Graphical view of the schedule

[[!sidebar content=""]] This file is automatically exported from [/2025/organizers-notebook/index.org](/2025/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/). You might also like the [general organizers' notebook](/organizers-notebook) and [the organizers' notebook from 2024](/2024/organizers-notebook). # Table of Contents - [Timeline](#timeline) - [About this document](#about-this-doc) - [Communications plan](#comms) - [Good/better/best](#good-better-best) - [Phases](#phases) - [Set up organizers notebook](#org965ed4e) - [Draft CFP](#cfp) - [Draft schedule](#draft-schedule) - [Prepare shift calendar, ask people to sign up](#shifts) - [Record intros and opening remarks](#intros) - [Check EmacsConf infrastructure](#check-emacsconf-infrastructure):project: - [BigBlueButton](#check-emacsconf-infrastructure-bigbluebutton) - [IRC web client](#check-emacsconf-infrastructure-irc-web-client) - [IRC announcements](#check-emacsconf-infrastructure-irc-announcements) - [Media](#check-emacsconf-infrastructure-media) - [Publishing resources to the wiki](#check-emacsconf-infrastructure-publishing-resources-to-the-wiki) - [Publishing videos to the media server](#check-emacsconf-infrastructure-publishing-videos-to-the-media-server) - [Playing videos, switching to windows](#check-emacsconf-infrastructure-playing-videos-switching-to-windows) - [Etherpad](#check-emacsconf-infrastructure-etherpad) - [Do a dry run](#check-emacsconf-infrastructure-do-a-dry-run) - [Resizing](#check-emacsconf-infrastructure-resizing) - [Processes and notes](#processes-and-notes) - [Hosting](#processes-and-notes-hosting) - [ERC](#processes-and-notes-erc) - [Decisions](#decisions) - [Support code](#support-code) # TODO Timeline

		Days since previous milestone
CFP	[2025-06-27 Fri]
CFP deadline	[2025-09-19 Fri]	84
Speaker notifications	[2025-09-26 Fri]
Publish schedule	[2025-10-24 Fri]
Video submission deadline	[2025-10-31 Fri]	42
EmacsConf	[2025-12-06 Sat]	36

We like to have at least a month to work on audio normalization and transcription, and we want speakers to have at least a month to work on their videos (considering early submissions will already have gotten started on processing). # About this document Tags: - `conforg`: Requires access to private conf.org repository # Communications plan Objectives: - keep everyone in the loop without them feeling like they’re overloaded Everyone: - [ ] Call for participation (speakers and volunteers) - [ ] Reminder about CFP - [ ] Last call Speakers: - [ ] Send all speakers backstage access and upload instructions - [ ] Send all speakers check-in instructions Volunteers: - [ ] Send captioning volunteers the backstage info - [ ] Send past captioning volunteers an invitation to participate - ask when there’s a lot of load - [ ] Ask for help with audio processing # Good/better/best 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
Streaming	Regular stream	+ alternate streams on PeerTube	+ alternate streams on YouTube
480p	Same on live	Separate node	Ansible setup
Audio normalization	Core org handling it	Other volunteer	Multiple volunteers
Video resolution	Usual reminders	Extra reminders	Everyone remembering to use a large font size
Intros	Standard, recorded	Reviewed by speakers	More details/context
Pad	v1.9.7	v2.x

# Phases ## DONE Set up organizers notebook ## TODO Draft CFP #### Draft linked pages - [X] cfp - [X] submit page - [X] year index #### TODO Check with other organizers #### TODO Post CFP in the usual places emacsconf-discuss, reddit.com/r/emacs, Emacs News, emacs-tangents, Mastodon, X ## TODO Draft schedule Legend: - light blue: constraint is <= a time - peach: constraint is >= a time - solid line: Q&A will be through BigBlueButton web conference - dashed line: Q&A will be IRC/Etherpad during the event or e-mail after the event Notes: - Sun: - Sunday morning in 2023 had some packet loss issues at around 9:30, so we’ll start with some talks that don’t have BBB Q&A: [students](https://emacsconf.org/2025/talks/students "nil"), [links](https://emacsconf.org/2025/talks/links "nil"), [regex](https://emacsconf.org/2025/talks/regex "nil") ## TODO Prepare shift calendar, ask people to sign up AM: 9-12 PM EST, PM: 1-5 PM EST (plus a little extra for setup/transition) Saturday Dec 6 2025

	Start	End
Gen AM	09:00	12:00
Gen PM	13:00	17:00
Dev AM	10:00	12:00
Dev PM	13:00	17:00

