacsconf-publish-bbb-redirect to update the redirect for a single talk M-x emacsconf-publish-bbb-redirect-all updates all the redirects #### DONE Add nginx redirect from emacsconf.org /ssh:front|sudo::/etc/nginx/sites-available/emacsconf.org ### DONE How do we want to name the BBB rooms? Needs to be easy to: - share all the BBB rooms for a particular shift with the check-in volunteer - start the BBB rooms for the morning - match up the recordings with the talks afterwards - find the BBB room for a talk or speaker - remove all the BBB rooms for the year ec22-sat-am-dev Speaker Name (slugs) ### SOMEDAY Do we want to make the ikiwiki web-editable? Pain points: - Speakers usually ended up going through us Options: - Web-editable: - Speakers and general public will be able to edit it more easily - Git: (current) - Haven’t had a problem with spam - Reduces merge conflict potential ### DONE What ideas do we want to borrow from other conferences? - FOSDEM had a conference track - - DebConf - Thorough documentation at - - Ansible: , - SReview for cutting videos? - - Pentabarf - Schedule shows local time and DebConf time: - LibrePlanet - libreadventure, minetest? - : 4-person team, post-prod, break commercials ## SOMEDAY Think about what to do with schedule gaps due to cancelled talks :thoughts: - if the previous Q&A is still going, we can stream that one - if there are no previous Q&As running, options: - just leave it on the in-between slide: no extra effort required - host a breakout room in [ec22-open](https://media.emacsconf.org/current/bbb-open.html): gives people someplaco to go, might lead to interesting conversatinos - big gaps: consider: - substitute talk - rearrange conference schedule - just show the IRC - replay talks from previous years ### SOMEDAY Consider fillers covering conference stuff :thoughts: # Roles needed Each role comprises different responsibilities. A person may have multiple roles. An organizer might take the lead for a role, but if you want to volunteer, speak up and they’ll probably be glad to share the load. Some roles are also described on the page. If you want to encourage people to volunteer to help, add a role description there. ## During the proposal stage The roles below are related to the proposals in the early stages of the preparation. - Scheduler (SCHED: sachac) - Process talks as they come and find the best place for them in the timeline - Keep track of availability and thematic constraints and find solutions that accommodate most - Reviewer - Review the proposals sent to emacsconf-submit before the speaker-notification deadline - Raise flags if there are problems with a proposal (e.g. too much content for the short format) - Listener - Receive emails from emacsconf-submit - Ensure that candidates are sticking to the prescribed format (esp. the 10/20/40 duration rule) - Respond to people’s requests and suggestions, pulling in other people to help as needed - Publisher (PUB: sachac) - Set up the wiki page - Infrastructure - Figure out streaming options - Set up file upload system that speakers will use - Plan other systems that people will use ## When speakers have submitted their pre-recorded videos - Copy to backstage as –original.webm and –main.webm using M-x emacsconf-upload-copy-from-json - Copy to res /data/emacsconf/2022 - Start /data/emacsconf/2022/process-captions.py if it’s not already running - Use ~zaeph/scripts/reencode.sh on the file as well - Video processor (zaeph) - Standardize and compress uploaded videos - Caption lead (sachac) - Prepare videos and starting captions for captioning volunteers - Captioner - Edit automatically-generated captions to correct misrecognized words - Nice to have: Break up the captions in better places so that subtitles are neither too long nor too short - Perk: Get access to prerecorded videos - Quality checker - Doublecheck videos for potential encoding issues or compression artifacts that get in the way of viewing - Doublecheck captions - Tech checker - Help speakers check that their system works well with BBB for live Q&A ## During the conference - Streamer (STREAM) - Download prerecorded videos - Send the combined stream to Icecast for broadcasting - Director (DIR: corwin) - possibly same as streamer - Switch scenes, manage audio volumes as needed - Provide timekeeping information to host (especially go-live countdowns) - Host (HOST: zaeph) - Introduce talks and speakers - Read questions - Give time warnings - Thank speakers and transition to next talk - Timekeeper - possibly same as host - Manage time based on all available information (prerecs durations, speakers not showing up, etc.) - Check in (CHECK) - Notice speakers checking into IRC - Get them into the correct room and help them doublecheck their audio and video quality - Troubleshoot as needed - Notify host about next room to join - Follow up with speakers who haven’t checked in yet - Check on speakers periodically so that they’re not waiting alone - Questions - Copy questions from IRC and the pad to wherever the host and speaker are looking - Pad scribe - Organize and format people’s contributions - Add notes about links, key points, questions, answers - Accessibility (ACCESS: dto) - Describe visuals in #emacsconf-accessible - Nice to have: echo the captions into #emacsconf-accessible - Quality checker - Doublecheck stream quality and audio volume - Publisher (PUB: sachac) - Announce talks in the IRC channels - Nice to have: Update the wiki page with resources (video) - Nice to have: Set resources to public as each talk is played (Toobnix, YouTube) - Nice to have: Update the schedule to reflect changes throughout the day ### Shifts AM: 9-12 PM EST, PM: 1-5 PM EST (plus a little extra for setup/transition) Saturday Dec 3

	Host	Streamer	Checkin	IRC	Pad
Gen AM	zaeph	corwin	sachac	sachac	publicvoit
Gen PM	zaeph	corwin	FlowyCoder	dto	publicvoit
Dev AM	bandali	bandali	sachac	dto
Dev PM	vetrivln	bandali	FlowyCoder	vetrivln

publicvoit - pad until 4pm on Sat, until 2pm on Sun Sunday Dec 4

	Host	Streamer	Checkin	IRC	Pad
Gen AM	zaeph	corwin	sachac	sachac	publicvoit
Gen PM	zaeph	jman	FlowyCoder	dto	publicvoit
Dev AM	bandali	bandali	sachac	dto
Dev PM	vetrivln	bandali	FlowyCoder	vetrivln

Backups: - dev host/streamer: bandali, sachac - gen host/streamer: zaeph, sachac - checkin, IRC, pad: sachac Interested in a shift? Please e-mail and we’ll help you figure out what you need to learn. `(setq emacsconf-shifts (list ,@(apply #'append (mapcar (lambda (day) (let ((headers (mapcar (lambda (field) (intern (concat ":" (downcase field)))) (cdr (car (cadr day)))))) (mapcar (lambda (row) (apply #'append (list 'list :id (when (string-match "^\\([^ ]+\\) \\(AM\\|PM\\)" (car row)) (format "%s-%s-%s" (car day) (downcase (match-string 2 (car row))) (downcase (match-string 1 (car row))))) :track (if (string-match "^Gen" (car row)) "General" "Development") :start (format "%sT%s:00:00%s" (elt day 2) (if (string-match "AM" (car row)) "08" "13") emacsconf-timezone-offset) :end (format "%sT%s:00:00%s" (elt day 2) (if (string-match "AM" (car row)) "12" "18") emacsconf-timezone-offset)) (seq-map-indexed (lambda (value index) (unless (string= value "") (list (elt headers index) value))) (cdr row)))) (cdr (cadr day))) )) (list (list "sat" sat "2022-12-03") (list "sun" sun "2022-12-04")))))) ## After the conference - Video processor - Extract live segments into videos - Captioner - Add more captions - Summarize Q&A - Publisher - Post more information # Infrastructure notes ## Uh… how should ikiwiki be set up? - remove the ikiwiki\_src clone from the ansible config bare repo has a post-update hook that updates the src repo src repo is ~ikiwiki/emacsconf ~git/repositories/pub/emacsconf-wiki.git/hooks/post-update runs ~git/repositories/pub/emacsconf-wiki.git/hooks/post-update.h00-ikiwiki-wrapper there is an anon mirror that’s updated with sudo -u anon /home/anon/fetch-wiki the git wrapper is /home/ikiwiki/hooks/emacsconf ~anon/emacsconf-wiki.git has origin git@git.emacsconf.org:pub/emacsconf-wiki (fetch) but git log does not have the new stuff Where is the new stuff? … hah, maybe I forgot to push ## Backstage ### File suffixes, and what they correspond to Per categories, earlier suffixes come earlier in the process.

Suffix	Description
VIDEO
–original.EXT	File as submitted by speaker
–reencoded.webm	Reencode via ffmpeg incantation
–final.webm	Broadcast-ready reencode with normalized audio
AUDIO
–original.EXT	Extracted audio track from speaker upload; used for speech-recognition
–normalized.opus	Normalized audio track
SUBTITLES
–?(incomplete-)transcript	Transcript provided by speaker
–main.EXT	Broadcast-ready reencode; different formats for different uses

