path: root/2022/organizers-notebook.md

<!-- organizers-notebook.md is exported from organizers-notebook.org, please modify that instead. -->


# Table of Contents

-   [Current tasks / status](#current)
    -   [Organizers: 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, Oct 7 for everything](#org2623942)
    -   [zaeph: Write preparation instructions and decide on deadline for prerecs](#orgcdfc17a):zaeph:
    -   [sacha: add more submissions (CFP deadline Sept 30)](#org3b85dd6):sacha:
    -   [sacha: copy things over from previous notebooks](#org073aba9):sacha:
    -   [corwin: Double-check sachac’s timezone conversions for availability](#org8fc27b2):corwin:
    -   [corwin: Investigate streaming options, maybe OBS in the cloud](#orgfc531a3):corwin:
        -   [corwin: document such that someone else could use/fix it](#org02714b2):corwin:
        -   [corwin: recruit at least one more person to help operate the "video bouncer"](#org934c024):corwin:
    -   [corwn, zaeph: Work on the OBS scenes](#org029c04b):zaeph:corwin:
    -   [???: Figure out web-based file upload](#org541c85e):needsowner:
    -   [sacha: Prepare to export talk information to wiki](#orge623c8b):sacha:
    -   [zaeph: Give access to emacsconf-2022-private to dto](#org8b3dbe5):zaeph:
    -   [dto: create Org heading for scheduling caption team's live IRC duty shifts](#org8f9235b):dto:
-   [Other tasks and processes](#org364dce8)
    -   [Sacha: Organize volunteer information](#org850a3ab):sacha:
    -   [Export talk information to wiki](#orga39b22c)
        -   [${year}/info/${slug}-nav](#org5426368)
        -   [${year}/info/${slug}-schedule](#org0be4713)
        -   [${year}/talks/${slug}](#orgdeb897f)
    -   [Once talks are approved](#org9942d08)
    -   [As prerecorded talks come in](#org4651d02)
        -   [Compress the video](#orgb498691)
    -   [When a talk is captioned](#orgf253cc0)
    -   [Other tasks before the conference](#org836f6e9)
        -   [Test stream setup](#org81918ec)
        -   [Set up MPV for captions](#orgba9a36f)
            -   [mpv profile](#org238ff85)
            -   [Font: Clear Sans](#org5646193)
        -   [Download prerecorded videos from ${protected}](#days-before)
    -   [During the conference](#org1e97ca3)
        -   [Roles needed](#roles)
        -   [Set up](#setup)
            -   [Arrange screens](#screens)
            -   [Start streaming](#start-streaming):stream:
        -   [Check in a speaker](#check-in)
            -   [bandali's check-in steps](#orgddb1165)
        -   [Present talk](#present)
        -   [Publish information](#publish)
        -   [Handle Q&A](#questions)
        -   [During each talk](#each-talk)
        -   [Break time](#break)
        -   [End of stream](#end)
    -   [After the conference](#org7d641cc)
        -   [Send thanks](#org52cd69c)
        -   [Update the wiki](#org78fdc04)
        -   [Update captions](#orge79dae2)
        -   [Downsize the server](#orgc23f3e6):bandali:
    -   [In case of](#exceptions)
        -   [Stuck wiki](#org33afc11)
        -   [Last-minute prerecording submission](#last-minute-prerec)
        -   [Last-minute caption update](#last-minute-captions)
        -   [Speaker has not checked in](#missing)
        -   [Speaker does not have a prerec and has not checked in](#really-missing)
        -   [Speaker whose talk was reallocated shows up and has a prerec](#reallocated-prerec)
        -   [Speaker whose talk was reallocated shows up and wants to do it live](#reallocated-live)
        -   [Alternate stream volunteer wants to stream  (nice to have, at risk)](#alternate)
        -   [Pad malfunction or mess-up](#pad-broken)
        -   [CRDT malfunctions](#crdt-broken)
        -   [Conduct guidelines issue](#conduct)
        -   [CHECK is unavailable](#check-gone)
        -   [HOST is unavailable](#host-gone)
        -   [Technical issues during a live presentation](#live-issues)
        -   [Big technical issues with streaming](#stream-issues)
        -   [live0 can't handle the load or is close to network transfer limit](#network)
        -   [People have a hard time seeing dark-mode presentations (or light-mode)](#org2366c2c)
-   [Communications](#orgcc82bff)
    -   [Ask emacsconf-org-private for feedback on early submissions](#org7e9610d)
    -   [Early speaker notification](#orgc53de65)
        -   [Option A: Early speaker notification(?)](#org0541563)
        -   [Option B: Just letting them know it's been postponed](#org8ddfc68)
    -   [Future](#orgf734309)
        -   [Acceptance](#org42bf130)
            -   [Code](#orgd73dc75)
            -   [Template](#org94c9f23)
        -   [Acknowledge pre-rec submission](#org3a547c3)
        -   [Captions for approval](#org7973c24)
        -   [Speakers we haven't confirmed e-mail communications with](#org38ee109)
        -   [Speakers who are missing prerecs](#orgc917c1a)
            -   [Template](#orgef6dc93)
        -   [Check-in instructions](#org2394e6c)
            -   [Code](#org4945acd)
            -   [E-mail for speakers who are planning to be at the conference](#org56d4039)
            -   [E-mail for speakers who are not planning to be around, but who have sent us their prerecs](#org395985f)
        -   [Last email before the conference](#org8357187)
        -   [Thank you, next steps](#org6bac67a)
            -   [Code](#org0fced3e)
            -   [Text](#orgbfddf41)
    -   [Archive](#org91b89a5)
        -   [Second announcement: CFP](#org37a7831)
        -   [First announcement: CFP](#orgece93a5)
-   [Supporting code](#orged4f5df)
    -   [Publish this page](#org57ecbfb)
    -   [Tangle and publish on save](#org97290bc)
-   [Lessons learned](#orgafecb84)
    -   [From previous years](#org111165f)
    -   [Lessons learned for next year](#org0565c80)