Sunday Dec 7 2025

	Start	End	Host	Streamer	Checkin	IRC	Pad	Coord
Gen AM	09:00	12:00
Gen PM	13:00	17:00

Backups: - dev host/streamer: - gen host/streamer: - checkin, IRC, pad: 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 (if (string-match org-link-bracket-re field) (match-string 2 field) field))))) (seq-drop (car (cadr day)) 3)))) (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%s" (elt day 2) (elt row 1) emacsconf-timezone-offset) :end (format "%sT%s:00%s" (elt day 2) (elt row 2) emacsconf-timezone-offset)) (seq-map-indexed (lambda (value index) (unless (string= value "") (list (elt headers index) value))) (seq-drop row 3)))) (cdr (cadr day))) )) (list (list "sat" sat "2025-12-07") (list "sun" sun "2025-12-08")))))) ## Record intros and opening remarks ### TODO Record sat-open remarks :emacsconf:record: Welcome to EmacsConf 2025, where we have fun exploring how much we can do with a text editor. It’s hard to give a general overview of all the cool talks today and tomorrow, so you can flip through the talks and see what sparks your interests. Don’t feel limited to one track or another. The best parts of EmacsConf are the conversations. The wiki has a page on how to watch and participate, and I’ll give you a quick overview as well. You can watch both streams at live.emacsconf.org using free and open source software. Using a streaming media player like mpv seems to be the best way to watch in terms of performance but there are also web-based players just in case that’s all you’ve got. The schedule shows the General track on top and the Development track on the bottom, so you can see what else is going on. As you’re watching the talks, you can refer to the schedule in another window. Hover over the boxes to see the times and titles, and click on the boxes in the schedule to jump to the talk’s page for more details. You can also get the schedule as an iCalendar file or as an Org file in different time zones. Many talks will be followed by live Q&A web conferences with the speaker, which will be done in BigBlueButton or BBB. These are indicated with a solid border on the schedule and by Q&A: BBB on the schedule page. You can join the web conference room by clicking on the BBB link on the schedule page or the talk’s webpage. Then you can ask your questions yourself when the Q&A starts. To improve performance, please keep your webcam off and stay muted until it’s your turn to talk. If you don’t like Javascript, you can still ask questions via IRC and the hosts can read them out for you. We’re probably going to automatically switch between talks and Q&A sessions, so the transitions on the stream might be a little sudden. People in the BigBlueButton room can continue the conversation even after the talk moves off-stream. and you can also reach out to the speakers using the contact information on the talk page. Other talks will have Q&A via Etherpad or IRC, depending on what the speakers prefer. This is indicated in the schedule with a dashed border and on the schedule page as well. Some talks will have the Q&A after the event, so you can add your questions to their Etherpad or ask on IRC. We’ll e-mail the speakers afterwards and update the talk pages when they answer. The schedule pages and track pages have quick shortcuts so that you can find out more about talks, open the Etherpads, and join the Q&A sessions. The watch page has more tips on how to make the most of Q&A. If you can, please add notes and ask questions in the Etherpad for the talk. That makes it easier for everyone to share their notes, and speakers and hosts can read the questions from there. We’ll copy the notes to the talk pages afterwards. We have one pad for each talk, so you can follow the links to get to the next one or go back to the schedule and get the link from there. If you have general feedback about the conference itself, please put it in pad.emacsconf.org/2025 , which is linked on each pad. You can also use this as a general community message board for things like Help Wanted. Internet Relay Chat or IRC can be another great way to be part of lots of conversations. You can use chat.emacsconf.org to join the IRC channels through your web browser. The tabs on the left can help you switch between the different channels. There’s #emacsconf-gen for the General track and #emacsconf-dev for the Development track. If you need to reach us, you can join #emacsconf-org or e-mail emacsconf-org-private@gnu.org. You can use #emacsconf for hallway conversations. Of course, you can join any of these channels with your favourite IRC client. You can connect to irc.libera.chat port 6697 with TLS. Once again, we’re going to be streaming with open captions for most of the talks this year, thanks to our speakers and captioning volunteers. The captioned talks are indicated on the schedule, and with any luck, we’ll be posting transcripts on talk pages shortly after the talks start. If you need additional accommodations, please let us know in #emacsconf-org and we’ll see if we can make things happen. If something goes down, we’ll update status.emacsconf.org. If it doesn’t look like we’ve noticed