# Other tasks and processes - [Giving conf.org access to a new volunteer or fake user](#private-access) - [As prerecorded talks come in](#prerec-process) - [When a talk is captioned](#when-captioned) - [Other tasks before the conference](#before) - [During the conference](#during-conference) - [After the conference](#after-conference) - [In case of](#exceptions) ## Giving conf.org access to a new volunteer or fake user This can only be done by the admins of the gitolite instance (zaeph, or bandali as a backup). This is because the changes need to be made in the gitolite-admin repo that can only be accessed by admins. In a pinch, people with access to the \`orga\` user on front0 can manually add themselves to the list of admins and manually rebuild the instance. Regular process: - Get public key from volunteer, - Add key under `./key/dir/`, - Update permissions on `./conf/gitolite.conf`, - Push to origin. ## 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) ### Compress the video Usage: `compress-video.sh original-file output-file`: (zaeph might tinker with this) Q=32 ffmpeg -y -i "$1" -c:v libvpx-vp9 -b:v 0 -crf $Q -aq-mode 2 -an -tile-columns 0 -tile-rows 0 -frame-parallel 0 -cpu-used 8 -auto-alt-ref 1 -lag-in-frames 25 -g 240 -pass 1 -f webm -threads 8 /dev/null && ffmpeg -y -i "$1" -c:v libvpx-vp9 -b:v 0 -crf $Q -c:a copy -tile-columns 2 -tile-rows 2 -frame-parallel 0 -cpu-used -5 -auto-alt-ref 1 -lag-in-frames 25 -pass 2 -g 240 -threads 8 "$2" We tried using q56 before, but it was a little too aggressive. Q=32 is the default and is probably a reasonable space vs. quality compromise. 2020 version used with parallel Q=$1 WIDTH=1280 HEIGHT=720 AUDIO_RATE=48000 VIDEO_FILTER="scale=w=${WIDTH}:h=${HEIGHT}:force_original_aspect_ratio=1,pad=${WIDTH}:${HEIGHT}:(ow-iw)/2:(oh-ih)/2,fps=25,colorspace=all=bt709:iall=bt601-6-625:fast=1" FILE=$2 SUFFIX=$Q shift shift if [ ! -f $FILE ]; then wget https://mirror.csclub.uwaterloo.ca/emacsconf/2020/$FILE fi ffmpeg -y -i "$FILE" -pixel_format yuv420p -vf $VIDEO_FILTER -colorspace 1 -color_primaries 1 -color_trc 1 -c:v libvpx-vp9 -b:v 0 -crf $Q -aq-mode 2 -tile-columns 0 -tile-rows 0 -frame-parallel 0 -cpu-used 8 -auto-alt-ref 1 -lag-in-frames 25 -g 240 -pass 1 -f webm -an -threads 8 /dev/null && if [[ $FILE =~ "webm" ]]; then ffmpeg -y -i "$FILE" $* -pixel_format yuv420p -vf $VIDEO_FILTER -colorspace 1 -color_primaries 1 -color_trc 1 -c:v libvpx-vp9 -b:v 0 -crf $Q -tile-columns 2 -tile-rows 2 -frame-parallel 0 -cpu-used -5 -auto-alt-ref 1 -lag-in-frames 25 -pass 2 -g 240 -ac 2 -threads 8 -c:a copy "${FILE%.*}--compressed$SUFFIX.webm" else ffmpeg -y -i "$FILE" $* -pixel_format yuv420p -vf $VIDEO_FILTER -colorspace 1 -color_primaries 1 -color_trc 1 -c:v libvpx-vp9 -b:v 0 -crf $Q -tile-columns 2 -tile-rows 2 -frame-parallel 0 -cpu-used -5 -auto-alt-ref 1 -lag-in-frames 25 -pass 2 -g 240 -ac 2 -threads 8 -c:a libvorbis "${FILE%.*}--compressed$SUFFIX.webm" fi rm $FILE 2022 version used with parallel to compress low version Q=$1 WIDTH=1280 HEIGHT=720 AUDIO_RATE=48000 VIDEO_FILTER="scale=w=${WIDTH}:h=${HEIGHT}:force_original_aspect_ratio=1,pad=${WIDTH}:${HEIGHT}:(ow-iw)/2:(oh-ih)/2,fps=25,colorspace=all=bt709:iall=bt601-6-625:fast=1" FILE=$2 SUFFIX=$Q shift shift ffmpeg -y -i "$FILE" -pixel_format yuv420p -vf $VIDEO_FILTER -colorspace 1 -color_primaries 1 -color_trc 1 -c:v libvpx-vp9 -b:v 0 -crf $Q -aq-mode 2 -tile-columns 0 -tile-rows 0 -frame-parallel 0 -cpu-used 8 -auto-alt-ref 1 -lag-in-frames 25 -g 240 -pass 1 -f webm -an -threads 8 /dev/null && if [[ $FILE =~ "webm" ]]; then ffmpeg -y -i "$FILE" $* -pixel_format yuv420p -vf $VIDEO_FILTER -colorspace 1 -color_primaries 1 -color_trc 1 -c:v libvpx-vp9 -b:v 0 -crf $Q -tile-columns 2 -tile-rows 2 -frame-parallel 0 -cpu-used -5 -auto-alt-ref 1 -lag-in-frames 25 -pass 2 -g 240 -ac 2 -threads 8 -c:a copy "${FILE%.*}--compressed$SUFFIX.webm" else ffmpeg -y -i "$FILE" $* -pixel_format yuv420p -vf $VIDEO_FILTER -colorspace 1 -color_primaries 1 -color_trc 1 -c:v libvpx-vp9 -b:v 0 -crf $Q -tile-columns 2 -tile-rows 2 -frame-parallel 0 -cpu-used -5 -auto-alt-ref 1 -lag-in-frames 25 -pass 2 -g 240 -ac 2 -threads 8 -c:a libvorbis "${FILE%.*}--compressed$SUFFIX.webm" fi ### sachac - download to local cache ~/proj/emacsconf/private/sync-cache - upload to YouTube in case we can get autogenerated subtitles from there - upload to res:~/2022/captions - caption.sh - sync-cache to copy the vtt - emacsconf-make-backstage-index - send confirmation e-mail ### Confirmation e-mail #### DONE Make sure all submissions have been acknowledged - [X] sibi - [X] vidianos - [X] bhavin - [X] gopar - [X] bala - [X] andrea - [X] andrew - [X] zachary for asmblox (reception confirmed by zaeph, and no problem with video) - [X] ramin (ack’d by zaeph) - [X] abin (meain, ack’d by zaeph) #### Acknowledge pre-rec submission (defun emacsconf-mail-acknowledge-submission (talk &optional template) (interactive (list (emacsconf-complete-talk-info))) (save-window-excursion (emacsconf-with-talk-heading (plist-get talk :slug) (emacsconf-cache-video-data talk) (when (string= (plist-get talk :status) "WAITING_FOR_PREREC") (org-todo "TO_PROCESS")))) (emacsconf-publish-backstage-index) (emacsconf-mail-prepare (or template (emacsconf-mail-merge-get-template "ack-prerec")) (plist-get talk :email) (list :backstage "https://media.emacsconf.org/2022/backstage/" :backstage-user "emacsconf" :backstage-password emacsconf-backstage-password :time (plist-get talk :time) :title (plist-get talk :title) :email (plist-get talk :email) :minutes (plist-get talk :video-time) :speakers-short (plist-get talk :speakers-short) :url (concat emacsconf-base-url (plist-get talk :url)) :year emacsconf-year))) #### Template Hi, ${speakers-short}! Just a quick note to let you know that I’ve downloaded your submission for “${title}”. We’ve added your submission to the backstage area at ${backstage} (username: ${backstage-user}, password: ${backstage-password}), and we’ll post the files on your talk page when the talk is public. A quick check shows that your video is about ${minutes} minutes long (${time} minutes budgeted). We’ll be working on captioning it over the next few weeks. We’ll e-mail again a little closer to the conference with schedule updates and other useful information. If you want to upload a new version, you can upload it the same way you did the previous one. Please feel free to e-mail us at emacsconf-submit@gnu.org if you need help updating the talk wiki page at ${url} or if you have other questions. Thank you so much for all the work you put into preparing a talk for EmacsConf ${year}, and thank you for submitting the prerecorded video before the conference! Sacha Chua ### Mastering the prerec’s audio-track Mastering is the process of preparing an audio-track for a purpose. For us, the purpose is quite simple: maximize the intelligibility of the speaker and minimize the noise. We can get great results with Audacity for the vast majority of audio-tracks. Sometimes, however, some audio-tracks have intractable noise-profile that require the use of model-based denoising filters that can applied with ffmpeg. We’ll start with the average Audacity workflow, and we’ll move on to the model-based filters after. #### Audacity workflow When we process a prerec, we extract the audio of the original upload and add it to the backstage. You should be able to find it under the name –original.$audio\_format or –main.$audio\_format. If it’s not there, it’s easy to extract the audio from the original video, but we’d prefer if you warned core-organizers about it because it’s not normal. We’ve simplified the process down to these steps: 1. Open the audio file in Audacity. You might want to increase the size of the waveform by pulling on the bottom of the bottom of the track. [audacity-demo-noise-reduction.webm](https://media.emacsconf.org/misc/audacity-demo-noise-reduction.webm) 2. Find a moment of quiet in the video, and select it. We ask our speakers to include 5 seconds of quiet at the beginning or end of their prerecs, but even if they don’t, it’s relatively. 3. Effects → Noise Reduction → Get Noise Profile 4. Select → All 5. Effects → Noise Reduction → OK You can select a spoken portion of the track before applying the effect and preview it to test your settings. The default are usually enough (Noise reduction (dB): 12, Sensitivity: 6.00, Frequency smoothing (bands): 3). [audacity-demo-noise-reduction.webm](https://media.emacsconf.org/misc/audacity-demo-noise-reduction.webm) 6. Tools → Apply Macro → Alpha Before you can apply the Alpha macro, you need to save its content to disk and import it via Tools → Macro Manager → Import. Reverb:Delay="20" DryGain="5" HfDamping="99" Reverberance="15" RoomSize="70" StereoWidth="25" ToneHigh="0" ToneLow="100" WetGain="-13" WetOnly="0" Amplify:Ratio="1" FilterCurve:f0="79.621641" f1="101.02321" FilterLength="8191" InterpolateLin="0" InterpolationMethod="B-spline" v0="5.9148936" v1="0.042552948" Normalize:ApplyGain="1" PeakLevel="-3" RemoveDcOffset="1" StereoIndependent="1" Compressor:AttackTime="0.1" NoiseFloor="-50" Normalize="1" Ratio="2" ReleaseTime="1" Threshold="-30" UsePeak="0" 1. Export → Export Audio… → Opus Files (.opus format) Use the following settings: [audacity-export-settings.png](https://media.emacsconf.org/misc/audacity-export-settings.png) > Bit Rate: 64 kbps > VBR Mode: On > Compression: 10 > Application: Audio > Frame Duration: 20 ms > Cutoff: Disabled #### Model-based denoising filter If you can’t manage to get a good result with Audacity, chances are it’s because there’s too much noise in the video, even after profile-based denoising. This usually happens when the noise-pattern of an audio-track evolves over the video, or if has an aperiodic quality. For those, we’re going to need a bigger boat. Model-based denoising means using an AI-generated model to remove the audio frequencies that are usually associated to noise and preserve those that aren’t. A different context (e.g. noisy room with statics, noisy room with people chatting, etc.) means a different model; for us, this means a model that minimizes background noise and maximizes clear voices (the speakers’). This is the model we’ve been using: [audio-denoiser-model-mp.rnnn](https://media.emacsconf.org/misc/audio-denoiser-model-mp.rnnn) (download link) Source: [rnnoise-models](https://github.com/GregorR/rnnoise-models), Model: [marathon-prescription](https://raw.githubusercontent.com/GregorR/rnnoise-models/master/marathon-prescription-2018-08-29/mp.rnnn) You should always apply the filter on the original’s audio, as opposed to an Audacity-processed audio. This is to ensure that we have the most information about the signal, which means we can have gather the most information about the noise-profile. Following is the ffmpeg incantation to use to apply the filter-model. Make sure to modify the `DENOISER` variable and adapt input/output. DENOISER="/path/to/audio-denoiser-model-mp.rnnn" input="original.opus" output="denoised.opus" ffmpeg -i "$input" -af "arnndn=m=$DENOISER" "$output" There’s no need to customize the libopus export information; the default is more than enough for human-speech. When you’re done with this step, you can then process the outputted audio-track with Audacity, skipping the denoising steps (1 to 5). #### Questions? If you’ve got any question on the process, you canget in touch with me (zaeph)! ## When a talk is captioned - Combine captions with talk - Upload captions to YT and Toobnix - Prepare captions for wiki inclusion ## Other tasks before the conference - Coordinate volunteer schedules so all the roles are covered ### TODO Update ansible configuration :sachac: in prod-vars.yml media\_protect\_root: true icecast\_save\_dump: false Clean up the media root then ansible-playbook -i inventory.yml prod-playbook.yml –tags media,stream ### Test stream setup [Stream](#other-streams) ### Set up MPV for captions #### mpv profile Add the following profile to `~/.config/mpv/mpv.conf`. You can also change the font to whatever you prefer. # Uncomment the profile line to load the profile by default # Otherwise, use `--profile=emacsconf-talks` # profile=emacsconf-talks # Positioning video-zoom=-0.15 video-align-x=1 video-align-y=-1 sub-use-margins=yes sub-scale-by-window=yes sub-pos=103 sub-margin-x=110 sub-margin-y=60 sub-align-x=left # Style sub-font="Clear Sans Bold" sub-color="1/0.82/0" sub-blur=0.2 sub-scale=0.9 sub-font-size=30 sub-border-size=0 sub-border-color=0/1 sub-shadow-color=0/1 sub-shadow-offset=1.2 sub-ass-force-style=Kerning=yes sub-ass-line-spacing=0 (Thanks, zaeph) #### Font: Clear Sans Links: - tar.gz with all fonts: [from zaeph’s server](https://zaeph.tk/files/emacsconf/captions/fonts.tar.gz) (more convenient) - WOFF from GitHub repo: [clear-sans/WOFF at main · intel/clear-sans](https://github.com/intel/clear-sans/tree/main/WOFF) ### Download prerecorded videos from ${protected} - STREAM: Download prerecorded videos from ${protected} rsync -avzue ssh front:/var/www/media.emacsconf.org/2021/protected/*--main.webm . ## During the conference ### Set up #### Arrange screens - CHECK: - Share ${upcoming}, ${playbook}, and ${conf} via CRDT: `conf-crdt-connect-and-share` - Current schedule, filenames/commands for playing, Q&A preference, IRC nick, pronunciation, intro notes, prerec duration, emergency contact information - `conf-upcoming-add-subtree` - Have #emacsconf-org, #emacsconf, #emacsconf-accessible, and #emacsconf-questions open - Use `/opall` to get op privileges in all the channels - Start backup process for pad while true; do curl https://etherpad.wikimedia.org/p/emacsconf-2021/export/html > emacsconf-$(date +"%Y%m%d-%H%M%S").html sleep 15m done - Computer for alternate streaming: - Open browser for joining BBB - Open MPV for playing - HOST: - rsync the newest –main.webm from front: rsync -avze ssh front:/var/www/media.emacsconf.org/2021/protected/\*–main.webm . - Check OBS scenes for sharing windows/tabs as a virtual camera: - chat.emacsconf.org with #emacsconf - Etherpad - Schedule - next talk page - Clock with current time on screen: `watch TZ=America/Toronto date` - Set up backchannel for easy viewing - ${upcoming} - \#emacsconf-org and #emacsconf channels - (?) Join organizer room S #### Start streaming :stream: - HOST: Display getting-ready message and start streaming to main.webm - HOST: Confirm that the stream is live at - B: Update ${status} to say that the stream is live - CHECK: Start low-resolution stream, confirm at Call this on live0 with $CONF480PASS as the first parameter. The Icecast configuration is on `live0` at =. PASS=$1 while true; do ffmpeg -loglevel 24 -f webm -reconnect_at_eof 1 -reconnect_streamed 1 -re -i http://localhost:8000/main.webm -vf scale=854:480 -f webm -c:a copy -b:v 500k -maxrate 1M -bufsize 1M -content_type video/webm -c:v libvpx icecast://ec2020main480pmu:$PASS@localhost:8000/main-480p.webm; done - CHECK: Start Youtube and Toobnix streams. Call this with $YOUTUBE1PASS, $YOUTUBE2PASS, or $TOOBNIX as the parameter MOUNT=$1 while true; do ffmpeg -loglevel 24 -i http://localhost:8000/main.webm -cluster_size_limit 2M -cluster_time_limit 5100 -b:v 1M -crf 30 -g 125 -deadline good -threads 4 -vcodec libx264 -acodec libmp3lame -f flv $MOUNT; done - CHECK: Verify YouTube and Toobnix streams and the CPU load on live0. - CHECK: Set the YouTube and Toobnix streams to public. - B: Verify with #emacsconf that the stream is active. - CHECK: Play main stream on alternate laptop. Start alternate stream and verify. Update ${status}. - CHECK: Announce on Twitter (@emacs, @emacsconf, @sachac) and in #emacs EmacsConf 2021 starting now: ##### Stream ###### Low-res stream Needs the `$main480p` environment variable set to something of the form `icecast://username:password@site:port/mount-point.webm`. Icecast configuration can be found on `live0` at `/etc/icecast2/icecast.xml`. It was okay to run this command directly on `live0` in 2020, since that kept the speed at roughly 1x. while true; do ffmpeg -f webm -reconnect_at_eof 1 -reconnect_streamed 1 -re -i http://localhost:8000/main.webm -vf scale=854:480 -f webm -c:a copy -b:v 500k -maxrate 1M -bufsize 1M -content_type video/webm -c:v libvpx $main480p done ###### Youtube ### Check in a speaker Exception: [CHECK is unavailable](#check-gone) - Speaker checks in on #emacsconf-org via IRC or via e-mail ~30m before - CHECK notes IRC nick for speaker. - CHECK confirms Q&A preference: live/IRC/Etherpad, preferred way of getting questions - [? unknown] Thanks for checking in! How would you like to handle Q&A today - live video, the collaborative Etherpad at , or IRC (like this)? - [? IRC] Thanks for checking in! Feel free to keep an eye on \#emacsconf for questions and discussion, and we’ll copy things from the pad to there. If the volume gets overwhelming, let us know and we can forward questions to #emacsconf-questions for you. If you’d like to try Q&A over live video or the collaborative pad instead, or if you need help, please let us know. - [? Etherpad] Thanks for checking in! The collaborative pad we’ll be using for questions is at . We’ll collect questions from #emacsconf and put them there. If you’d like to jump to your part of the document, you might be able to keep an eye on questions. Please let us know if you need help, or if you want to switch to live Q&A. - [? live] Thanks for checking in! I’ll send you some private messages with instructions, so please check there. Let me know if you don’t get them. - Private messages: - (erc-message “PRIVMSG” (format “%s You can use this BBB room: %s . I’ll join you there shortly to set up the room and do the last-minute tech check.” nick room-url)) - (erc-message “PRIVMSG” (format “%s The collaborative pad we’ll be using for questions is at %s . We’ll collect questions from #emacsconf and put them there. If you’d like to jump to your part of the document, you might be able to keep an eye on questions. Alternatively, we can read questions to you.” nick conf-collaborative-pad)) - (erc-message “PRIVMSG” (format “%s Leo Vivier will join when it’s time, and he will give you the go-ahead when it’s time to present. See you in the BBB room!” nick)) - CHECK directs speaker to available room with `/checkin ` - Speaker joins talk room - CHECK makes speaker presenter and moderator, does last-minute tech check - Hello, thanks - Speaker tries screen sharing and webcam (optional) - check screen readability - CHECK briefs speaker on process, including: - live Q&A: reading questions themselves (can do in any order, can skip; coach possible responses for awkward things) or asking HOST to read questions to them - HOST can share the pad or IRC; speaker shares screen only if doing demo - encouragement of webcam, although it’s optional - how HOST will join shortly before the prerec ends and then give them the go-ahead - closing any tabs watching the stream as their talk starts (otherwise the audio is confusing) - If the speaker will be giving a live presentation, CHECK collects emergency contact information (in case of technical issues) and shares it with HOST in the CRDT buffer - Okay to do other things until the prerec ends - CHECK updates ${upcoming} with link to the talk room and preferences for Q&A-. CHECK will also /msg the relevant information. #### bandali’s check-in steps - please leave webcam quality on ’medium’ - please read each audience question out loud before responding - please mute stream on your machine if you’re watching - would you like to stay around for a longer q&a? - would you like to share your webcam or screen? (quickly mention how) ### Present talk - CHECK announces the next talk on IRC and marks the previous talk as done. (`conf-announce`) - PAD clears pad colours. - [? prerec] - HOST switches to MPV scene in OBS and plays the video (with captions if available). - Exception: [Last-minute prerecording submission](#last-minute-prerec) - Exception: [Last-minute caption update](#last-minute-captions) - [CHECK publishes information](#publish) - [HOST gets a head start on handling Q&A](#questions) - When prerec finishes, HOST switches the OBS scene to show BBB. - [? live] - Exception: [Speaker does not have a prerec and has not checked in](#really-missing) - HOST joins the BBB room and double-checks that recording is on. - CHECK-alternate joins the BBB room and pauses main MPV. - HOST switches to OBS scene for BBB. - Speaker presents. - Exception: [Technical issues during a live presentation](#live-issues) - [? talk needs to be wrapped up] - HOST nudges speaker verbally. ### Publish information - CHECK updates the schedule in: - ${conf} - ${upcoming} - wiki - CHECK publishes the video to media.emacsconf.org using `conf-publish-files` - CHECK commits the wiki page and the captions for the talk. - CHECK publishes the video on YouTube and ToobNix using `conf-video-share`. - Update description: This video is available under the terms of the Creative Commons Attribution-ShareAlike 4.0 International (CC BY-SA 4.0) license. You can view it using free and open source software at ${url} ${description} - Mark it as public. - Add it to EmacsConf 2021 playlist. - Update title and description. - Mark it as public. - Doublecheck subtitles - Add it to the EmacsConf 2021 playlist. - [? live sections] - CHECK does a rough-cut of the recording from ${dump} to get the last X minutes or by time range. There’s about a 1-2 minute delay. Ex: `(kill-new (conf-dump-get "alt" "10:24" "10:30" "qa_"))` - When there’s an opportunity to do so: - CHECK finetunes the rough-cut recording (trim start and end) and posts it to: - media.emacsconf.org/2021 - wiki page for talk #### TODO Make sure VTTs only get published when they’re edited ##### publishing ##### webm ##### media directory ### Handle Q&A Exceptions: - [Speaker has not checked in](#missing) - [? live] - CHECK-alternate joins the BBB room and pauses MPV. - HOST joins the BBB room - HOST starts recording in BBB or confirms that it’s already recording - HOST switches to the BBB scene in OBS. - HOST describes how to ask questions. - [? No questions yet] - HOST thanks speaker, says nice things about talk, and asks a couple of prepared questions - [? Awkward question] - HOST can try rephrasing the question. - HOST adds note to IRC/Etherpad that speakers can answer in any order, skip questions, answer afterwards, etc. - [? Q&A needs to be wrapped up] - HOST writes in Etherpad/IRC or nudges speaker verbally. - CHECK notes the time that the live Q&A finished and switches back to the main stream on CHECK-alternate. - [? IRC/pad] - HOST switches to pad/chat OBS scene. - HOST describes Q&A method and shows it on the screen. - While there’s buffer time before the next talk, HOST can read out questions and answers, or transition to the next talk early - HOST: It’s time for the next talk, but if you want to keep discussing the previous talk, please feel free to continue doing so on IRC or the pad. - [? speaker will answer after the conference] - HOST switches to pad/chat OBS scene. - HOST says the speaker is not available right now, but we’ll forward the questions to the speaker and we’ll post the speaker’s answers on the wiki page. Leave your contact information if you want to be notified, or subscribe to the emacsconf-discuss mailing list to get the announcement. Please feel free to continue discussing the talk on IRC or the pad. - [Present next talk](#present) \* ### 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 ### Break time - CHECK marks the last talk as done. `conf-end-current-talk` - CHECK stops and restarts the Toobnix restreaming process, and re-checks the stream - CHECK uses `conf-upcoming-add-subtree` to add the afternoon talks to upcoming.org - HOST doublechecks network transfer limit and server health ### End of stream - CHECK removes live Q&A links - CHECK stops ffmpeg process for Youtube - CHECK stops ffmpeg process for Toobnix - CHECK stops ffmpeg process for main-480p - STREAM stops streaming - B updates the status pages - bandali figures out the downstream ## After the conference ### Send thanks [Thank you, next steps](#thanks) ### Extract the opening and closing remarks ### Extract the Q&A recordings, trimming as needed From console.log([...document.querySelectorAll('.email-link')].map((o) => '| ' + o.closest('tr').querySelector('time').getAttribute('datetime') + ' | ' + o.closest('tr').querySelector('#recording-text').innerHTML.trim() + ' | ' + o.getAttribute('data-pres-link').trim() + ' |').join('\n')) Make an `ids.txt` with the IDs extracted from BBB. In the same directory: while read p; do mkdir -p "$p"; cd "$p"; wget "https://bbb.emacsverse.org/presentation/${p}/slides_new.xml" \ "https://bbb.emacsverse.org/presentation/${p}/video/webcams.webm" \ "https://bbb.emacsverse.org/presentation/${p}/deskshare.xml" \ "https://bbb.emacsverse.org/presentation/${p}/deskshare/deskshare.webm" \ "https://bbb.emacsverse.org/presentation/${p}/metadata.xml" cd ..; done \\(.+?\\)" "<\\1>" (dom-attr node 'message))))) (if (string-match speaker (dom-attr node 'name)) (format "- %s: %s\n" speaker message) (format "- %s\n" message))))) (dom-by-tag (xml-parse-region (point-min) (point-max)) 'chattimeline) ""))) (emacsconf-edit-wiki-page slug) (if (re-search-forward "# Discussion" nil t) (progn (goto-char (match-end 0)) (insert "\n\n")) (goto-char (point-max))) (kill-new text))) ;; TODO: Combine lines from same nick, or identify speakers with anon1/2/etc. (defun emacsconf-extract-chat-from-dired () (interactive) (find-file (expand-file-name "slides_new.xml" (dired-get-file-for-visit))) (call-interactively 'emacsconf-extract-chat)) (defun emacsconf-make-webcams-deskshare-spans (deskshare start-ms stop-ms strategy source-dir) (let ((secs (/ start-ms 1000.0)) (webcam-video (expand-file-name "webcams.webm" source-dir)) (deskshare-video (expand-file-name "deskshare.webm" source-dir)) spans) (mapc (lambda (o) (unless (or (= secs (string-to-number (dom-attr o 'start_timestamp))) (= (string-to-number (dom-attr o 'start_timestamp)) 0) (> secs (/ stop-ms 1000.0))) (setq spans (cons (list :source webcam-video :start-ms (* secs 1000) :stop-ms (* 1000 (if (eq strategy 'test) (+ secs 3) (max secs (string-to-number (dom-attr o 'start_timestamp)))))) spans))) (when (and (<= (string-to-number (dom-attr o 'start_timestamp)) (/ stop-ms 1000.0)) (>= (string-to-number (dom-attr o 'stop_timestamp)) (/ start-ms 1000.0))) (setq spans (cons (list :source deskshare-video :start-ms (max (* 1000 (string-to-number (dom-attr o 'start_timestamp))) start-ms) :stop-ms (if (eq strategy 'test) (* 1000 (+ (string-to-number (dom-attr o 'start_timestamp)) 3)) (min (* 1000 (string-to-number (dom-attr o 'stop_timestamp))) stop-ms))) spans)) (setq secs (string-to-number (dom-attr o 'stop_timestamp))))) (dom-by-tag deskshare 'event)) (unless (>= (floor (* secs 1000)) stop-ms) (setq spans (cons (list :source webcam-video :start-ms (* 1000 secs) :stop-ms (if (eq strategy 'test) (* 1000 (+ secs 3)) stop-ms)) spans))) (if (eq strategy 'test) `((video ,@(reverse spans)) (audio ,@(mapcar (lambda (o) (list :source webcam-video :start-ms (plist-get o :start-ms) :stop-ms (plist-get o :stop-ms))) (reverse spans)))) `((video ,@(nreverse spans)) (audio (:source ,webcam-video :start-ms ,start-ms :stop-ms ,stop-ms)))))) (defun emacsconf-get-ffmpeg-to-splice-webcam-and-recording (slug start-ms stop-ms info &optional strategy) "Return FFMPEG command for slicing. Strategies: - 'fast-cut-start-keyframe - find the keyframe before the start ms and cut from there, doing a fast copy. - 'start-keyframe-and-reencode - find the keyframe before the start ms and cut from there, reencoding. - 'cut-and-concat - seek to the keyframe before, slowly find the start-ms, reencode the snippet, and then do a fast copy of the remaining. May have encoding errors. - default: copy from start-ms to stop-ms, reencoding. " (let* ((source-dir (expand-file-name (concat "../questions/by-slug/" slug) emacsconf-captions-directory)) (video-slug (plist-get (seq-find (lambda (o) (string= (plist-get o :slug) slug)) info) :video-slug)) (output (expand-file-name (concat video-slug "--answers.webm") emacsconf-captions-directory)) (webcam-video (expand-file-name "webcams.webm" source-dir))) (if (file-exists-p (expand-file-name "deskshare.webm" source-dir)) ;; Has deskshare (let* ((deskshare (xml-parse-file (expand-file-name "deskshare.xml" source-dir))) (final-size (compile-media-max-dimensions (expand-file-name "deskshare.webm" source-dir) (expand-file-name "webcams.webm" source-dir))) (duration (compile-media-get-file-duration-ms (expand-file-name "webcams.webm" source-dir))) (spans (emacsconf-make-webcams-deskshare-spans deskshare start-ms stop-ms strategy source-dir)) (compile-media-output-video-width (car final-size)) (compile-media-output-video-height (cdr final-size))) (compile-media-get-command spans output)) ;; Just webcams (compile-media-get-command (compile-media-split-tracks (list (list :source webcam-video :start-ms start-ms :stop-ms stop-ms))) output)))) Make a table of the form