<a id="current"></a>

# Current tasks / status

Planned dates and phases:

<table border="2" cellspacing="0" cellpadding="6" rules="groups" frame="hsides">


<colgroup>
<col  class="org-left" />

<col  class="org-left" />
</colgroup>
<tbody>
<tr>
<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-09-26 Mon]</span></span></td>
<td class="org-left">Yes/no decisions for original submissions</td>
</tr>


<tr>
<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-09-30 Fri]</span></span></td>
<td class="org-left">Original speaker notification date</td>
</tr>


<tr>
<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-09-26 Mon]</span></span></td>
<td class="org-left">Yes/no decisions for original submissions</td>
</tr>


<tr>
<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-09-30 Fri]</span></span></td>
<td class="org-left">Early speaker notification for original submissions</td>
</tr>


<tr>
<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-10-07 Fri]</span></span></td>
<td class="org-left">Yes/no decisions for late submissions</td>
</tr>


<tr>
<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-10-15 Sat]</span></span></td>
<td class="org-left">New speaker notification date (possibly only for late submissions)</td>
</tr>


<tr>
<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-10-30 Sun]</span></span></td>
<td class="org-left">Ask early submitters if they can start</td>
</tr>


<tr>
<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-10-31 Mon]</span></span></td>
<td class="org-left">Schedule published</td>
</tr>


<tr>
<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-11-05 Sat]</span></span></td>
<td class="org-left">Target date to receive prerecs; earlier is better</td>
</tr>


<tr>
<td class="org-left">&#xa0;</td>
<td class="org-left">zaeph: reencode videos</td>
</tr>


<tr>
<td class="org-left">&#xa0;</td>
<td class="org-left">sachac: prepare talks for captioning</td>
</tr>


<tr>
<td class="org-left">&#xa0;</td>
<td class="org-left">volunteers: tech checks, captions</td>
</tr>


<tr>
<td class="org-left">2022-12-03, 2022-12-04</td>
<td class="org-left">Conference</td>
</tr>
</tbody>
</table>

Current phase: No prerecs to process yet, so it's a good time to focus on infrastructure


<a id="org2623942"></a>

## TODO Organizers: 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](#orgc53de65), Oct 7 for everything

-   zaeph: will start reviewing on Sep 21


<a id="orgcdfc17a"></a>

## TODO zaeph: Write preparation instructions and decide on deadline for prerecs     :zaeph:

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

zaeph will also figure out the ffmpeg incantation for converting videos and the process for handling submitted prerecs


<a id="org3b85dd6"></a>

## WAITING sacha: add more submissions (CFP deadline Sept 30)     :sacha:

-   Sacha: Add submissions to emacsconf-2022-private, draft 2-day schedule by Oct 10