yet, please let us know in the #emacsconf-org IRC channel, where we will be quietly panicking. In all of these conversations, please keep in mind our guidelines for conduct. You can find them on the wiki, They basically boil down to: please be nice. If all goes well, the prerecorded talks and transcripts should be available from the talk pages shortly after they start playing, and we’ll post the recordings of live talks and Q&A sessions within the next month or so. If you’d like to get an update, you can subscribe to the emacsconf-discuss mailing list. All right, let’s get going. Leo is hosting the general track, and Corwin hosting the development track. The other volunteers and I will run around mostly backstage, and you’ll probably meet us in the closing remarks. That’s also where we get to thank all the people and organizations who make EmacsConf possible. Thanks for coming to EmacsConf 2025. ### TODO Record sun-open remarks Welcome to the second day of EmacsConf 2025. The best parts of EmacsConf are the conversations. The wiki has a page on how to watch and participate, and I’ll give you a quick overview as well. You can watch the stream at live.emacsconf.org using free and open source software. Using a streaming media player like mpv seems to be the best way to watch in terms of performance but there are also web-based players just in case that’s all you’ve got. As you’re watching the talks, you can refer to the schedule in another window. Hover over the boxes to see the times and titles, and click on the boxes in the schedule to jump to the talk’s page for more details. You can also get the schedule as an iCalendar file or as an Org file in different time zones. Many talks will be followed by live Q&A web conferences with the speaker, which will be done in BigBlueButton or BBB. These are indicated with a solid border on the schedule and by Q&A: BBB on the schedule page. You can join the web conference room by clicking on the BBB link on the schedule page or the talk’s webpage. Then you can ask your questions yourself when the Q&A starts. To improve performance, please keep your webcam off and stay muted until it’s your turn to talk. If you don’t like Javascript, you can still ask questions via IRC and the hosts can read them out for you. We’re probably going to automatically switch between talks and Q&A sessions, so the transitions on the stream might be a little sudden, People in the BigBlueButton room can continue the conversation even after the talk moves off-stream, and you can also reach out to the speakers using the contact information on the talk page. Other talks will have Q&A via Etherpad or IRC, depending on what the speakers prefer. This is indicated in the schedule with a dashed border and on the schedule page as well. Please ask your questions in the recommended places so that the speakers can easily see them. Some talks will have the Q&A after the event, so you can add your questions to their Etherpad. We’ll e-mail the speakers afterwards and update the talk pages when they answer. We’re going to start Sunday morning with more IRC/Etherpad Q&A to try to get around some of the bandwidth issues that we noticed last year. The schedule pages and track pages have quick shortcuts so that you can find out more about talks, open the Etherpads, and join the Q&A sessions. The watch page has more tips on how to make the most of Q&A. If you can, please add notes and ask questions in the Etherpad for the talk. That makes it easier for everyone to share their notes, and speakers and hosts can read the questions from there. We’ll copy the notes to the talk pages afterwards. We have one pad for each talk, so you can follow the links to get to the next one or go back to the schedule and get the link from there. If you have general feedback about the conference itself, please put it in pad.emacsconf.org/2025 , which is linked on each pad. You can also use this as a general community message board for things like Help Wanted. Internet Relay Chat or IRC can be another great way to be part of lots of conversations. You can use chat.emacsconf.org to join the IRC channels through your web browser. The tabs on the left can help you switch between the different channels. Most discussions will be in \#emacsconf-gen for the General track. If you need to reach us, you can join #emacsconf-org or e-mail emacsconf-org-private@gnu.org. You can use #emacsconf for hallway conversations. Of course, you can join any of these channels with your favourite IRC client. You can connect to irc.libera.chat port 6697 with TLS. Once again, we’re going to be streaming with open captions for most of the talks this year, thanks to our speakers and captioning volunteers. The captioned talks are indicated on the schedule, and with any luck, we’ll be posting transcripts on talk pages shortly after the talks start. If you need additional accommodations, please let us know in #emacsconf-org and we’ll see if we can make things happen. If something goes down, we’ll update status.emacsconf.org. If it doesn’t look like we’ve noticed yet, please let us know in the #emacsconf-org IRC channel, where