Start

End

Slug

Notes

URL

Timestamp

(defun emacsconf-process-qa-recordings (qa dir) ;; (setq conf-qa-recordings qa) ;; (memoize 'conf-ffmpeg-get-closest-keyframe-in-msecs) ;; (memoize 'conf-ffmpeg-get-keyframes-between) ;; (memoize 'conf-video-dimensions) ;; (memoize 'compile-media-get-file-duration-ms) ;; (memoize-restore 'conf-ffmpeg-get-keyframes-around) (let ((info (emacsconf-get-talk-info))) (replace-regexp-in-string "captions/" "answers-slow/" (replace-regexp-in-string dir "" (string-join (nreverse (sort (delq nil (mapcar (lambda (o) (when (> (length (car o)) 0) (emacsconf-get-ffmpeg-to-splice-webcam-and-recording (elt o 2) (compile-media-timestamp-to-msecs (elt o 0)) (compile-media-timestamp-to-msecs (elt o 1)) info))) ; (seq-take qa 2) qa )) (lambda (a b) (string-match "trim" a)))) "\n"))))) ### Update the wiki ### Update captions - Merge them into the video with `add-captions.sh` #!/usr/bin/zsh BASE="${1%.*}" BASE="${BASE%--main}" ffmpeg -y -i "$1" ${BASE}--main.vtt if [ -f "${BASE}--normalized.webm" ]; then ffmpeg -y -i "$1" -i "${BASE}--normalized.webm" -c:a copy -c:v copy "${BASE}--captioned.webm" else ffmpeg -y -i "$1" -i "${BASE}--compressed.webm" -c:a copy -c:v copy "${BASE}--captioned.webm" fi cp ${BASE}--main.vtt ${BASE}--chapters.vtt ~/vendor/emacsconf-wiki/2021/captions scp "${BASE}--captioned.webm" "${BASE}--main.webm" scp "${BASE}--main.webm" front:~/protected scp "${BASE}--main.vtt" front:~/protected scp "${BASE}--chapters.vtt" front:~/protected ssh front 'cd protected; chmod ugo+r *' - Update Toobnix and Youtube captions with `conf-video-share`. - Update Toobnix and Youtube descriptions with chapters. - Update ${conf-year}/${captions}/${slug}.md in the wiki. To make this from scratch, use `M-x conf-prepare-transcript-directives` from the talk heading in the conference Org file. ### BLOCKED Downsize the server :bandali: ## In case of ### Common broadcast (gen and dev) Options: - mpv - mpv the same video - join the BBB room ### Stuck wiki sudo -iu ikiwiki – ikiwiki –setup ~ikiwiki/emacsconf.setup ### Cancelled talk 1. Update conf.org to mark the talk as cancelled. 2. Update the `schedule-choices` block to fix the time for the following talk, or recalculate all the schedules. Check for any validation errors in the `:results:` block. 3. When you’re happy with the schedule, run the `draft-schedule` block. 4. Update the talk page to add CANCELLED to the title. 5. Publish the wiki and doublecheck it. - Talk gone from the schedule? - Talk listed among the cancelled talks? - Talk page has cancelled info? 6. Remove the talk from the [one-track emergency schedule](#one-track) ### Last-minute prerecording submission - CHECK will copy it from the FTP upload server to ${protected} and name it appropriately. - CHECK will notify STREAM with the scp command and the mpv command so that STREAM can choose. ### Last-minute caption update - CHECK uploads the –main.vtt file to ${protected} - CHECK notifies STREAM via ${upcoming} - STREAM uses the provided commands to download the VTT file and load it into MPV with `--sub-file` ### Speaker has not checked in - Let the previous talk run a little longer for Q&A; end at least in time for the prerec - After the previous Q&A wraps up, play the prerec - [? still not around after prerec finishes] - HOST: Speaker might be having some difficulty connecting, but we’ll collect your questions on the pad and send them afterwards. - Can play next prerec a few minutes early ### Speaker does not have a prerec and has not checked in - Let the previous talk do live Q&A/demo if ready - Close to the time of the missing talk: - See if any of the previous speakers want to be set up for an impromptu talk/extension in a BBB room, just in case - HOST: The next speaker might be having some difficulty connecting. In the meantime, let’s… - OR: - highlight ongoing discussions - invite another speaker for an impromptu extension; mplsCorwin will keep a list of possible speakers who are still active - replay a short prerec - let mplsCorwin or zaeph fill in ### Speaker whose talk was reallocated shows up and has a prerec - CHECK copies it to ${protected} - Plan to play prerec at the end of the day, or in any gaps if a live talk falls through ### Speaker whose talk was reallocated shows up and wants to do it live - See if there’s enough time if buffers are shuffled back; if so, set up for a live presentation - Check for alternate stream volunteers - [? not enough time] Offer to set up a BBB room for recording or to accept a prerecording afterwards, then include it on the site and in post-conference communication ### Alternate stream volunteer wants to stream (nice to have, at risk) - CHECK gives ALTERNATE the BBB room URL for the talk they are interested in - ALTERNATE starts streaming to assigned end point - CHECK confirms stream - CHECK updates ${stream-status} - CHECK notifies STREAM and HOST - After prerec plays: - HOST: This talk has an extended demo/Q&A. You can go to ${alternate-url} to watch it, and we’ll post a recording afterwards. - HOST sends ${alternate-url} to IRC: Alternate stream for ${title}: ${alternate-url} - ALTERNATE notifies #emacsconf-org when the stream is done. - CHECK updates ${stream-status} to note that the alternate stream is finished. FFMPEG process for sending the desktop and audio to the $CONFALT mountpoint on Linux with X11 and Alsa: 1. Set the CONFALT environment variable to icecast://user:password@live0.emacsconf.org:8000/alt.webm 2. Install pavucontrol if you don’t have it already. 3. Start the following command (: while true; do ffmpeg -loglevel 0 -ar 48000 -f alsa -channels 2 -sample_rate 48000 -i default -re -video_size 1280x720 -framerate 25 -f x11grab -i :0.0 -cluster_size_limit 2M -cluster_time_limit 5100 -content_type video/webm -c:v libvpx -b:v 1M -crf 30 -g 125 -deadline good -threads 4 -f webm $CONFALT; done 4. Use pavucontrol to set the recording source for the ffmpeg command to be the audio monitor, so you get system output as well. - OR: - [? splitting audio] (look for “Set up sinks for sound” under 2021/) - [? same audio] - Set up audio monitor as the input for FFMPEG - MPV goes to MPV sink, browser goes to recording sink, FFMPEG takes in recording monitor ### Pad malfunction or mess-up - PAD resets the pad using - [? still not recovered] - PAD reimports the pad from backup ### CRDT malfunctions - HOST notifies CHECK and tries reconnecting - [? still doesn’t work] - Switch to backup Etherpad ### Conduct guidelines issue - HOST addresses it (on-camera if needed) with a reminder and/or a kick or a ban ### CHECK is unavailable - HOST does check-ins - HOST refers to conf.org for Q&A preference etc. - STREAM checks conf.org for prerec filenames etc. - Dropped goals: - Publishing recordings ASAP - Updating schedule/wiki on the fly ### HOST is unavailable - STREAM joins the BBB room and streams directly from there (or streams the prerecs). - STREAM will do the hosting. ### Technical issues during a live presentation - HOST tries to contact the speaker - [? back on track] - [? can be squeezed into remaining time]: Continue - [? need extra time]: CHECK fiddles with buffer of following talks in conf.org and updates schedule - [? need too much extra time (ex: 10min)]: HOST acknowledges technical issues and says we may be able to follow up after the conference - [? can’t resume]: HOST acknowledges technical issues and says we may be able to follow up after the conference ### Big technical issues with streaming - HOST notifies #emacsconf and #emacsconf-org and adds a note at the top of the ${pad}. - HOST updates the 2021.md wiki page - CHECK publishes prerecordings - media.emacsconf.org - wiki - Toobnix - Peertube - STREAM e-mails the mailing list ### live0 can’t handle the load or is close to network transfer limit - OR: - Redirect some viewers via asking in #emacsconf: - watch via main-480p - watch via Toobnix (if we can get that working) - Consider dropping the restream to Toobnix (lower audience?) or to Youtube - Add additional node to Linode account for shared transfer pool (TODO: doublecheck) ### People have a hard time seeing dark-mode presentations (or light-mode) mpv –vf=negate $url ### Schedule update - Test it using the blocks near the beginning of conf.org - emacsconf-publish-update-schedule - E-mail affected speakers - see emacsconf-mail-schedule-update function ### New talk - Create entry in conf.org - Fit it into the schedule using the emacsconf-schedule-plan variable - When happy, execute the draft-schedule block to update the SCHEDULED properties - emacsconf-generate-talk-page - emacsconf-update-schedule - emacsconf - emacsconf-stream-generate-assets-for-talk # Task archive ## DONE Write preparation instructions :zaeph: 2021/prepare.md can be reused. Extra stuff to consider adding: - DONE Suggestions for themes (especially wrt colourscape) - DONE “Please don’t squeeze your talk by fast-forwarding your speech. Trimming silences and filler words can help, though. Sometimes it’s easier to write, record, and edit your voiceover, and then record the video to go along with it.“ - DONE Allowing speakers to plant questions, esp. to cover tangential stuff that couldn’t fit in the prerec ## CANCELLED Allocate extra time if possible; send e-mail :sachac: ## DONE Review metadata for speakers in conf.org :zaeph: See the bottom of conf.org for some automated validation ## DONE Review the submissions in the pad (see emacsconf-org-private or conf.org for the link) and add any objections or comments by Sept 26 for possible [early speaker notification](#acceptance), Oct 7 for everything :organizers: - zaeph: will start reviewing on Sep 21 ## DONE Write preparation instructions :zaeph: 2021/prepare.md can be reused. Extra stuff to consider adding: - DONE Suggestions for themes (especially wrt colourscape) - DONE “Please don’t squeeze your talk by fast-forwarding your speech. Trimming silences and filler words can help, though. Sometimes it’s easier to write, record, and edit your voiceover, and then record the video to go along with it.“ - DONE Allowing speakers to plant questions, esp. to cover tangential stuff that couldn’t fit in the prerec ## DONE Add more submissions (CFP deadline Sept 30) :sachac: - Sacha: Add submissions to emacsconf-2022-private, draft 2-day schedule by Oct 10 ## DONE Publish talk pages :sachac: ## DONE Send early acceptances :sachac: Ideal sequence: 1. publish /2022/prepare (zaeph) 2. publish wiki pages 3. send acceptance e-mails - Allocate at most 20 minutes, say we’ll try to add more time depending on the schedule (probably know by Sept 30 or Oct 1) - Include review comments 4. Send an additional e-mail introducing speakers who may want to coordinate ## DONE Prepare to export talk information to wiki :sachac: Tested code in a fork, can publish talk information once talks are approved. emacsconf-publish.el emacsconf-generate-info-pages emacsconf-generate-main-schedule emacsconf-generate-talk-pages ## DONE Give access to emacsconf-2022-private to dto :zaeph: ## DONE Write better subtitle documentation :sachac: That will help more people subtitle things ## DONE Write volunteer page :sachac: ## DONE Review the submissions in the pad (see emacsconf-org-private or conf.org for the link) and add any objections or comments by Sept 26 for possible [early speaker notification](#acceptance), Oct 7 for everything :organizers: - zaeph: will start reviewing on Sep 21 ## DONE Double-check sachac’s timezone conversions for availability :zaeph: zaeph helped with this, even catching some based on e-mail timestamps ## DONE Copy things over from previous notebooks :sachac: ## DONE Prepare to publish schedule :sachac:wiki: - Should be understandable as plain text - Ideally responsive to take advantage of more screen space on monitors while still being understandable on mobile - Organize by tracks and then days - Links to jump to a track and day - Graphics to make it easier for people to see nearby talk options - Optionally, graphical view on talk pages as well (might need to publish a JSON somewhere to front) Schedule inspiration: - [DebConf 2022](https://debconf22.debconf.org/schedule/) converted times to your local timezone - [LibrePlanet 2022](https://libreplanet.org/2022/program/) used table columns for the different tracks - [SFSCON 2022](https://www.sfscon.it/programs/2022/) lists sessions chronologically, indicating tracks with labels and dots on a diagram. Dropdowns act as filters. - - With JS and grid CSS: - Fallback Draft: ### DONE Set up main schedule as plain text general track day 1 and day 2 dev track day 1 and day 2 by day all talks ### DONE Set up talk page navigation - program phase: by track - schedule phase: chronological ### CANCELLED See if I can get the schedule to split into a nice grid on larger devices that support it Slightly annoying to do with JS/CSS because I want it to fall back to an interleaved schedule on small screens, so we would probably need to duplicate the elements and then use media queries. ## DONE Process confirmations as we receive them :sachac:zaeph: - Reply to the speaker and Cc -submit to confirm the confirmation. Something like “Confirming your confirmation, no reply needed to this one. Thank you!” - Update talk to WAITING\_FOR\_PREREC in conf.org - Add a note in the logbook (C-c C-z - org-add-note) for the talk entry - Add :PUBLIC\_EMAIL: t if given permission to use the e-mail on the talk page, or set it to an alternative e-mail if provided. - Update the public wiki’s ${year}/talks/{$slug}.md page to add the e-mail address as on the speaker information line. - At some point, use `M-x emacsconf-generate-talk-pages` to update the e-mail address used in the footer. (let (waiting) (save-window-excursion (with-current-buffer (find-file emacsconf-org-file) (org-map-entries (lambda () (add-to-list 'waiting (list (org-entry-get (point) "SLUG") (org-entry-get (point) "ITEM")))) "TODO=\"TO_CONFIRM\""))) waiting) ## CANCELLED Create Org heading for scheduling caption team’s live IRC duty shifts :dto: See [Shifts](#shifts) ## DONE Sacha: Organize volunteer information :sachac: ## DONE Once talks are approved - sacha: Publish initial talk information pages - Double-check talk pages, format them nicely - Publish draft schedule - Confirm e-mail communication with all of the speakers Process for accepting a talk: - Create subtree for talk and populate it with properties. - Required: CUSTOM\_ID SLUG NAME NAME\_SHORT EMAIL AVAILABILITY Q\_AND\_A TRACK MAX\_TIME - Optional: PRONOUNS PRONUNCIATION IRC PUBLIC\_EMAIL MIN\_TIME EMERGENCY - Can be validated with `emacsconf-validate-talk-subtree` - Add a talk abstract subtree - Add it to emacsconf-schedule-plan and fiddle with it until the flow looks good - Execute the draft-schedule block to update the schedule in the Org file - Add the talk page to the wiki with `emacsconf-add-talk-page`. - Stage, commit, and push the wiki files. Make sure to add the talk page and the info pages. - Doublecheck the wiki page on the web, since the e-mail refers to it. - E-mail the speaker the acceptance by using `emacsconf-draft-acceptance-for-email-group` from `organizers-notebook/`. - Log the acceptance using `C-c C-z` in the talk subtree in `conf.org`, noting the number of minutes. - Change the status to TO\_CONFIRM. ## DONE Remind people about confirming e-mail communications :sachac:email:speakers: Look for the TO\_CONFIRM status in conf.org, probably include in schedule e-mail ## DONE Send people schedule information and doublecheck their availability/Q&A preference :sachac:email:speakers:sched: (defun emacsconf-mail-schedule (group &optional template) "Send draft schedule. GROUP is (email . (talk talk))" (interactive (list (emacsconf-mail-complete-email-group))) (require 'emacsconf-ical) (let ((reply-by-date (date-to-time "2022-10-14")) (draft-schedule (concat emacsconf-base-url emacsconf-year "/draft-schedule/"))) (emacsconf-mail-prepare (or template (emacsconf-mail-merge-get-template "check-sched")) (car group) (list :titles (mapconcat (lambda (o) (format "%s: %s" (plist-get o :slug) (format-time-string "%b %-e %-I:%M %#p %Z" (plist-get o :start-time) emacsconf-timezone))) (cdr group) "; ") :draft-schedule draft-schedule :speakers-short (plist-get (cadr group) :speakers-short) :plural (if (= (length (cdr group)) 1) "" "s") :email (plist-get (cadr group) :email) :year (or (plist-get (cadr group) :year) emacsconf-year) :coordination-note (if (seq-find (lambda (o) (member (plist-get o :slug) '("journalism" "rolodex" "orgsuperlinks" "buttons" "hyperorg" "science"))) (cdr group)) "I've changed the order slightly from the coordination e-mail I sent you. The sequence is now journalism - science - rolodex - orgsuperlinks - buttons - hyperorg. science is now second instead of last, and the first two talks are on Sat while the last four are on Sun. That probably means you don't have to coordinate as much, but you can still do so if you would like to build on other people's talks." "") :schedule (mapconcat (lambda (o) (format "* TODO Check time for \"%s\" (%s) :emacsconf:\nDEADLINE: %s\n(Not a hard deadline, just encouragement to e-mail us before that date if you can)\nPlease e-mail [[mailto:emacsconf-submit@gnu.org]] if you need it changed\n%s track\n%s\nIn context: %s" (plist-get o :title) (plist-get o :slug) (format-time-string (car org-time-stamp-formats) reply-by-date emacsconf-timezone) (plist-get o :track) (string-join (let ((emacsconf-timezones (if (plist-get o :timezone) (seq-uniq (append (list emacsconf-timezone) (split-string (plist-get o :timezone) " ") (list "UTC"))) emacsconf-timezones))) (emacsconf-timezone-strings o)) "\n") draft-schedule)) (cdr group) "\n----------------------------------------------------------------\n") :reply-by (format-time-string "%b %-e (%a)" reply-by-date emacsconf-timezone) :timezone-note (if (plist-get (cadr group) :timezone) (format "I've included timezone conversion to %s. Let me know if you'd like me to use a different timezone in future e-mails." (plist-get (cadr group) :timezone) " ") "I can translate times into your local timezone. Let me know what timezone you'd like me to use.") :availability-note (cond ((seq-find (lambda (o) (string-match "yes" (or (plist-get o :availability) ""))) (cdr group)) (format "I think you've indicated that you're available during the conference.")) ((seq-find (lambda (o) (string-match "not indicated" (or (plist-get o :availability) ""))) (cdr group)) (format "I think you didn't indicate any particular availability constraints in your submission.")) (t (format "I think it respects your indicated availability, which we've noted as %s." (string-join (seq-uniq (mapcar (lambda (o) (format "\"%s\"" (plist-get o :availability))) (cdr group))) " and ")))))))) (defun emacsconf-mail-schedule-update (group &optional template) "Send draft schedule update. GROUP is (email . (talk talk))" (interactive (list (emacsconf-mail-complete-email-group))) (require 'emacsconf-ical) (let ((reply-by-date (date-to-time "2022-10-14")) (draft-schedule (concat emacsconf-base-url emacsconf-year "/draft-schedule/"))) (emacsconf-mail-prepare (or template (emacsconf-mail-merge-get-template "check-sched")) (car group) (list :titles (mapconcat (lambda (o) (format "%s: %s" (plist-get o :slug) (format-time-string "%b %-e %-I:%M %#p %Z" (plist-get o :start-time) emacsconf-timezone))) (cdr group) "; ") :draft-schedule draft-schedule :speakers-short (plist-get (cadr group) :speakers-short) :plural (if (= (length (cdr group)) 1) "" "s") :email (plist-get (cadr group) :email) :year (or (plist-get (cadr group) :year) emacsconf-year) :coordination-note (if (seq-find (lambda (o) (member (plist-get o :slug) '("journalism" "rolodex" "orgsuperlinks" "buttons" "hyperorg" "science"))) (cdr group)) "I've changed the order slightly from the coordination e-mail I sent you. The sequence is now journalism - science - rolodex - orgsuperlinks - buttons - hyperorg. science is now second instead of last, and the first two talks are on Sat while the last four are on Sun. That probably means you don't have to coordinate as much, but you can still do so if you would like to build on other people's talks." "") :schedule (mapconcat (lambda (o) (format "\"%s\" (%s)\n%s track\n%s\nIn context: %s" (plist-get o :title) (plist-get o :slug) (plist-get o :track) (replace-regexp-in-string "^\\(.*\\)\n\\(.*\\)" "\\1\nIn other timezones:\n\\2" (string-join (let ((emacsconf-timezones (if (plist-get o :timezone) (seq-uniq (append (list emacsconf-timezone) (split-string (plist-get o :timezone) " ") (list "UTC"))) emacsconf-timezones))) (emacsconf-timezone-strings o)) "\n")) draft-schedule)) (cdr group) "\n----------------------------------------------------------------\n") :reply-by (format-time-string "%b %-e (%a)" reply-by-date emacsconf-timezone) :timezone-note (if (plist-get (cadr group) :timezone) (format "I've included timezone conversion to %s. Let me know if you'd like me to use a different timezone in future e-mails." (plist-get (cadr group) :timezone)) "I can translate times into your local timezone. Let me know what timezone you'd like me to use.") :availability-note (cond ((seq-find (lambda (o) (string-match "yes" (or (plist-get o :availability) ""))) (cdr group)) (format "I think you've indicated that you're available during the conference.")) ((seq-find (lambda (o) (string-match "not indicated" (or (plist-get o :availability) ""))) (cdr group)) (format "I think you didn't indicate any particular availability constraints in your submission.")) (t (format "I think it respects your indicated availability, which we've noted as %s." (string-join (seq-uniq (mapcar (lambda (o) (format "\"%s\"" (plist-get o :availability))) (cdr group))) " and ")))))))) ### Template Hi, ${speakers-short}! Here’s the tentative schedule for when your EmacsConf talk${plural} will be streamed. Your talk${plural} will be streamed once, but I’ve included a few timezone conversions for convenience. --- ${schedule} --- ${availability-note} You’ll also have time for Q&A afterwards, which can be as short or as long as you like. We’ll send you more information about how the Q&A will work as the conference gets closer. If you’d like to see the other talks for context, you can check out the draft schedule at . The times may move around a bit as we update the schedule, so I’ll check in with you if things change a lot. ${coordination-note} We’d like to publish the schedule this month, so we’d love to hear from you by **${reply-by}** if the times don’t work for you. (We can shuffle things around even after that date if something comes up.) Also, if you think your talk${plural} would go better next to a different talk, please let us know. ${timezone-note} Please keep emacsconf-submit@gnu.org in To or Cc when replying. Thanks! Sacha ### Schedule change affecting dev (Please ignore the previous update, I included the wrong times in the e-mail. The web version’s been fine, though! Sorry about the extra e-mails.) I tweaked the schedule to put treesitter and lspbridge earlier, so asmblox and wayland are a little later on Saturday morning. If you’d like to see the latest schedule for your talk, you can go to . Thanks for your patience! --- ${schedule} --- (no need to reply to this to confirm, unless I broke the schedule for you and you want me to fix it) Sacha ### Schedule change for buddy/meetup Hi ${speakers-short}! I tweaked the schedule to allocate a little more time for the meetups talk, and I moved the buddy talk earlier to make space. I think this might improve the flow as well, since the meetups will refer to how meeting up with a buddy is a good way to get a public Emacs meetup off the ground. If you’d like to see the latest schedule for your talk, you can go to . Thanks for your patience! --- ${schedule} --- (no need to reply to this to confirm, unless I broke the schedule for you and you want me to fix it) Sacha ## DONE Volunteer communications: E-mail update for Oct 9, 2022 :email:volunteers: Add your news and requests to this. ### Template so far Hello, EmacsConf volunteers! We’re starting to gear up for EmacsConf 2022, and we would love to figure out how to work with your skills, interests, and availability. has some specific task ideas and general roles. has an overall prioritization matrix. If any of those options look like something you want to learn or help with, or if you want to make things even better than what’s in the table, let me know. Given the number of talks this year, we’re going to try to see if we can pull off two tracks. I’ve posted a draft schedule at and have e-mailed speakers to confirm their availability. This schedule staggers live Q&A sessions so that the person managing the streams can jump back and forth as needed. We’ll figure out shifts once we’ve sorted out the processes and training info, but if you want to call dibs on something, feel free. Please let me know what kinds of things you’d like to learn more about or help out with! Sacha Chua (You’re receiving this e-mail because you’re on the emacsconf-org mailing list. Thanks for wanting to help out!) ## DONE Delete all the EmacsConf BBB rooms from last year :chore:bbb:zaeph: For the admins on BBB. The list is accessible here: [Organization Settings](https://bbb.emacsverse.org/b/admins/rooms). Should take no more than ~20′. ## DONE Write volunteer update Hello, folks! Here’s the weekly update on what’s happening backstage for EmacsConf 2022 in case you notice something that you want to help out with. =) - All the speakers have confirmed that they’ve gotten the acceptance e-mails. Many speakers have confirmed that the schedule works for them after I reshuffled a few talks for better availability. I’ve posted the schedule at . We’ll announce the schedule on the emacsconf-discuss mailing, Reddit, and various places this week. - zaeph has been working on the ffmpeg incantations for preprocessing the videos that will be submitted soon. bandali is working on getting the FTP and web-based uploads sorted out so that speakers can submit their videos. - I created some watch pages to support viewing different tracks: . The livestreams won’t work yet and it would be nice to figure out something that can dynamically display info for recent/current/upcoming talks, but it’s a start. - We set up a self-hosted Etherpad (ex: ) with an easy way to redirect to using Wikimedia in case we run into scaling issues. I’ve added it to our Ansible playbook (git@git.emacsconf.org:pub/emacsconf-ansible) and I’m looking forward to incorporating Ry P.’s improvements. Karl Voit gave feedback on the first draft of the template. - vetrivln volunteered for some of the dev hosting shifts, Karl Voit volunteered for some of the gen pad shifts, and FlowyCoder volunteered for some of the gen check-in shifts. Thanks! Next week, we hope to: - Announce the EmacsConf 2022 schedule in the usual places (got any wording/JS/CSS suggestions?) - Finalize the upload instructions so that speakers can start submitting their files - Put together volunteer training materials - Set up per-speaker BBB rooms and friendly URLs Sacha ## DONE Publish icals :sachac: It would be nice to have track-specific icals as well. ## DONE Figure out web-based file upload :needsowner:sachac:ansible: zaeph: I can work on it, but I’m not experienced in this domain, so I’d prefer to be a back-up. task is currently with bandali Lesson learned from last year: “Since people kept running into ftp problems, we might want to set up a web-frontend next year to minimise problems.” Maybe we could ask some of the volunteers who wanted to help us with the infra? It shouldn’t be complicated to deploy a ready-made solution. “file drop” is a common keyword for looking for information. Considerations: - Probably run it on media.emacsconf.org - Bonus features: - password-protected or hidden behind some kind of authentication or hidden behind some kind of URL, so we don’t have to worry too much about spam - extra points for sending speakers links to upload to specific folders so that we can separate resources by talk - Resumable uploads would be good, since some speakers had a hard time with unreliable connections - What other conferences do: - LibrePlanet uses plain FTP and recommends FileZilla - FOSSDEM uses Pentabarf to receive uploads - DebConf uses SReview(?) - FOSSGIS uses Seafile - Some options:

Project	Docker	Buster	Base	Notes
https://www.projectsend.org/			php+mysql
https://github.com/pomf/pomf			php+mysql
https://github.com/psi-4ward/psitransfer	official		node	can set upload password, resumable; data volume needs uid 1000
https://github.com/epoupon/fileshelter	official	ppa	C++
https://github.com/mickael-kerjean/filestash	official			general FTP client
https://gitlab.com/moejo42/Jirafeau	official		php
https://github.com/YouTransfer/YouTransfer	official		node	looking for maint
https://github.com/dutchcoders/transfer.sh/
https://github.com/eikek/sharry