<a id="org073aba9"></a>

## DONE sacha: copy things over from previous notebooks     :sacha:


<a id="org8fc27b2"></a>

## TODO corwin: Double-check sachac’s timezone conversions for availability     :corwin:


<a id="orgfc531a3"></a>

## TODO corwin: Investigate streaming options, maybe OBS in the cloud     :corwin:

-   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 rmtp (instead of just his webcam).
    **\*** TODO corwin: plan an approach to use a centralized OBS/nginix "bouncer" :corwin:


<a id="org02714b2"></a>

### TODO corwin: document such that someone else could use/fix it     :corwin:


<a id="org934c024"></a>

### TODO corwin: recruit at least one more person to help operate the "video bouncer"     :corwin:


<a id="org029c04b"></a>

## TODO corwn, zaeph: Work on the OBS scenes     :zaeph:corwin:

-   [ ] corwin is out from Nov 11-20, and we should start working on them before then.


<a id="org541c85e"></a>

## TODO ???: Figure out web-based file upload     :needsowner:

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.


<a id="orge623c8b"></a>

## DONE sacha: Prepare to export talk information to wiki     :sacha:

[Export talk information to wiki](#orga39b22c)

Tested code in a fork, can publish talk information once talks are approved.


<a id="org8b3dbe5"></a>

## DONE zaeph: Give access to emacsconf-2022-private to dto     :zaeph:


<a id="org8f9235b"></a>

## TODO dto: create Org heading for scheduling caption team's live IRC duty shifts     :dto:


<a id="org364dce8"></a>

# Other tasks and processes


<a id="org850a3ab"></a>

## DONE Sacha: Organize volunteer information     :sacha:


<a id="orga39b22c"></a>

## Export talk information to wiki

[sacha: Prepare to export talk information to wiki](#orge623c8b)


<a id="org5426368"></a>

### ${year}/info/${slug}-nav

Automatically generated by emacsconf-create-info-pages

Example:

    Back to the [[schedule]]  
    Previous: <a href="/2021/talks/teach">Using Org-mode to teach programming</a>  
    Next: <a href="/2021/talks/research">Managing a research workflow (bibliographies, note-taking, and arXiv)</a>  


<a id="org0be4713"></a>

### ${year}/info/${slug}-schedule

Automatically generated by emacsconf-create-info-pages


<a id="orgdeb897f"></a>

### ${year}/talks/${slug}

Initially generated by emacsconf-create-talk-pages

    [[!meta title="${title}"]]
    [[!meta copyright="Copyright &copy; ${year} ${speakers}"]]
    [[!inline pages="internal(${year}/info/${slug}-nav)" raw="yes"]]
    
    <!-- You can manually edit this file to update the abstract, add links, etc. --->
    
    # ${title}
    ${speakers}
    
    <!-- tags go here like !taglink CategoryOrgMode -->
    [[!inline pages="internal(${year}/info/${slug}-schedule)" raw="yes"]]
    
    ${abstract}
    
    # Links
    
    # Discussion
    
    # Speaker information
    - Name pronunciation: ${pronunciation}
    - Pronouns: ${pronouns}
    - Email: ${public-email}
    
    [[!inline pages="internal(${year}/captions/${slug})" raw="yes"]]
    
    [[!inline pages="internal(${year}/info/${slug}-nav)" raw="yes"]]


<a id="org9942d08"></a>

## 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


<a id="org4651d02"></a>

## 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)


<a id="orgb498691"></a>

### 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.


<a id="orgf253cc0"></a>

## When a talk is captioned


<a id="org836f6e9"></a>

## Other tasks before the conference

-   Coordinate volunteer schedules so all the roles are covered


<a id="org81918ec"></a>

### Test stream setup

[Stream](#org20398c8)


<a id="orgba9a36f"></a>

### Set up MPV for captions


<a id="org238ff85"></a>

#### mpv profile

Add the following profile to `~/.config/mpv/mpv.conf`:

    # Uncomment this line to load the profile by default
    # Otherwise, use `--profile=emacsconf-talks`
    # profile=emacsconf-talks
    
    [emacsconf-talks]
    # Positioning
    video-zoom=-0.15
    video-pan-y=-0.055
    sub-use-margins=yes
    sub-scale-by-window=yes
    sub-pos=103
    sub-margin-x=150
    sub-margin-y=40
    # Style
    sub-font="Clear Sans Bold"
    sub-color="1/0.82/0"
    sub-blur=0.2
    sub-scale=0.9
    sub-font-size=40
    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)


<a id="org5646193"></a>

#### 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)


<a id="days-before"></a>

### Download prerecorded videos from ${protected}

-   STREAM: Download prerecorded videos from ${protected}
    
        rsync -avzue ssh front:/var/www/media.emacsconf.org/2021/protected/*--main.webm .