we will be quietly panicking. In all of these conversations, please keep in mind our guidelines for conduct. You can find them on the wiki, They basically boil down to: please be nice. If all goes well, the prerecorded talks and transcripts should be available from the talk pages shortly after they start playing, and we’ll post the recordings of live talks and Q&A sessions within the next month or so. If you’d like to get an update, you can subscribe to the emacsconf-discuss mailing list. All right, let’s get going. Leo Vivier is hosting the general track again today. The other volunteers and I will run around mostly backstage, and you’ll probably meet us in the closing remarks. That’s also where we get to thank all the people and organizations who make EmacsConf even possible. Thanks for coming to EmacsConf 2025. # TODO Check EmacsConf infrastructure :project: - [ ] IRC - [ ] Streaming assets - [ ] Publishing to the wiki - [ ] Web conference - [ ] OBS - [ ] Publishing to the media server - [ ] Etherpad - [ ] Streaming - [ ] Toobnix - [ ] YouTube - [ ] Mumble: Can join from my phone, can speak on stream ## TODO BigBlueButton - Plan: Scale up the bbb.emacsverse.org on Sacha’s Linode account - [Installation notes from last year](https://emacsconf.org/2024/organizers-notebook/#check-emacsconf-infrastructure-bigbluebutton) ### TODO Create meeting rooms for each speaker [Creating talk BBB rooms](file:///home/sacha/proj/emacsconf/wiki/organizers-notebook/index.md) ### TODO Back up after the conference [Backing up BBB](file:///home/sacha/proj/emacsconf/wiki/organizers-notebook/index.md) ### TODO Set up moderator access codes for all the meeting rooms, and make it so people can start the meeting [Setting up moderator access codes](file:///home/sacha/proj/emacsconf/wiki/organizers-notebook/index.md) ### TODO Check BBB audio from my phone ### Customize BigBlueButton branding #### TODO Change background presentation #### TODO Modify landing page /var/www/bigbluebutton-default/assets/index.html keep backup copy as it will be overwritten when bbb-conf is called #### TODO Change default welcome message #### TODO Change html5 title /usr/share/bigbluebutton/html5-client/private/config/settings.yml TARGET=/usr/share/bigbluebutton/html5-client/private/config/settings.yml yq e -i “.public.app.clientTitle = \\”EmacsConf\\“” $TARGET #### TODO Try live captions #### TODO Explore meeting layout? Default to custom, hosts will need to drag people’s webcam over if there’s a share ## IRC web client ### TODO Ask libera.chat to increase connections allowed from chat.emacsconf.org on Dec 6 and 7 [IRC web client](file:///home/sacha/proj/emacsconf/wiki/organizers-notebook/index.md) ## IRC announcements ### TODO Confirm manual IRC announcements ### TODO Confirm automated IRC announcements from res ## Media ### TODO Switch public media to unprotected root before the conference 1. Clear public media directory. 2. Set `media_protect_root` to false in Ansible `group_vars/all.yml`. 3. `ansible-playbook -i inventory.yml prod-playbook.yml --tags media` You can generate the index with `emacsconf-publish-update-media`. ## TODO Publishing resources to the wiki ansible-playbook -i inventory.yml prod-playbook.yml –tags publish ## TODO Publishing videos to the media server ## Playing videos, switching to windows ### TODO Generate test videos for everything ### TODO Document how to get that set up again ## Etherpad ### TODO Generate pads for all the talks ### TODO Generate the main index ## TODO Do a dry run ### TODO Generate all the test assets ### TODO Test connecting to VNC and streaming via OBS ## Resizing live0: 64GB front0: 32GB meet: 64GB ### TODO Resize nodes before production live0: 64GB front0: 32GB meet: 64GB ### TODO Resize nodes after production live0: nanode front0: nanode ### TODO Resize meet after production meet: nanode # Processes and notes ## Hosting ### TODO Finalize host for dev track ## ERC Some convenient commands are defined in emacsconf-erc.el.

/opall	Grant operator status in the Emacsconf channels
/deopall	Remove operator status in the Emacsconf channels
/conftopic	Set the first part of the topic

# Decisions # Support code (defun my-ox-link-path (link _ info) (let* ((raw-path (org-element-property :path link))) (setq raw-path (org-export-file-uri (org-publish-file-relative-name raw-path info))) ;; Possibly append `:html-link-home' to relative file ;; name. (let ((home (and (plist-get info :html-link-home) (org-trim (plist-get info :html-link-home))))) (when (and home (plist-get info :html-link-use-abs-url) (not (file-name-absolute-p raw-path))) (setq raw-path (concat (file-name-as-directory home) raw-path)))) raw-path)) (defun my-org-md-link (link desc info) (if (string= (org-element-property :type link) "file") (let ((path (my-ox-link-path link desc info))) (if (string= (file-name-extension path) "svg") (with-temp-buffer (insert-file-contents-literally path) (buffer-string)) (org-md-link link desc info))) (org-md-link link desc info))) (with-eval-after-load 'ox-md (setf (alist-get 'link (org-export-backend-transcoders (org-export-get-backend 'md))) 'my-org-md-link))