- NextCloud anon FTP upload currently goes to *srv/ftp/anon* on media.emacsconf.org Maybe I’ll do psitransfer as a direct install ### DONE Create 2022/upload.md with the same workflow as last year for a start ### DONE Implement new workflow ## DONE Update IRC instructions because of multiple tracks Added to watch pages ## DONE Move scheduling and publishing code to Emacs on a VPS so that other people can help out :sachac: Ideal: - Update pages with watching information, additional resources, etc. as talks go live - Update the schedule as needed (cancelled or reordered talks, etc.) Where: - front? my own VPS? Nice if there’s an Ansible playbook sachac’s notes: - probably good to set it up on front It’s now on front. ## DONE Prepare email for nudging speakers to send prerec, and inform on upload workflow :timesensitive:needsowner: ### Code (defun emacsconf-mail-upload (group &optional template) "Send upload instructions and reminder. GROUP is (email . (talk talk))" (interactive (list (emacsconf-mail-complete-email-group))) (let ((action-date (date-to-time "2022-11-04"))) (emacsconf-mail-prepare (or template (emacsconf-mail-merge-get-template "upload")) (car group) (list :slugs (mapconcat (lambda (o) (plist-get o :slug)) (cdr group) " or ") :speakers-short (plist-get (cadr group) :speakers-short) :plural (if (= (length (cdr group)) 1) "" "s") :email (plist-get (cadr group) :email) :year (or (plist-get (cadr group) :year) emacsconf-year) :prerec-note (emacsconf-surround (make-string 64 ?-) (string-join (seq-uniq (mapcar (lambda (o) (plist-get o :prerec-info)) (cdr group))) "\n") (make-string 64 ?-) ""))))) ### Template Hi, ${speakers-short}! ${prerec-note}Here are the instructions for uploading the video${plural} for your talk${plural}. You can find the latest version of the instructions at https://emacsconf.org/2022/upload/ . There are two ways to upload your talk${plural} this year, so you can pick the one that works best for you: - Web-based: , password emacsconf - FTP: host: ftp-upload.emacsconf.org, port: 21, username: anonymous folder: upload-here If you upload slides and other resources, we can include them on the talk page when your talk goes live. If you happen to have a script or a transcript, please include them as well (it’ll speed up the captioning for us). Please add a comment or start your filenames with the ID for the talk that it’s for: ${slugs}. If you’re still working on your talk, you might find the tips at useful. In brief: - at least 1280x720 resolution - we recommend dark text on a light background, with enough contrast to make it easy to read - if possible, use a headset or external microphone to record audio in order to minimize computer noise - upload a separate 5 second recording of quiet or leave 5 seconds of quiet at the end of your talk video so that we can process your video for noise reduction Please plan to upload your talk by November 4 (next Friday) so that we can get started preparing it for streaming. If you can’t make it by then, we can accept later submissions, although it’s a bit more of a scramble and our stress levels go up as the conference approaches. =) We’d really appreciate the extra time for captioning and double-checking. Thank you for your help in getting ready for a smooth EmacsConf 2022! Sacha Chua ## DONE Send backstage email (defun emacsconf-mail-backstage-info (group &optional template) (interactive (list (emacsconf-complete-talk-info))) (emacsconf-mail-prepare (or template (emacsconf-mail-merge-get-template "backstage")) (plist-get group :email) (append group (list :backstage "https://media.emacsconf.org/2022/backstage/" :backstage-user "emacsconf" :backstage-password emacsconf-backstage-password :conf-name emacsconf-name :year emacsconf-year)))) (defun emacsconf-mail-backstage-info-to-speakers-and-captioners () (interactive) (let ((template (emacsconf-mail-merge-get-template "backstage")) (speaker-groups (seq-uniq (mapcar (lambda (talk) (list :name (plist-get talk :speakers-short) :email (plist-get talk :email) :role "speaker" :backstage-use "As we add more talks, you can skim through any relevant ones to see if there are any points you'd like to build on in your talk. Also, you can get a sense of what we do behind the scenes to try to get as many talks captioned for broadcast, and what you can do to make it easier. (A text file with names and technical terms can be helpful. No need to type out a manual transcript if you don't start from a script.) After you upload your talk and we process the files, you can use the backstage area to check the quality of the reencoded video.")) (seq-filter (lambda (o) (string= (plist-get o :status) "WAITING_FOR_PREREC")) (emacsconf-filter-talks (emacsconf-get-talk-info)))))) (volunteer-groups (with-current-buffer (find-file-noselect emacsconf-org-file) (org-map-entries (lambda () (list :name (org-entry-get (point) "NAME_SHORT") :email (org-entry-get (point) "EMAIL") :role "captioning volunteer" :backstage-use "If you see a talk that you'd like to caption, you can e-mail me at sacha@sachachua.com and I can reserve it for you.")) "captions")))) (mapcar (lambda (g) (emacsconf-mail-backstage-info g template)) (append speaker-groups (seq-remove (lambda (v) (seq-find (lambda (s) (string= (plist-get s :email) (plist-get v :email))) speaker-groups)) volunteer-groups))))) ### Template Hi ${name}! You’re getting this e-mail because you are a ${role} for ${conf-name} ${year}. (Thanks!) I’m so excited! =) A number of speakers have uploaded their videos, and OpenAI Whisper looks like a promising way to get automatically generated captions that we can use as a starting point. We’ve set up ${backstage} as the backstage area where you can view the videos and resources uploaded so far. You can access it with the username "${backstage-user}“ and the password ”${backstage-password}“. Please keep the backstage password and other speakers’ talk resources secret. ${backstage-use} Thank you! Sacha Chua ## DONE Write playbooks ### DONE Host :zaeph: ### CANCELLED Streamer :zaeph: Blocked by [Investigate streaming options, maybe OBS in the cloud](#streaming) bandali and corwin/zaeph will do the streaming, so writing the streaming playbook is a little lower priority for now ### DONE Check-in ### DONE IRC ### DONE Pad ### DONE Captions ## CANCELLED Figure out why ikiwiki is slow :infra:wiki: complex regular expression issues? should the captions be outside the wiki? ## CANCELLED Add nice-to-have stuff to prepare.md :zaeph: - org-reveal config - SIL fonts choice ## DONE Write volunteer update 2022-10-23 :update: Hello, folks! Here’s the weekly update on what’s happening backstage for EmacsConf 2022 in case you notice something that you want to help out with. =) - We’ve e-mailed the speakers instructions for uploading their files through either a web browser or an FTP client, and three speakers have already done so! Those talks are now available in the backstage area (), along with the first set of edited captions (thanks Jai Vetrivelan!). If you don’t have the username and password for the backstage area and you would like to access it, please e-mail me and I’ll send you the details. - We’ve created a BBB room for each speaker’s live Q&A session. The URLs are in conf.org in the private repository if you need them. - We’ve drafted some documentation for different volunteer roles. If you’d like to volunteer as a captioner, check-in person (hmm, reception?), Etherpad scribe, IRC monitor, or host, please check out the appropriate link and let me know if I need to add anything to the docs: - - - - - - Thanks to David O’Toole for signing up for some IRC shifts! If you would like to volunteer for a shift, check out . - We’ve updated our streaming configuration for the General and Development tracks, and have started testing them using mpv and the watch pages. Videos aren’t currently streaming, but you can check out the layout of the watch pages at: - - - - These pages could probably be a lot prettier and easier to use. If you have some ideas for improving them or if you’d like to work on the HTML/CSS/JS, we’d love your help! - There are now Q&A waiting rooms with friendly URLs so that it’s easier for people to join the live Q&A when the host decides it’s okay to let everyone in. They’re linked on the watch pages (along with the pads) and they’ll be linked from the talk pages once we’re ready to share them. - zaeph has been busy tweaking the ffmpeg workflow for reencoding and normalizing videos. Thanks to Ry P. for sharing the res.emacsconf.org server with us - we’ve been using it for all the processing that our laptops can’t handle. - We experimented with using the OpenAI Whisper speech-to-text toolkit to create the auto-generated captions that captioning volunteers can edit. Looks promising! If you’d like to compare the performance between small, medium, and large models, you can look at the VTT files for the sqlite talk in the backstage area. I’ve also added support for tab-separated values (like Audacity label exports) and a subed-convert command to subed.el, which might give us a more concise format to work with. I’ll work on getting word-level timing data so that our captioning workflow can be even easier. Next week, we hope to: - improve the prerec and captioning workflows - get more captions underway Lots of good stuff happening! Sacha Chua ## DONE 2022-10-30 volunteer update Hello, everyone! Here’s the weekly update on what’s happening backstage for EmacsConf 2022 in case you notice something that you want to help out with. =) - Help wanted - Captioning: There are three talks open for captioning in , so feel free to e-mail me if you’d like to reserve one. I’ve tweaked the captioning process a little bit so that I can reflow the transcripts into shorter subtitles before people edit the captions, so editing is easier to do because you don’t have to split along the way. (If you’re curious about the technical stuff, I switched to manually splitting the text using emacsconf-reflow from emacsconf-el and then the using aeneas for forced alignment, because I couldn’t figure out how to get torchaudio unstuck sometimes.) If you don’t have the username and password for the backstage area and you would like to access it, please e-mail me and I’ll send you the details. - Help wanted - tech checks: For sessions with live Q&A, we’d like to set up tech-checks with speakers to make sure that their setup works well with BigBlueButton. A rough outline of the process is in the tech-checking protocol heading at . If you would like to help with tech-checks, please e-mail us with your general availability (including timezones) and preferred public contact information so that we can include you on the list at and in the e-mail to speakers. - Help wanted - intro/intermission slides, OBS overlay, ??: It might be interesting to design something to show right before and right after a talk so that people can see the title, speaker name, talk page URL, Q&A info, pad URL, pronouns, etc. Ideally we’d be able to generate a whole bunch of these from the talk data, so maybe SVG or a TikZ picture? If this is your jam, let us know. - OBS in the cloud: We’ve been able to figure out how to stream both streams using OBS, VNC, and PulseAudio on Ry P.’s virtual server, so it’s even more likely that we’re going to pull off two tracks this year. Yay! - Tom Purl has joined as a captioning volunteer. Hi Tom! This week we hope to get lots of talks submitted, processed, and on the way to being captioned. We’re also planning to make the captioning workflow even better, and to improve the OBS streaming workflow. Whee! Sacha ## Volunteer update 2022-11-07 Hi everyone! Here’s what’s been happening backstage. - Speakers have been submitting their videos, hooray! I added a schedule to the backstage page at so that people can see how the schedule’s coming along. We expect more talks to come in the next two weeks. Not panicking yet. =) - Thanks to all the people who’ve been working on captions so far! Bhavin, Andrea, and Ramin did the captions for their talks, and Jai captioned Bala’s talk. Tom, Bhavin, and Hannah are currently working on captions. There are three more talks backstage if anyone wants to work on them. - I just posted some notes on how I reflow and edit subtitles in case they’re helpful: It’s also linked from the backstage page under More info: editing captions. - We added the Emacs development updates talk from John Wiegley and updated the times of other talks based on messages from the speakers. - We did a dry run of the OBS streaming setup with Leo, Amin, and Corwin. I think we’re on track to being able to broadcast two streams this year. - IRC announcements, BBB redirection, and media file publishing can now all automatically happen when the talk status changes, simplifying our work during the conference. Video playback and Q&A browser windows can happen automatically if streaming from res.emacsconf.org. I want to get the publishing workflow all smoothed out too, so that talks and transcripts can be more easily published to the wiki pages during the conference. Plans for this week: - More videos and captions! - I plan to work on talk page publishing so that it happens smoothly during the conference - Leo’s going to review the videos submitted so far and prepare intros for them - Might be a good idea to reach out to speakers for tech checks and bios EmacsConf is a little less than four weeks away. Stuff is happening! Sacha ## DONE Send prerec reminder :sachac: ### DONE Update logbook with notes from e-mails :sachac: ### DONE Follow up with speakers based on their availability ## DONE Send schedule-published email for emacsconf-discuss :needsowner:timesensitive:email: Schedule is now available; post to emacsconf-discuss, emacs-tangents ### DONE Post it to r/emacs as well :reddit:zaeph: Please let zaeph know when it’s live so that the post can be distinguished. ### Template Greetings, fellow Emacsians! On behalf of the EmacsConf 2022 organizers team, I’m very excited to announce the schedule for EmacsConf 2022 (Dec 3 and 4), available at: All of the times listed on the schedule are in EST (UTC-5). You can click on each talk’s title to open its page for more information, including its scheduled time in your local time. (Displaying local time requires running a tiny bit of AGPLv3+-licensed free/libre JavaScript code, included on the talk pages.) For prerecorded talks, this time is also when the talk’s video will be made available on the same page. Please note that the times are approximations, and that the schedule may change leading up to the conference. As the conference approaches, we’ll post more details on how to watch and participate. You can subscribe to the emacsconf-discuss mailing list at to be sure you’ll get updates. Want to help make EmacsConf even awesomer? Volunteer! We hope to see you all around on Dec 3-4 for EmacsConf 2022! P.S. please direct all replies to this post either to myself or to the emacsconf-discuss list, so as to help avoid generating extra off-topic chatter in the other lists cc’d in this message; thank you. ## DONE Flesh out prepare.md for audio-recording tips before the prerec-deadline :zaeph: ## DONE Write speaker e-mail for people who have already submitted their talks To: speakers who have already submitted their talks (so that we don’t distract people who are still working on their talks) (defun emacsconf-mail-speaker-after-video (group &optional template) (interactive (list (emacsconf-mail-complete-email-group (seq-filter (lambda (o) (plist-get o :intro-note)) (emacsconf-active-talks (emacsconf-get-talk-info)))))) (setq template (or template (emacsconf-mail-merge-get-template "speaker-after-video"))) (let ((talks (cdr group))) (emacsconf-mail-prepare template (car group) (list :speakers-short (plist-get (cadr group) :speakers-short) :plural (if (= (length (cdr group)) 1) "" "s") :email (plist-get (cadr group) :email) :in-between (mapconcat (lambda (talk) (emacsconf-surround "" "")) (cdr group) ", ") :intro (mapconcat (lambda (talk) (string-join (org-wrap (emacsconf-surround "- " (plist-get talk :intro-note) "\n" "") 70) "\n")) (cdr group) "") :chapters (mapconcat (lambda (talk) (format ":\n%s" (plist-get talk :slug) (mapconcat (lambda (chapter) (concat (format-seconds "%.2h:%z%.2m:%.2s" (floor (/ (elt chapter 1) 1000))) " " (elt chapter 3) "\n")) (subed-parse-file (expand-file-name (concat (plist-get talk :video-slug) "--main--chapters.vtt") emacsconf-cache-dir))))) (cdr group) "\n\n") :caption-note (if (seq-find (lambda (o) (not (string= (plist-get o :status) "TO_STREAM"))) (cdr group)) " The captions haven't been fully edited yet, so please ignore any errors in the captions themselves." "") :urls (mapconcat (lambda (o) (concat "<" emacsconf-base-url (plist-get o :url) ">")) (cdr group) " , ") :tech-check-note (if (string-match "live" (or (mapconcat (lambda (o) (or (plist-get o :q-and-a) "")) (cdr group) " ") "")) (format "*Tech check* Since you're planning to do a live Q&A session, you may want to connect to the test BBB room at <%s> to make sure you can share your audio, your window or screen, and your webcam (optional). Sharing system audio or multi-monitor setups can sometimes be tricky, so please let us know if you need help figuring things out. You can double-check by connecting with a separate device, or you can arrange to meet with one of the tech-check volunteers ().