<a id="org1e97ca3"></a>

## During the conference


<a id="roles"></a>

### Roles needed

Each role comprises different responsibilities.  A person may have multiple roles.

-   STREAM: Streamer
    -   Send the combined stream to Icecast for broadcasting
-   Director (possibly same as streamer)
    -   Switch scenes, manage audio volumes as needed
    -   Provide timekeeping information to host (especially go-live countdowns)
-   HOST: Host
    -   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: Check in
    -   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
-   Questions
    -   Copy questions from IRC and the pad to wherever the host and speaker are looking
-   Pad
    -   Organize and format people's contributions
    -   Add notes about links, key points, Q&A
-   Quality checker
    -   Doublecheck stream quality and audio volume
-   Accessibility
    -   Describe visuals in #emacsconf-accessible
    -   Nice to have: echo the captions into #emacsconf-accessible
-   Publisher
    -   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


<a id="setup"></a>

### Set up


<a id="screens"></a>

#### 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 <http://live0.emacsconf.org:8000/main.webm>
-   HOST:
    -   rsync the newest &#x2013;main.webm from front: rsync -avze ssh front:/var/www/media.emacsconf.org/2021/protected/\*&#x2013;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


<a id="start-streaming"></a>

#### Start streaming     :stream:

-   HOST: Display getting-ready message and start streaming to main.webm
-   HOST: Confirm that the stream is live at <https://live.emacsconf.org/main.webm>
-   B: Update ${status} to say that the stream is live
-   CHECK: Start low-resolution stream, confirm at <https://live.emacsconf.org/main-480p.webm>
    Call this on live0 with $CONF480PASS as the first parameter. The Icecast configuration is on `live0` at <file:///ssh:live|sudo:/etc/icecast2/icecast.xml>=.
    
        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: <https://emacsconf.org/2021/>


##### 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


<a id="check-in"></a>

### 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
    <https://etherpad.wikimedia.org/p/emacsconf-2021> , 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
    <https://etherpad.wikimedia.org/p/emacsconf-2021> . 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 <room> <nick>`
    -   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.


<a id="orgddb1165"></a>

#### 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)


<a id="present"></a>

### 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.


<a id="publish"></a>

### 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


<a id="questions"></a>

### 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)

\*


<a id="each-talk"></a>

### 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


<a id="break"></a>

### 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


<a id="end"></a>

### 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


<a id="org7d641cc"></a>

## After the conference


<a id="org52cd69c"></a>

### Send thanks

[Thank you, next steps](#org6bac67a)


<a id="org78fdc04"></a>

### Update the wiki


<a id="orge79dae2"></a>

### 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.


<a id="orgc23f3e6"></a>

### BLOCKED Downsize the server     :bandali:


<a id="exceptions"></a>

## In case of


<a id="org33afc11"></a>

### Stuck wiki

sudo -iu ikiwiki &#x2013; ikiwiki &#x2013;setup ~ikiwiki/emacsconf.setup


<a id="last-minute-prerec"></a>

### 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.


<a id="last-minute-captions"></a>

### Last-minute caption update

-   CHECK uploads the &#x2013;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`


<a id="missing"></a>

### 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


<a id="really-missing"></a>

### 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&#x2026;
        -   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


<a id="reallocated-prerec"></a>

### 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


<a id="reallocated-live"></a>

### 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


<a id="alternate"></a>

### 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 (<stream-desktop-and-audio.sh>:
        
            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


<a id="pad-broken"></a>

### Pad malfunction or mess-up

-   PAD resets the pad using <https://etherpad.wikimedia.org/p/emacsconf-2021/timeslider>
-   [? still not recovered]
    -   PAD reimports the pad from backup


<a id="crdt-broken"></a>

### CRDT malfunctions

-   HOST notifies CHECK and tries reconnecting
-   [? still doesn't work]
    -   Switch to backup Etherpad


<a id="conduct"></a>

### Conduct guidelines issue

-   HOST addresses it (on-camera if needed) with a reminder and/or a kick or a ban


<a id="check-gone"></a>

### 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


<a id="host-gone"></a>

### HOST is unavailable

-   STREAM joins the BBB room and streams directly from there (or streams the prerecs).
-   STREAM will do the hosting.