${wrap} " emacsconf-test-bbb-room) ""))) (add-hook 'message-sent-hook `(lambda () (mapc (lambda (o) (emacsconf-add-to-talk-logbook o "Sent speaker-after-video email")) (list ,@(mapcar (lambda (talk) (plist-get talk :slug)) talks)))) nil t))) (defun emacsconf-mail-speakers-after-videos () (interactive) (let* ((info (seq-filter (lambda (o) (plist-get o :intro-note)) (emacsconf-active-talks (emacsconf-get-talk-info)))) (grouped (seq-group-by (lambda (o) (plist-get o :email)) info)) (template (emacsconf-mail-merge-get-template "speaker-after-video"))) (mapc (lambda (group) (emacsconf-mail-speaker-after-video group template)) grouped))) ### Template Hi, ${speakers-short}! Thank you for uploading your video early! Let’s get a few more things sorted out for a smooth EmacsConf 2022. ${tech-check-note}\*Intro\* I’ve written a brief (and possibly inaccurate! =) ) intro that the host can read out before your talk while the in-between slide (${in-between}) is being displayed: ${intro} Would you like to tweak it to better reflect your talk? **Chapter markers** I’ve added chapter markers to your video in the backstage area to help with navigation. You can click on them in the backstage area if you want to easily jump around, or review the list that I’ve included for your convenience: ${chapters} If you prefer other headings or timestamps, please let me know!${caption-note} **Bio, community support links** People often want to learn more about speakers and show their appreciation. If you’d like to include an author bio and any social/support links to your talk page${plural} (${urls}), please e-mail us the text that you’d like to include. You can also follow the instructions at to edit your talk page${plural} directly yourself, if you want to.${wrap} Thanks again for all your contributions! Sacha ## DONE Prepare for prerecs :zaeph: ### DONE Optimize ffmpeg incantation Remember to update <../prepare.md> with the new incantation. #### Incantation from last year Q=32 ffmpeg -y -i "$1" -c:v libvpx-vp9 -b:v 0 -crf $Q -aq-mode 2 -an -tile-columns 0 -tile-rows 0 -frame-parallel 0 -cpu-used 8 -auto-alt-ref 1 -lag-in-frames 25 -g 240 -pass 1 -f webm -threads 8 /dev/null && ffmpeg -y -i "$1" -c:v libvpx-vp9 -b:v 0 -crf $Q -c:a copy -tile-columns 2 -tile-rows 2 -frame-parallel 0 -cpu-used -5 -auto-alt-ref 1 -lag-in-frames 25 -pass 2 -g 240 -threads 8 "$2" #### New candidate Changelog: - Disable adaptive quantization by setting aq-mode to 0 (TODO: compare samples) - Add `-row-mt 1` needed to support `tile-rows` (2×2 is enough for 720p) - Also use tiles for first pass - Remove `-frame-parallel 0` because it’s disabled by default (see [Notes on encoding settings · Kagami/webm.py Wiki](https://github.com/Kagami/webm.py/wiki/Notes-on-encoding-settings)) - Put number of CPU in variable and use it for `cpu-used` and `threads` - Stick to default for `auto-alt-ref` - Stick to default for `lag-in-frames` Q=32 CPU=8 ffmpeg -y -i "$1" -c:v libvpx-vp9 -b:v 0 -crf $Q -an -row-mt 1 -tile-columns 2 -tile-rows 2 -cpu-used $CPU -g 240 -pass 1 -f webm -threads $CPU /dev/null && ffmpeg -y -i "$1" -c:v libvpx-vp9 -b:v 0 -crf $Q -c:a copy -row-mt 1 -tile-columns 2 -tile-rows 2 -cpu-used $CPU -pass 2 -g 240 -threads $CPU "$2" Other considerations: - We might want to tweak the time before keyframes (`-g`). ### DONE Figure out workflow for handling submitted 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 Make changes in [As prerecorded talks come in](#prerec-process) ## DONE Make something to display between talks :akshay196: Goals: - Reassure people that they’re in the right stream for the talk that they’re looking for - Direct them to the pad and Q&A for the talk What to show in between talks: - Previous talk: title, speaker, pronouns, talk page, Q&A information (if still live) - Next talk: title, speaker, pronouns, talk page, Q&A information, countdown - Good: Static image, maybe created with LaTeX - Better: Video with unobtrusive sound so people can doublecheck that their audio works - Best: Emacs thing so that we can have a dynamic timer and last-minute announcements, and so that it’s Emacs =) - Even better than that: A compact view that can be overlaid on the Q&A session using OBS See break commercials OBS scenes (maybe?): - splash-screen when we’re on break - scene when broadcasting a talk (where we might want a logo and a bar or surrounding to broadcast messages like time left in recording); and - Q&A scene with host-webcam, optional speaker-webcam, and pad with questions. - Q&A scene focusing on shared screen from speaker - Q&A scene with IRC and pad Nothing is urgent, blocking it, or being blocked by it, so you can play around with ideas. We’re experimenting with two tracks this year, so we expect that some people will join midway through a talk or Q&A session and would like to reorient themselves. Some Q&A sessions may end early, so we would like to reassure people that they’re in the right spot for the next talk. Most Q&As will be done live, but some Q&As will be done over IRC, so we need to point people to the right place. and if there’s room for a little extra info like public e-mail addresses or pronouns, that can help people when they discuss things. That info will be in the pad and IRC, though, so it’s also okay to omit it We can programmatically replace strings in SVG from Emacs, so we can easily use that as an overlay. …Or, if you just want to focus on the look of things, we can think of the content on our own. oh yeah, totally, you can just focus on the design and use placeholder text Overlay considerations: - talk videos will likely have subtitles; no subtitles for Q&A - zaeph doesn’t like vertical text ### DONE Generate talk banners :sachac:  ## DONE Find volunteers for tech-checks :zaeph: ### DONE Add entry in 2022/volunteer.md ### DONE Write protocol for adding tech-checker volunteer - Invite volunteer to BBB (ask core organizers) - Update with new tech-checker info - Coach tech-checker on the protocol ### DONE Write the tech-checking protocol (formerly referred to as “tech-checklist”) From previous years: > - Can you speak and be heard? Is there echo? > - Can you hear the organizer? > - Can you share your screen? Is the screen readable? > - If you plan to show your keystrokes, is that display visible? > - If you want to share your webcam (optional), can you enable it? Is it visible? Will there likely be distractions in the background? > - Can you view the collaborative pad? Will you be comfortable reviewing questions on your own (perhaps by keeping it open beside your shared window), or will you need a volunteer to relay questions to you? > - Can you share contact information (ex: phone number) so that we can get in touch with you in case of technical issues or scheduling changes? > - Do you need help finding your way around IRC so that you can check into \`#emacsconf-org\`? What is your IRC nickname? ## DONE Move conf.org management to orga@res.emacsconf.org :sachac: so that more people can work with it during the conference See the publish role in the ansible playbook ## DONE Ask speakers for bios or support nudges to include on their talk pages :wiki: maybe after we get the prerecs ex: liberapay, patreon, anyone looking for a job, etc. ## DONE Set up BBB rooms and update conf.org :sachac: 1. Log on to bbb.emacsverse.org as an admin. 2. Create a room. Enable **Mute users when they join**. The code below doesn’t quite work, but might be a good starting point for future automation. (setq list (seq-drop (emacsconf-bbb-room-title-list) 3)) ; skip some if needed (progn (setq name (pop list)) (kill-new (format "name=\"%s\";$('#create-room-block').click();$('#create-room-name').val(name);$('#room_mute_on_join').click();$('.create-room-button').click();\n" name)) (sleep-for 1) (shell-command "xdotool key alt+Tab sleep 3 key ctrl+v sleep 1 key Return")) console.log(JSON.stringify([…document.querySelectorAll(’.delete-room’)].map((o) => { return { name: o.getAttribute(’data-name’), path: o.getAttribute(’data-path’) }}).filter((o) => o.name.match(*^ec22*)))) see conf.org for the rest of the process ### DONE Add volunteers to the BBB rooms - vetrivln: sat-am-dev, sun-am-dev - FlowyCoder: sat-pm-gen, sun-pm-gen - jman: sun-pm-gen ## DONE Coordinate and help volunteers :sachac: - <../volunteer> - Figure out what information volunteers need in order to feel comfortable signing up for tasks. ex: - Encourage people to sign up for [Shifts](#shifts) ### DONE Plan training session(s), Q&A availability, recordings ### CANCELLED Hold Q&A session with volunteers ## DONE Investigate streaming options, maybe OBS in the cloud :sachac: Current status: - res.emacsconf.org seems to be able to handle 2x (OBS + TigerVNC + MPV, should test with Firefox as well) - corwin and jman will stream gen from OBS on res - bandali will stream dev from his laptop - let sachac know if you want manual control or more autopilot for the gen stream Goals: - [X] Be able to start a VNC server with OBS, MPV, and Firefox, connect to it, and stream - [X] Have another session with the sound isolated - [-] Split the audio so that we can join the Q&A room before the MPV ends - handled by automatic scene switcher detecting mpv, but we can’t share just a window, so we might as well just wait - [X] Control MPV from the commandline: track-mpv appears in the correct display, and it can also be controlled via the socket like this: echo ’{ “command”: [“loadfile”, “test2.webm”] }’ | socat - ~/mpv-socket-emacsconf-dev - [ ] Share the window instead of the desktop? Prerequisites: - You need to be able to SSH out to res.emacsconf.org on port 46668 and forward ports, so one of the main organizers needs to add your SSH public key to the authorized\_keys file. Please e-mail your SSH public key to sacha@sachachua.com and test that port 46668 is not blocked. - For streaming from OBS in VNC, you will need a VNC viewer like tigervnc-viewer. - For streaming from your local computer, you will need OBS and FFmpeg. During the conference, you will: - play the talk video (unless it’s automatically managed by the agenda) and update the overlays - display intro/intermission information as needed - open the Q&A windows, like the pad and the BBB room/IRC (unless it’s automatically managed by the agenda) - adjust the volume if needed - arrange windows and focus the BBB room on the speaker’s webcam if needed - if you like, you can be responsible for managing the track from conf.org on orga@res.emacsconf.org Dry run checklist: - [ ] Connect to the server ssh orga@res.emacsconf.org -p 46668 emacsconf # runs emacsclient -c -a emacs - [ ] Forward ports and connect via VNC - [ ] Find the OBS or start it if it is not running - [ ] Start recording - [ ] Play a video - [ ] Open two Firefox windows and arrange them - [ ] Manage windows on the workspace - [ ] Adjust the volume in OBS - [ ] SSH to the server and play a video off-screen - [ ] SSH to the server with X forwarding and adjust the volume off-screen ### Broadcasting from local OBS (option A) - You can copy the profile from your track or look inside it for the icecast mount point details: - Gen: rsync -avze ’ssh -p 46668’ emacsconf-gen@res.emacsconf.org:~/.config/obs-studio/basic/profiles/ ~/.config/obs-studio/basic/profiles/ - Dev: rsync -avze ’ssh -p 46668’ emacsconf-dev@res.emacsconf.org:~/.config/obs-studio/basic/profiles/ ~/.config/obs-studio/basic/profiles/ - Sacha will turn off the OBS recordings on res so that you can test streaming from your computer - If you’re doing this independently, you can jump ahead to “Connecting to VNC” in order to stop the recording yourself - Verify with MPV: mpv https://live0.emacsconf.org/emacsconf/gen.webm mpv https://live0.emacsconf.org/emacsconf/dev.webm - With luck, the 480p streams will be up automatically as well mpv https://live0.emacsconf.org/emacsconf/gen-480p.webm mpv https://live0.emacsconf.org/emacsconf/dev-480p.webm ### Connecting to VNC (option B) 1. Stop broadcasting locally if you were testing local OBS. 2. Install a VNC viewer on your system (ex: tigervnc-viewer). 3. 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 4. Copy the password: scp emacsconf-$TRACK@res.emacsconf.org:~/.vnc/passwd vnc-passwd-$TRACK -p $SSH\_PORT 5. Forward your local ports and connect via VNC viewer to the appropriate forwarded port from your laptop: ssh emacsconf-$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-$TRACK & (If this doesn’t find a VNC server to connect to, you can start it with `ssh emacsconf-$TRACK@res.emacsconf.org -p $SSH_PORT /home/emacsconf-$TRACK/bin/track-vnc`) 6. 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. 7. Verify with MPV on your local system: mpv https://live0.emacsconf.org/emacsconf/$TRACK.webm & 8. With luck, the 480p streams will be up automatically as well. On your local system: mpv https://live0.emacsconf.org/emacsconf/$TRACK-480p.webm & 9. Play a video. It should display the video and update the overlays. If you need to update the overlays manually, you can copy files from `/data/emacsconf/overlays` onto `$HOME/other.png` and `$HOME/video.png`. You can play a video with `play video-id` (ex: `play meetups`), or you can specify the filename (ex: ~play ~/stream/emacsconf-2022-meetups\*.webm). termit: Ctrl-Shift-t makes a new tab i3 cheat sheet: - Alt-Enter creates a terminal - Alt-d runs a command - Alt-e toggles horizontal/vertical split - Alt-f toggles full-screen - Alt-w switches to tabbed view - Alt-1 switches to workspace 1, Alt-2 switches to workspace 2 - Alt-Shift-2 moves things to workspace 2 - Alt-Shift-Left moves the current window to the left - Alt-Shift-Right moves the current window to the right 10. Test Q&A. You can either wait for the video to finish or quit it with “q”. You can paste in the URLs or use `firefox /data/emacsconf/2022/index-$TRACK.html` 11. Test adjusting the audio - `ssh emacsconf-$TRACK@res.emacsconf.org -p 46668` - Then use `qa-louder`, `qa-quieter`, or `qa-vol vol%` (ex: `qa-vol 90%`) Other notes and tips: - You can use Emacs for emergency or ad-hoc announcements. - Use OBS or `pavucontrol` to adjust the volume of BBB as needed. You might be able to manage `pavucontrol` off-screen with `ssh emacsconf-$TRACK@res.emacsconf.org -X -p $SSH_PORT pavucontrol`. - You can also `ssh emacsconf-$TRACK@res.emasconf.org -p 46668` and start new processes from the command-line, such as using `track-mpv`. If you specify commands when you call SSH instead of using an interactive shell, you may need to also specify DISPLAY=:5 (for the gen track) or DISPLAY=:6 (for the dev track), since ssh won’t pick up the variables from `.bashrc`. - If you have a Wayland-only desktop without any X11 compatibility layer (example: [Sway](https://swaywm.org) with `xwayland disable`) the suggested software (`tigervnc`) might no work. You can use instead for example `gnome-remote-desktop`. The password for the VNC connection can be retrieved from the file `vnc-passwd-$TRACK` (3DES encrypted). ### Managing the stream from the agenda (option B2) ssh orga@res.emacsconf.org -p $SSH\_PORT emacsconf # runs emacsclient -c -a emacs You can then use - emacsconf-stream-play-video - emacsconf-stream-open-qa-windows-on-change - emacsconf-agenda-by-track - emacsconf-agenda If things are going well, you can use C-c C-t on the agenda view to change a talk to PLAYING, CLOSED\_Q, or OPEN\_Q, and various things should happen in the background. If they don’t happen in the background, use emacsconf-add-org-after-todo-state-change-hook to add the todo state change hook, then try again. Task state shortcuts for C-c C-t: - **m (mpv):** PLAYING - -stream-play-video, emacsconf-stream-set-talk-info, publish the files to the media directory - **q (Q&A):** CLOSED\_Q - **o (open):** update the BBB redirect URLs to let people into the room - u (unstreamed) - r (to archive) You can leave the emacsclient with `C-x 5 0` #### Do Q&A From the emacsclient on orga@res.emacsconf.org, you can open various talk-related things: - emacsconf-stream-open-pad - emacsconf-stream-join-qa - emacsconf-stream-join-chat Alternatively, you can switch to the VNC viewer and use the links in or . For Q&A, you may want to have the Etherpad on the left, the BBB Q&A or IRC chat on the right, and the terminal and OBS windows on workspace 2. ### Other tasks as needed #### Display emergency news / announcements M-x emacsconf-stream-broadcast to send a message to both streams or M-x emacsconf-stream-set-news to send a message to one stream. If that doesn’t work, edit the news file directly with: `ssh emacsconf-$TRACK@res.emacsconf.org > ~/news.txt` If that doesn’t work, use the VNC session to switch to an Emacs window and type your message in. #### Kill the VNC server: ssh emacsconf-$TRACK@res.emacsconf.org “vncserver -kill”

~/bin/track-obs	start OBS with the track’s profile and scene collection
~/bin/track-mpv file.webm	play the file using the track’s sink

#### Making OBS scenes Making OBS scenes is pretty straightforward as you can move the different blocks on your scene in the preview window. However, it’s important to make sure that your video-captures and your overlays are snapping properly to the edges of the view-port. To do this, make sure to right-click on the block inside the preview window, and try the different fitting options (fit by width, height, etc.) until you find one that works best. We’ll probably be streaming at 720p, but since we’re also considering a 1080p update, try to create your overlays in a format or a resolution that would support resizing. ### Other notes There are sockets in the home directory for MPV control if you want to keep that process. echo ’{ “command”: [“loadfile”, “test2.webm”] }’ | socat - ~/mpv-socket-emacsconf-dev ### DONE Test and document command-line way of managing audio :sachac: ### DONE Move my conf.org setup to res so that we can control everything from there ### DONE Set timers for changing todo state (defun emacsconf-schedule-test-buffer (info) (mapcar (lambda (o) (plist-put o :buffer "1") o) info)) (let ((emacsconf-schedule-strategies '(emacsconf-schedule-test-buffer))) (emacsconf-stream-schedule-timers (emacsconf-schedule-prepare (emacsconf-schedule-inflate-sexp `(("Test gen" :start ,(format-time-string "%Y-%m-%d %H:%M" (time-add (current-time) (seconds-to-time 60)))) (journalism :time "1") (school :time "2") (handwritten :time "1") ("Test dev" :start ,(format-time-string "%Y-%m-%d %H:%M" (time-add (current-time) (seconds-to-time 60)))) (treesitter :time "2") (lspbridge :time "1") (asmblox :time "1")))))) the dev one worked, but the gen one gets Couldn’t find local shell prompt for /bin/sh Tramp: Opening connection **Async Shell Command** for emacsconf-gen@res.emacsconf.org using ssh…failed Maybe I need to stagger them, or maybe I need to use a shell command. Changed to call ssh directly instead of using tramp. ### DONE Figure out how to work with the layout ### DONE Allow per-track configuration of todo hooks :sachac: emacsconf-todo-hooks ### CANCELLED Use xdotool to automate joining BBB in Firefox (signing in, clicking on listen only) ### CANCELLED Experiment with sharing part of the screen so that there’s space for us to work a little off-screen We might just have to rely on xdotool to move windows the way we want them Window fixes that didn’t work - - ### DONE Set up scenes and try them ### DONE Set up text source for URL ### DONE Create Ansible tasks for setting up sinks for MPV and Firefox for the streams, and adding the scenes appropriately ### DONE See if I can even Ansible-up the rest of the tasks like starting up Firefox and mpv and everything ### CANCELLED obs-websocket control of OBS on the server so that the streamer can adjust volume offscreen? ### DONE document such that someone else could use/fix it ### DONE recruit at least one more person to help operate the “video bouncer” ### Other notes - bandali doesn’t have much cognitive bandwidth at the moment, so we can keep things simple with OBS on laptops - Issue: zaeph was dropping frames and couldn’t pay attention to as many things as he wanted - Issue: corwin needs assistance to not be locked in his chair for the whole conf. Premptively, zaeph can do it by broadcasting OBS scenes via the rtmp (instead of just his webcam). - With a long day, we may want to be able to schedule hosts/streamers/publishers in shifts - Ideal: Easy reproducible setup to spin up an OBS VM with scenes set up, allowing multiple users to connect to it at the same time. Maybe x2go or vnc? VMs with 8 vCPUs and a vGPU cost more, so it would be good to figure out what’s needed, spin it down, and then spin it up maybe the day before or something like that. - Plus points if we can control the OBS via password-protected websocket so we can tell it to switch scenes (and even more points if we do so from Emacs, maybe via that obs-websocket.el ;) ). MPV is also controllable via IPC, so we can use the same MPV player and then switch videos around. Maybe mpvc? - Probably Linode’s Dedicated 32 GB + RTX6000 GPU x1 at $1.50 an hour for 2-3 days + dev time, since live.emacsconf.org is in Linode as well - We should also look into normalization across the board, especially if we have BBB participants. pipewire + easyeffects on the box might be the easiest way to do it. - - Live Streaming using low configuration vps - - - [OBS Studio 26.0 | Hacker News](https://news.ycombinator.com/item?id=24633139) - - - - - ### TODO Automate in-between display? [Think about what to do with schedule gaps due to cancelled talks](file:///home/sacha/proj/emacsconf/wiki/2022/organizers-notebook/index.md) ## DONE Smoothen captioning workflow :sachac: It looks like OpenAPI needs a little less editing in terms of capitalization and punctuation, but it produces longer captions (likely a 30-second sliding window). I’ll try to upload both YT and OpenAPI captions so that people can decide what they like. [Set up MPV for captions](#mpv-captions) ### DONE Figure out why it’s choking on SRV2 Can I use aeneas for alignment instead? Reflow the .txt file and reupload to res if needed call ../run-aeneas.sh from the directory with the opus or ogg and the txt file sachac@res-https://emacsconf.org/2022/talks/~/current/meetups$ python3 -m aeneas.tools.execute\_task emacsconf-2022-meetups–attending-and-organizing-emacs-meetups–bhavin-gandhi–main.opus reflowed.srt “task\_language=eng|os\_task\_file\_format=json|is\_text\_type=subtitles” output.json I might try out lhotse and torchaudio someday, but it’s low priority. aeneas seems to do a reasonable job of ### DONE Move publishing the backstage index to res so that we can trigger it after the files are uploaded ### DONE Compare large, medium, and small models 12 threads Original file: 21:16 21 minutes