<a id="live-issues"></a>

### 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


<a id="stream-issues"></a>

### 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


<a id="network"></a>

### 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)


<a id="org2366c2c"></a>

### People have a hard time seeing dark-mode presentations (or light-mode)

mpv &#x2013;vf=negate $url


<a id="orgcc82bff"></a>

# Communications


<a id="org7e9610d"></a>

## 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


<a id="orgc53de65"></a>

## TODO Early speaker notification

We can accept early or send people a note saying notification of acceptance will be on Oct 15, because of the extended CFP.


<a id="org0541563"></a>

### Option A: Early speaker notification(?)

Hi, $name!

I'm happy to tell you that we've accepted your EmacsConf proposal for "$talk." 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.

We've extended the call for participation to Sept 30, so we might get a few more submissions over the next two weeks. That means we'll confirm time allocations on Oct 15. Since you submitted before the original deadline, we wanted to send you your acceptance by the original timeline so that you wouldn't be waiting in uncertainty. 

Just like last year, talks will be prerecorded in order to minimize technical risks, make it easier for speakers to enjoy other people's talks, allow captions, and let attendees catch up or share cool stuff quickly. I hope we get everything together in time so that we can ask volunteers to check for any issues that might come up when we re-encode. (I missed parts of some talks last time because I was rushing. <blush>)

&#x2013;&#x2014; if $time = $max\_time

You asked for $max\_time minutes for your talk and I think that should be all right.

&#x2013;&#x2014; else

You asked for at most $max\_time minutes for your talk. I think at this moment we can commit to $time minutes, with possibly more time being available depending on other submissions. If you want to plan a pre-recorded talk for that length and then use extra time for a live presentation or as Q&A, that would be great. Alternatively, you can wait until we confirm the schedule in case you want to plan a longer prerecorded talk.

---

&#x2014; if Q&A will be live or IRC &#x2014;

You'll have some time after your talk for Q&A, so the $time minutes can be just for your talk. Of course, if you like, you can make it shorter.

---

If you want to get a head start on recording your talk, please feel free to do so. We'll be streaming talks at 1920x1280 resolution, so the closer your recording is to that, the easier it will be to process for streaming. .webm format is preferred, but we can convert other formats. $recording has some tips on recording tools and settings that you might find helpful. We'll send you instructions on how to upload files once we get that set up.

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.

Could you please reply to this email so that we can confirm that I've got the right email address for you and that messages can get properly delivered?

We'll be putting up the public wiki pages for each talk soon using the information from the talk abstract, and we can put $public\_email as the contact information for you. Please let us know by $publish\_date if you would prefer something else.

Thank you so much!

Sacha


<a id="org8ddfc68"></a>

### Option B: Just letting them know it's been postponed

Hi, $name!

We extended the EmacsConf 2022 call for participation deadline to Sept
30, so speaker notifications will go out on Oct 15 instead. Thank you
for your patience!

Sacha


<a id="orgf734309"></a>

## Future


<a id="org42bf130"></a>

### Acceptance


<a id="orgd73dc75"></a>

#### Code

    (defun conf-summarize-times (time timezones)
      (let (prev-day)
        (mapconcat
         (lambda (tz)
           (let ((cur-day (format-time-string "%a %b %-e" time tz))
                 (cur-time (format-time-string "%H%MH %Z" time tz)))
             (if (equal prev-day cur-day)
                 cur-time
               (setq prev-day cur-day)
               (concat cur-day " " cur-time))))
         timezones
         " / ")))
    
    ;; (assert (string= (conf-replace-plist-in-string '(:test "ABC") "hello ${test} world") "hello ABC world"))
    