	Hours	Mult	Notes
Large	2:49	8
Medium	2:03	5.9
Small	0:40	2	More run-on sentences

Large and medium might do better on a system with a GPU. I’ll default to the small model for now. ### DONE Commit subed-tsv so that people can try a cleaner output ### DONE Investigate more granular timestamps for the output from OpenAPI Whisper ### DONE Upload srv2 from YouTube for word-level ### CANCELLED Compare with Google Cloud Speech API ~/code/speech ### DONE E-mail for bringing new captioning volunteers onboard (defun emacsconf-mail-backstage-intro (volunteer &optional template) (interactive (list (emacsconf-complete-volunteer))) (emacsconf-mail-prepare (or template (emacsconf-mail-merge-get-template "backstage-intro")) (assoc-default "EMAIL" volunteer 'string=) (list :backstage "https://media.emacsconf.org/2022/backstage/" :backstage-user "emacsconf" :backstage-password emacsconf-backstage-password :conf-name emacsconf-name :year emacsconf-year :name (assoc-default "NAME_SHORT" volunteer 'string=) :email (assoc-default "EMAIL" volunteer 'string=)))) #### Template Hi ${name}! Thank you for volunteering for ${conf-name} ${year}! We’ve set up ${backstage} as the backstage area where you can view the videos and resources uploaded so far. You can access it with the username "${backstage-user}“ and the password ”${backstage-password}“. Please keep the backstage password and other speakers’ talk resources secret. For some ideas on ways to help, you can check out . You can also suggest other things you might be interested in. You can ask questions or chat with other volunteers by e-mailing the mailing list at emacsconf-org@gnu.org or dropping by #emacsconf on the libera.chat IRC network. You can also e-mail me or emacsconf-org-private@gnu.org if you have private questions. Thank you again for your help! =) Sacha Chua ### DONE E-mail for bringing new captioning volunteers onboard (defun emacsconf-mail-captioning-intro (volunteer &optional template) (interactive (list (emacsconf-complete-volunteer) (emacsconf-mail-merge-get-template "captioning-intro"))) (emacsconf-mail-prepare (or template (emacsconf-mail-merge-get-template "captioning-intro")) (assoc-default "EMAIL" volunteer 'string=) (list :backstage "https://media.emacsconf.org/2022/backstage/" :backstage-user "emacsconf" :backstage-password emacsconf-backstage-password :conf-name emacsconf-name :year emacsconf-year :name (assoc-default "NAME_SHORT" volunteer 'string=) :email (assoc-default "EMAIL" volunteer 'string=)))) #### Template Hi ${name}! Thank you for volunteering to help with the captions for ${conf-name} ${year}! Last year, we were able to get almost all the talks captioned in time for streaming. Participants found them very useful for understanding different technical terms, names, accents, and so on. We’d love to be able to pull that off again this year, and it would be great to have you on board. We’ve set up ${backstage} as the backstage area where you can view the videos and resources uploaded so far. You can access it with the username "${backstage-user}“ and the password ”${backstage-password}“. Please keep the backstage password and resources secret. If you see a talk that you’d like to caption, you can e-mail me at sacha@sachachua.com and I can reserve it for you. Then you can correct any misrecognized words, fix capitalizations, remove filler words as needed, and so on. You’ll probably want to work with either the VTT or the TXT versions (VTT is WebVTT format and has timestamps), but you can check the other talk resources in case the speaker has posted scripts or other useful things. Both VTT and TXT are plain text, so feel free to use your favourite text or subtitle editor. I’ve posted a brief demo of how I edit captions at , and you can find more captioning tips at . You can convert it to whatever format you like. If you prefer to work with plain text, we can figure out the timestamps afterwards. Let me know if you want to reserve a talk for captioning or if you have any questions or suggestions. We’re also in the #emacsconf-org channel on the libera.chat IRC network, which you can connect to with your favourite IRC client or through the web-based interface at . Sacha Chua ### DONE Support cue IDs in subed-vtt.el ### CANCELLED jiwer · PyPI - measure error rate ## DONE Find a way to accommodate a specific return-speaker We’re not sure if we’re going to get a presentation or a prerec for them this year, but we need to keep this at the back of our minds. Note on how DebConf handled incidents: # Communications ## DONE Ask emacsconf-org-private for feedback on early submissions The EmacsConf 2022 CFP was extended to Sept 30 with notifications to go out on Oct 15. We’ve got plenty of submissions and with any luck, you’ve been reviewing them as they come in (assuming you have access to emacsconf-submit@). As a courtesy to people who got their stuff together in a timely manner and to give them extra time to prepare a prerecorded talk (which might also translate into extra time for us to process and caption the talks), I’d like to send acceptances and tentative time allotments by Sept 30. I plan to offer a max of 20 minutes with a note that additional time may be available for Q&A depending on how many additional submissions we get. Could everyone who wants a say in the program please add comments to $url by ****Sept 26**** so that we can send out early acceptances? In general, we try to say yes to everything, so here’s your chance to raise any red flags or suggest ways to make things even better. Thanks! Sacha ## DONE Acceptance :sachac: We can accept early or send people a note saying notification of acceptance will be on Oct 15, because of the extended CFP. Right before this e-mail: - Publish the wiki pages Objectives for this e-mail: - Notify people of acceptance - Tell them the number of minutes to plan for\* (might get more) - Tell them about the target date - Get them to reply - Ask for public contact information or any changes to the wiki page (defun emacsconf-draft-acceptance-for-email-group (group &optional template) "GROUP is (email . (talk talk))." (interactive (list (emacsconf-mail-complete-email-group))) (let* ((template (or template (emacsconf-mail-merge-get-template "acceptance"))) (talks (cdr group)) (first (car talks)) (reply-by-date (date-to-time "2022-10-08")) (prerec-target (date-to-time "2022-11-04")) (attrs `(:speakers-short ,(plist-get first :speakers-short) :plural ,(if (= (length talks) 1) "" "s") :email ,(plist-get first :email) :year ,(or (plist-get first :year) emacsconf-year) :reply-date ,(format-time-string "%b %-e (%a)" reply-by-date) :titles ,(mapconcat (lambda (o) (format "\"%s\" (%s)" (plist-get o :title) (plist-get o :slug))) talks " and ") :prerec-target ,(format-time-string "%b %-e (%a)" prerec-target) :page-urls ,(mapconcat (lambda (o) (concat "- " (plist-get o :url))) talks "\n") :irc ,(if (plist-get first :irc) (concat (plist-get first :irc) "? ") "") :acceptance-tasks ,(concat "* TODO Reply to acceptance e-mail in order to confirm e-mail communication :emacsconf: DEADLINE: " (format-time-string "<%Y-%m-%d %a>" reply-by-date) "\n Please include any extra information you want (ex: public e-mail, IRC nick) on\n" (mapconcat (lambda (o) (concat " " (plist-get o :url))) talks "\n") "\n" (mapconcat (lambda (o) (format "* TODO Record %s-minute talk for \"%s\" (%s) :emacsconf: DEADLINE: %s\n https://emacsconf.org/%s/prepare/" (plist-get o :time) (plist-get o :title) (plist-get o :slug) (format-time-string "<%Y-%m-%d %a>" prerec-target) (plist-get o :year))) talks "\n")) :talk-details-and-comments ,(mapconcat (lambda (o) (format "%s minutes: %s\n%s\n\n%s" (plist-get o :time) (plist-get o :title) (plist-get o :url) (string-fill (emacsconf-replace-plist-in-string (append o (list :prerec-target (format-time-string "%b %-e" prerec-target))) (plist-get o :acceptance-comment)) 72))) talks "\n---------------------------------------------------------------------\n")))) (emacsconf-mail-prepare template (car group) attrs))) (defun emacsconf-draft-all-acceptances () (interactive) (let* ((emacsconf-talk-info-functions (append emacsconf-talk-info-functions '(emacsconf-get-talk-comments-from-subtree))) (info (seq-filter (lambda (o) (string= (plist-get o :status) "TO_ACCEPT")) (emacsconf-filter-talks (emacsconf-get-talk-info)))) (grouped (seq-group-by (lambda (o) (plist-get o :email)) info)) (template (emacsconf-mail-merge-get-template "acceptance"))) (mapc (lambda (group) (emacsconf-draft-acceptance-for-email-group group template)) grouped))) ### Speaker acceptance Hi, ${speakers-short}! Summary: ,${acceptance-tasks} We’ve accepted your EmacsConf proposal${plural} for ${titles}! Thanks for volunteering to share what you’re learning about. I know it takes a fair bit of work to prepare a presentation, so I appreciate that you’re taking the time to show what’s possible with Emacs and encourage people to learn more. --- ${talk-details-and-comments} --- You’ll have some time after your talk${plural} for Q&A, so the allocated time can be just for your pre-recorded talk${plural}. Of course, if you like, you can make it shorter. We’ve posted preparation tips at . We’ll send you instructions on how to upload files once we get that set up. Could you please plan to ****put your pre-rec${plural} together by ${prerec-target}**** (or even earlier if you want)? We’re going to try to caption as many talks as possible again this year, and extra time helps a lot. People found the captions really helpful while watching the stream, and sending your talk in early will make it more likely that we’ll be able to get your captions edited and reviewed before the conference. ****Please reply to this e-mail by ${reply-date}**** (doublechecking that emacsconf-submit@gnu.org is in the To: or Cc:) so that we can confirm that we’ve got the right email address for you and that messages can get properly delivered. Also, would you like us to put ${email} as the public contact information for you, or would you like us to add something else to the talk page${plural}? ${page-urls} If you have any questions, please e-mail us at emacsconf-submit@gnu.org or pass by the #emacsconf-org IRC channel on irc.libera.chat (Web-based: ). Thank you so much! Sacha Chua ## Future ### Captions for approval (defun emacsconf-mail-captions-for-approval (talk) (interactive (list (emacsconf-complete-talk-info))) (let ((captions (expand-file-name (concat (plist-get talk :video-slug) "--main.vtt") emacsconf-cache-dir)) (captioner-info (with-current-buffer (find-file-noselect emacsconf-org-file) (org-entry-properties (org-find-property "CUSTOM_ID" (plist-get talk :captioner)))))) (emacsconf-mail-prepare (emacsconf-mail-merge-get-template "captions") (plist-get talk :email) (list :speakers-short (plist-get talk :speakers-short) :year emacsconf-year :email (plist-get talk :email) :title (plist-get talk :title) :captioner (assoc-default "NAME_SHORT" captioner-info) :url (format "https://media.emacsconf.org/%s/backstage/#%s" emacsconf-year (plist-get talk :slug)) :password emacsconf-backstage-password :captioner-email (assoc-default "EMAIL" captioner-info) :captioner-volunteered (if (string= (plist-get talk :captioner) "sachac") "" (format "%s volunteered to edit the captions for your video. " (assoc-default "NAME_SHORT" captioner-info))) :chapters-note (if (file-exists-p (expand-file-name (concat (plist-get talk :video-slug) "--main--chapters.vtt") emacsconf-cache-dir)) "I've come up with some potential chapter headings which you can see as NOTE in the transcript or in the backstage entry for your video. Let me know if you want to tweak those.\n\n" "") :intro-note (emacsconf-surround "${wrap}Also, I drafted a quick intro for the host to read. Let me know if you want to tweak this: " (plist-get talk :intro-note) "\n\n" "") :captioner-thanks (if (string= (plist-get talk :captioner) "sachac") "" (format "%s: Thank you for editing the captions!\n\n" (assoc-default "NAME_SHORT" captioner-info))) :captions (with-temp-buffer (insert-file-contents captions) (buffer-string)))) (mml-attach-file captions "text/vtt" "Subtitles" "attachment"))) #### Template Hi ${speakers-short}! Because you sent in your video before the conference, we were able to caption it so that more people can find and enjoy your talk. ${captioner-volunteered} I’ve attached the caption text file in case you want to review it, suggest any corrections, or use the text in a blog post or elsewhere. You can look at the attached file or watch your video with closed captions at ${url} (username: emacsconf, password: ${password}). I’ve also included the captions at the end of this e-mail for your convenience.${wrap} ${chapters-note}${intro-note}Do you have a bio or social/donation links you’d like us to add to the wiki page for your talk? Thanks again for your contribution! ${captioner-thanks}Sacha ${captions} ### Speakers we haven’t confirmed e-mail communications with Hi, ${name}! I think we haven’t heard from you since we accepted your EmacsConf ${year} proposal for "${title}“. EmacsConf coming up soon, so I wanted to check in with you to see how you’re doing. Could you please e-mail us to let us know if you’re still working on your prerecorded video, if you’re planning to present live, or if you can’t make it this year? No worries if other priorities have come up and you don’t have the time for a presentation. If you’ve been working on a presentation, fantastic! When you’re ready, you can upload it following the instructions at (ideally before ${prerec-date} so that we have time to download it, doublecheck, etc.). If you plan to present live, please go through the self-check at . Some speakers have encountered technical issues with BigBlueButton that they didn’t have with Zoom or Google Meet, so this is something we definitely want to look into earlier rather than later. If that works for you, please e-mail us back so that I can keep your timeslot. The tentative schedule for your talk is on the talk page at ${url} . **Please e-mail us your plans before ${date}.** I’m planning to shift the schedule around to give more time to confirmed speakers for Q&A and possibly live demos. If I don’t hear from you by then (maybe an over-enthusiastic spam filter has been swallowing up all our mail?), I’ll probably reallocate the ${time} minutes that had been set aside for your talk. We might be able to squeeze it back in afterwards or play a video from you at the end of the conference day, but it would be nice to get the schedule sorted out instead of scrambling to fill gaps on the day of the conference. Hope to hear from you by ${date}! Sacha Chua (Please use Reply to All to keep emacsconf-submit@gnu.org in the loop. Thanks!) ### Speakers who are missing prerecs (let ((template (conf-mail-merge-get-template "missing"))) (seq-map (lambda (info) (compose-mail (plist-get info :email) (conf-replace-plist-in-string info (plist-get template :subject)) `(("Reply-To" . ,(plist-get template :reply-to)) ("Mail-Followup-To" . ,(plist-get template :mail-followup-to)) ("Cc" . ,(plist-get template :cc)))) (message-goto-body) (insert (conf-replace-plist-in-string info (plist-get template :body))) (plist-get info :email)) (mapcar 'cadr (seq-group-by (lambda (o) (plist-get o :email)) (seq-filter (lambda (o) (string= (plist-get o :status) "WAITING_FOR_PREREC")) (conf-get-talk-info)))))) #### Template Hi ${speakers}, EmacsConf is in a few days and I don’t think we have your prerecorded video yet, so I’m getting miiiildly stressed about the schedule. And you’re probably stressing out about it too, so let’s go figure out how we can make this work. Option A: If you happen to have the prerecording or can get it done by tomorrow, we can probably squeeze it in. Please upload it to ftp-upload.emacsconf.org by following the instructions in , or send us a link using your favourite file-sharing service (especially if FTP is giving you problems). Option B: If you want to present live, it might be an option. I’m a little worried about the potential for technical issues, since we’ve had problems with that in previous EmacsConfs. The tight schedule means there’s not a lot of time to figure things out, and it can be hard to make something as focused as a prerecorded video when you’re doing it live. We will definitely want to make sure that: - your self-serve tech check works: at your convenience; - you check in as early as possible (at least 1 hour before, so we know if the speaker before you needs to extend) and let us know that you want to do it live . We keep adapting the schedule as things come up, so please check on the day of the conference. If there are technical issues or your talk runs a little over time, we might have to stop streaming it on the main stream when it’s time for the next talk. We may be able to continue streaming it on the alternate stream. If so, people can continue watching it there if they wish to. Option C: If you can’t make it, that’s okay. Life gets crazy sometimes. Please let us know and we can update the wiki. If you happen to be able to make a prerecorded video afterwards, we can add that to the wiki, playlists, and announcements. We hope you can join us next year. Since EmacsConf is **this weekend** (aaaaaaah), please let us know by tomorrow noon EST (Friday; 9AM PST, 5PM GMT, 6PM CET) so that we can keep the time allocated for you in the schedule. If we don’t hear from you, we’ll probably reallocate the ${time} minutes reserved for you so that other talks can have longer Q&A. If you can still make it, check in early and let us know so that we can try to work out an alternate stream for you. Hope to hear from you soon! Sacha ### Last email before the conference > Friends, emacsians, hackers, lend me your ears! > > This is it, the final stretch until the next EmacsConf. A couple of weeks > ago, we’ve shared our program with you; now, it is time for us to share our > schedule, i.e. when the talks will happen! > > You can find it on our wiki: > > > All the times on the program are listed in EST (UTC-5). If a talk catches > your eye, we invite you to click on its title to find out at what time it will > be broadcast in your local time. Also, if the talk is pre-recorded, it will > also be the time at which the talk will be made available on the same page. ### Thank you, next steps #### Code (defun conf-mail-thanks-after-conference () (interactive) (let* ((template (conf-mail-merge-get-template "speaker-thanks")) (info (conf-get-talk-info-for-subtree))) (compose-mail (plist-get info :email) (conf-replace-plist-in-string info (plist-get template :subject))) (message-goto-body) (save-excursion (insert (string-trim (conf-replace-plist-in-string (append (list :subtitle-note (if (file-exists-p (expand-file-name (format "%s/captions/%s--main.vtt" (plist-get info :year) (plist-get info :video-slug)) conf-directory)) "You can add the subtitles by downloading them from the talk page and uploading them to your video. " "We didn't quite manage to squeeze in captions for your talk during the conference, but we'll work on those soon.") :qa-note (if (plist-get info :qa-public) "The recording of your Q&A session is also on the talk page. " "") ) info) (plist-get template :body))))))) #### Text Hi ${speakers-short}! Thank you so much for being part of EmacsConf ${year}! Hundreds of people enjoyed it, and I’m sure even more will come across the videos in the days to follow. Your prerecorded video is available on the talk page at ${url} , and we’ve added the questions and comments that we’ve collected from IRC/BBB/Etherpad. ${qa-note} We’ve also uploaded your talk video to ToobNix (a PeerTube instance) at ${toobnix-url} and YouTube at ${youtube-url} . If you want to reupload the video to your own channel, feel free to do so. ${subtitle-note} If you let me know where you’ve uploaded it, I can switch our playlist to include your version of the video instead. That way, it might be easier for you to respond to comments on videos. If you would like to share more resources, you can add them to the talk page or e-mail them to us and we can add them for you. Thanks again for speaking at EmacsConf! Sacha ## Archive ### DONE Second announcement: CFP Dear fellow Emacsians, This is the second and final Call for Participation for EmacsConf 2022 now extended until September 30, and the conference itself planned for December 3 and 4 (Sat-Sun). Please see the CFP below for details on how to send in your proposal(s), or chat with us about them and about other ways of participating and volunteering around EmacsConf via our main IRC channel #emacsconf on the Libera.Chat network. If you’re considering submitting a proposal but think the remaining time may not be enough, please reach out to me off-list as soon as possible so we could work something out. I’ll close this portion of the email with a thank you to all of the folks who have submitted session proposals or expressed interest in volunteering with EmacsConf. We look forward to reading and reviewing all of your messages and proposals, and getting back to you about them and about the next steps soon. :-) Best, amin P.S. please direct any replies to this post either to myself or to the emacsconf-discuss list, so as to help avoid generating extra off-topic chatter in the other lists cc’d on this message. Thank you. ### DONE First announcement: CFP Dear fellow Emacsians, We are excitedly calling for your participation for EmacsConf 2022, planned for December 3 and 4, 2022 (Sat-Sun)! The CFP will be open until September 18. Please see below for details on how to send in your proposal(s), or chat with us about them and about other ways of participating and volunteering around EmacsConf via our main IRC channel #emacsconf on the Libera.Chat network. As an entirely volunteer-run conference we are always looking for more volunteers and organizers to help with various aspects of organizing and running the conference, including reviewing session proposals and streaming parallel tracks. To get involved, please come by our IRC channel or one of our public mailing lists (see below) and introduce yourself and tell us about your interests, or contact myself or one of the other organizers directly if you’re feeling a bit shy; we hope to hear from you! :) Best, amin P.S. please direct any replies for this message either to me or to the emacsconf-discuss list, so as to help avoid generating extra off-topic chatter in the other lists Cc’d on this message. Thank you. # Supporting code ## General (defvar emacsconf-danger-allow-dangerous-stuff nil "When non-nil, trade safety for convenience.") (defvar emacsconf-danger-asked nil "When non-nil, user has already been asked for security trade-off.") (defun emacsconf-danger--ask (forms) "Ask to run dangerous FORMS. Return t if the answer is “yes”." (when (y-or-n-p (format "FORMS:\n%s\n\nThis is dangerous. Run anyway? " (prin1-to-string forms))) (unless emacsconf-danger-asked (if (y-or-n-p "Would you like to trade security for convenience for the rest of the session? ") (setq-local emacsconf-danger-allow-dangerous-stuff t) (setq-local emacsconf-danger-asked t))) t)) (defmacro emacsconf-danger--shield (error &rest forms) "Protect user from dangerous FORMS. Throw an error if ERROR is non-nil, skip otherwise." `(let ((shield (not (or emacsconf-danger-allow-dangerous-stuff (emacsconf-danger--ask ',@forms))))) (if shield ,(when error '(user-error "Dangerous action cancelled by user")) ,@forms))) (defmacro emacsconf-danger-shield (&rest forms) "Protect user from dangerous FORMS by throwing an ERROR." `(emacsconf-danger--shield t ,@forms)) (defmacro emacsconf-danger-skip (&rest forms) "Protect user from dangerous FORMS by skipping them." `(emacsconf-danger--shield nil ,@forms)) ;; Make it easy to jump and refile (setq-local org-refile-targets '((nil . (:maxlevel . 5)))) (message "General setup has been loaded") (emacsconf-danger-shield (setq-local org-confirm-babel-evaluate nil org-confirm-elisp-link-function nil)) (message "No longer asking for confirmation in this buffer") (setq-local emacsconf-danger-allow-dangerous-stuff t) (org-babel-ref-resolve "elisp-no-confirmation()") (message "Now allowing dangerous stuff. Buckle up, buckaroo!") (kill-local-variable 'emacsconf-danger-allow-dangerous-stuff) (kill-local-variable 'emacsconf-danger-asked) (kill-local-variable 'org-confirm-babel-evaluate) (kill-local-variable 'org-confirm-elisp-link-function) (kill-local-variable 'org-refile-targets) (message "Back to safety. Phew!") ## Prerecs ### Receive notification when new prerecs are available #!/usr/bin/env sh set -eu sleep_duration=600 data="$(basename "$0" ".sh").data" plural () { if [ "$2" = 1 ] || [ "$2" = -1 ]; then echo "${1}" else case $1 in "is" ) echo "are" ;; * ) echo "${1}s" esac fi } current_time() { date +"[%T]" } log() { printf "%s $1\n" "$(current_time)" } color_green="\e[32m" color_white="\e[0m" log2() { log "${color_green}$1${color_white}" } notify() { log2 "$1" notify-send -t 0 "EmacsConf" "$(log "$1")" } _sleep() { log "Checking again in ${sleep_duration}s" sleep "$sleep_duration" } fetch() { TERM=xterm ssh orga@media.emacsconf.org -- ls -1 /srv/upload | wc -l } clean() { rm -f "$data" log "Data file has been cleaned" } if [ "$#" -gt 0 ]; then command="$1" if [ "$command" = "clean" ]; then clean exit 0 fi if [ "$command" = "clean-start" ]; then clean fi fi touch "$data" log2 "Currently waiting for prerec" while true; do prerecs_number_past=$(cat "$data") diff=0 while true; do log "Checking..." prerecs_number_current="$(fetch)" diff=$((prerecs_number_current - prerecs_number_past)) if [ $diff -gt 0 ]; then break fi log "No new prerec" _sleep done notify "$diff new $(plural "prerec" $diff) $(plural "is" $diff) available!" echo "$prerecs_number_current" > "$data" _sleep done ### Fetch upload data #!/usr/bin/env sh set -eu current_time() { date +"[%T]" } log() { printf "%s $1\n" "$(current_time)" } if [ -t 0 ]; then log "Fetching data..." fi TERM=xterm ssh orga@media.emacsconf.org -- cat /srv/upload/*/*json ### Fetch new talk data formatted #!/usr/bin/env sh set -eu echo "Fetching data..." data_raw="$(./fetch-upload-data.sh)" echo echo "$data_raw" | awk "$(cat << EOF func dewrap(a) {gsub(/^ *".*": "|",$/, "", a); return a}; BEGIN {i=0}; /^ "sid"/ { a[0] = dewrap(\$0); }; /^ "name"/ { a[2] = sprintf("%s\t", dewrap(\$0)) }; /^ "comment"/ { a[3] = sprintf("%s\t", dewrap(\$0)); if (a[3] == "\t"){a[3] = "No comment"} }; /^ "key"/ { a[1] = dewrap(\$0); }; /^\}/ { printf "[%d]\t%s\t%s\t%s\n\t%s\n\n", i, a[0], a[1], a[2], a[3]; i=i+1}; EOF )" ## Publish this page (defun emacsconf-org-publish-this-page () (interactive) (org-md-export-to-markdown) (org-babel-tangle) (magit-stage-modified) (magit-commit-create (list "-m" (read-string "Commit message: "))) (call-interactively #'magit-push-current-to-pushremote)) ### Export to markdown (defun emacsconf-export-md-on-save () "Export markdown on save. Meant to be used with `after-save-hook'." (org-md-export-to-markdown) (org-babel-tangle)) (defvar emacsconf-export-md-on-save-configured t "Non-nil when the setup code-block has been executed.") (unless (bound-and-true-p emacsconf-export-md-on-save-configured) (org-babel-ref-resolve "md-export-on-save-setup()")) (add-hook 'after-save-hook #'emacsconf-export-md-on-save nil t) (when (memq #'emacsconf-export-md-on-save after-save-hook) (message "Hook is active")) (remove-hook 'after-save-hook #'emacsconf-export-md-on-save t) (unless (memq #'emacsconf-export-md-on-save after-save-hook) (message "Hook is no longer active")) ## Tangle and publish on save (defun emacsconf-export-md-on-save () "Export markdown on save. Meant to be used with `after-save-hook'." (org-md-export-to-markdown) (org-babel-tangle)) (defvar emacsconf-export-md-on-save-configured t "Non-nil when the setup code-block has been executed.") (unless (bound-and-true-p emacsconf-export-md-on-save-configured) (org-babel-ref-resolve "md-export-on-save-setup()")) (add-hook 'after-save-hook #'emacsconf-export-md-on-save nil t) (when (memq #'emacsconf-export-md-on-save after-save-hook) (message "Hook is active")) (remove-hook 'after-save-hook #'emacsconf-export-md-on-save t) (unless (memq #'emacsconf-export-md-on-save after-save-hook) (message "Hook is no longer active")) ## Review agenda (defcustom emacsconf-org-tag nil "Tag for your nick, for easier agenda filtering" :group 'emacsconf :type 'string) (defun emacsconf-show-my-agenda () (interactive) (let* ((org-agenda-files (list (buffer-file-name))) (tag-filter (if emacsconf-org-tag (concat "+" emacsconf-org-tag) "")) (org-agenda-tag-filter-preset (list (when emacsconf-org-tag (concat "+" emacsconf-org-tag)))) (org-agenda-custom-commands `(("a" "Agenda" ((agenda ,tag-filter) (tags-todo ,(concat tag-filter "-SCHEDULED={.+}-DEADLINE={.+}"))) ((org-agenda-span 14)))))) (org-agenda nil "a"))) ## Process review comments from pad see emacsconf-import-comments-from-etherpad-text # Lessons learned ## From previous years - [ ] Shorter CFP, longer recording time - [ ] Ask for talk title to be subject in submission - [X] Fresh eyes can doublecheck that all the talks are included and that availability properties have been set/followed - [X] Putting ‘availability’ towards the top of the submission template would make it harder for us to miss it during reviews, and it shouldn’t change anything for speakers. - [X] All the personalised messages we’ve sent during the scheduling campaign should probably be kept in a repo so that it’s less work for those who will be in charge of it next. - [ ] Since people kept running into ftp problems, we might want to set up a web-frontend next year to minimise problems. - [X] Might be a good idea to avoid Thanksgiving weekend, as lots of people travel then - [ ] Tech-checks haven’t been really popular this year, but there are so many ways we could make them more useful. On the [2021-11-16 Tue], 10 days prior the conf, we thought that it could be nice to use them as recording sessions for late-prerecs, and that’s only one example. - [X] Having the NO\_NEWS / WAITING\_FOR\_PREREC contrast from the start of `conf.org` might have made it easier for us to ping speakers who were late to the party this year. Rather than sending the personalised 10 days prior to the conference, we might have sent it a week after the submission of the anticipated scheduled (where we ask speakers if their allocated time is okay, based on their availability). - [ ] Move first dry run earlier (maybe one month before?) to give us more time for process tweaks - [ ] Dropping talks one week before the conf might allow us to have a near-fixed schedule to announce early. - [ ] CRM - [ ]zaeph: Implementing a variable for `automatic-emails` would make it easier to suppress user-hooks for message-mode - [ ]zaeph: Even though we’re sending emails automatically, we might want to keep trace of them in our `Sent` IMAP folder. notmuch does it with `Fcc:` in the header, so we might need a user-customisable var here as well. - [ ] less tiring lighting - [ ] split host and streamer? - [ ] Cram less with different tracks - [ ] Review pre-recs, even late submissions in their entirety to ensure no syncing issue - [ ] Tight opening-remarks, possible pre-rec. - [X] Asking pronunciation of name as soon as application with SA-cha CHEW-ah pattern would be good. Not a lot of diligence with it this year. - [ ] People need to specify their IRC handle on application (potentially forcing nick and/or first-name/last-name. - [ ] We might want to figure out an ffmpeg workflow for noise-suppressing on top of normalisation. Take inspiration from Audacity macros. - [ ] Having a more relaxed Saturday might give us time to adjust to tech-stack. - [ ] Creating BBB rooms in anticipation and/or automatically, before or during, might make for smoother check-in; right now, people keep wanting to check in via email even though we told them to use chat - [ ] Pre-recs were a little blocky wrt encoding; we might want to bump the bitrate next year - [ ] we can see if bot + pads + merging will help next year, and we can also experiment with multiple streams if there are enough people to pull it off so that speakers don’t feel like they’ve just been dropped in a room and left to their own devices :) ## Lessons learned for next year ### CFP & Review period - Ask for public e-mail or contact information, IRC handle in CFP - Be even more stringent about the 10/20/40-min splits. A lot of speakers still default to the 20- or 40-min formats without providing us shorter formats, and that puts strain on our schedule and requires us to use a different template for the notification (which can be confusing). We need to stress that not respecting the format makes it harder not only for the organizers, but also for the speakers themselves (since they will have to rethink their presentation). Maybe we can have an e-mail template for a quick reply that says something like “Just in case we need to squeeze talks into shorter times, could you please also propose an outline for a possible 10-minute talk that could get people interested in your topic and point them to where they can find out more?” - Two people is the sweet number of reviewers to have for the proposals before sending the notifications, and there’d be diminishing returns with more. Two is enough to release the pressure on SCHED, verify the metadata (esp. speaker availability), and suggest a different ordering where appropriate. It can take a long time to comb through the proposals (roughly 10 proposals per hour), and whilst it’d be difficult to justify more in-depth reviewers, other orgas can do a shallow-pass to catch red-flags or discuss the submissions as they come in. Other organizers can always chime in on topics they particularly care about so that their encouraging comments or suggestions can be included in the acceptance e-mail. - We extended CFP-end by two weeks this year, but that made it coincide with speaker-notifs, and that’s awkward. Next time, we should only extend the CFP by one week to avoid having to scramble with the schedule until the very last day. - Some people assume that they have to suggest longer formats even if they intend their talks to be 10′ or 20′. We should change the wording on the CFP to ask them to only provide alternatives for shorter formats, not longer. - It was hard to squeeze all the org/hyperbole talk on day-1. Generally, the people who submit these kinds of talk come from all over the world, and US mornings are more accommodating than US evenings when it comes to timezones. We might consider having two org **mornings** rather than an org **day**; it would give us more flexibility with those talks. - We’re starting to reach critical mass on the org-talks. We might want to consider splitting the org-talks and the dev-talks into two distinct events to allow them to grow independently. - We should associate time-of-day with CFP-deadline; otherwise, the scheduler has to be on edge until the very end of the day. It’s worse this year because we made CFP-end coincide with speaker-notif, so this might not be as much of a problem next year. - 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. - Sometimes, ikiwiki on front0 took a lot of time to process the new commits. sachac assumed this is due to a faulty regex parsing. We should be able to find out more by looking at the logs from ikiwiki after a slow commit. - Ask for preferred timezone in CFP - Check with John Wiegley re: schedule - we always happen to coincide with his work trips ### When processing prerecs - We should flesh out the prepare.md section on audio-recording because some speakers have annoying coil-whines when recording from their laptop’s microphone which are particularly hard to remove. We should ask speaker to record some silence, listen to it in isolation, and gauge how silent it actually is. It’s not a biggie though, since we can usually degrade the audio quality for the sake of removing the noise. - We can ask for silence in a separate recording so that we don’t have to worry about cutting it out. ## Possible big projects for next year ### Prolog’ing the schedule ### Designing the EmacsConf suite (to make it easier for people other us to run their own versions)