    
    (defun conf-draft-acceptance ()
      (interactive)
      (let* ((mustache-key-type 'keyword)
             (sched (org-timestamp-from-string (org-entry-get (point) "SCHEDULED")))
             (attrs
              (append (emacsconf-get-talk-info-for-subtree)
                      :other-notes
                      (if (org-entry-get (point) "ORG_NOTE") (concat "--- notes ---\n" (org-entry-get (point) "ORG_NOTE") "\n-----\n\n") "")))
             (avail (plist-get attrs :avail)))
        (plist-put attrs
                   :availability
                   (cond
                    ((null avail) "I don't think you specified availability when submitting. Would this time be okay with you?")
                    ((string-match "!avail" avail) "We know this isn't when you've indicated when you'd be available, but will this time be okay for presenting the talk? It's okay to follow up with questions after the event. If you happen to be available, we'd love to have you join us.")
                    ((string-match "live" avail) "We've scheduled a few minutes for live questions and answers via web conference. Will you be available around this time? If there are more questions, you can also continue over Etherpad/IRC.")
                    ((string-match "IRC" avail) "Will you be able to join around this time to handle questions over IRC or the pad? If not, we can forward questions to you.")
                    ((string-match "pad" avail) "Will you be able to join around this time to handle questions over the pad? If not, we can forward questions to you.")
                    (t avail)))
        (plist-put attrs
                   :time-explanation
                   (if (<= (string-to-number (plist-get attrs :time)) (string-to-number (plist-get attrs :min-time)))
                       "Thank you for suggesting an awesome talk of that length!"
                     "This is less time than you requested, but we've had to make some tough choices to fit all these interesting talks into the schedule. Would it be possible for you to squeeze your talk into that time?"))
        (save-excursion
          (goto-char (org-find-entry-with-id "acceptance"))
          (plist-put attrs :subject (conf-replace-plist-in-string attrs (org-entry-get (point) "ITEM")))
          (org-end-of-meta-data)
          (plist-put attrs :body (buffer-substring-no-properties (point) (org-end-of-subtree)))) 
        (compose-mail
         (plist-get attrs :email)
         (plist-get attrs :subject)
         '(("Reply-To" . "emacsconf-submit@gnu.org")
           ("Mail-Followup-To" . "emacsconf-submit@gnu.org"))
         nil)
        (message-goto-body)
        (save-excursion (conf-replace-plist-in-string attrs (plist-get attrs :body)))))


<a id="org94c9f23"></a>

#### Template

Dear ${name},

We would love to have your talk "${title}" as part of EmacsConf
${year}, and we've allocated ${time} minutes for it.  ${time-explanation}

Your talk is tentatively scheduled for ${scheduled}.  The times
may move around a bit as we update the schedule, so we'll check in
with you if things change a lot.  ${availability}

${other-notes}Please plan to prerecord your ${time}-minute
talk(s) by Sunday ${prere-date} at the latest.  If you can, please send
it in as early as possible.  Submitting your video early lets us ask
volunteers to help caption the video, making your talk more accessible
and searchable.

You can check out <https://emacsconf.org/${year}/prepare/> for tips on
preparing and recording your talk.  If you have questions or concerns,
please let us know.

Thanks,

Sacha Chua
EmacsConf organization team

P.S. Please keep emacsconf-submit@gnu.org in To or Cc when replying.


<a id="org3a547c3"></a>

### Acknowledge pre-rec submission

    (defun emacsconf-acknowledge-submission ()
      (interactive)
      (let ((files (directory-files "captions" t (regexp-quote (org-entry-get (point) "VIDEO_SLUG"))))
            (page (format "https://emacsconf.org/%s/talks/%s" conf-year (org-entry-get (point) "SLUG")))
            (slug (org-entry-get (point) "VIDEO_SLUG")))
        (emacsconf-mail-speaker
         "Thanks for sending us your prerecorded video for EmacsConf ${year}!"
         (concat
          "Hi! Just a quick note to let you know that I've downloaded your submission for \"" (org-entry-get (point) "ITEM") "\".\n"
          (format "\nNow we have the following file%s starting with %s:\n%s"
                  (if (= (length files) 1) "" "s")
                  slug
                  (mapconcat (lambda (f)
                               (format "- %s (%s, md5: %s)\n"
                                       (replace-regexp-in-string slug "" (file-name-nondirectory f))
                                       (file-size-human-readable (file-attribute-size (file-attributes f)))
                                       (string-trim (shell-command-to-string (concat "md5sum " (shell-quote-argument f) " | cut -f 1 -d ' '")))))
                             files ""))
          (format "A quick check shows that it's about %d minutes long.\n"
                  (ceiling
                   (/ (compile-media-get-file-duration-ms
                       (seq-find (lambda (o) (member (file-name-extension o) subed-video-extensions))
                                 files))
                      60000.0)))
          "\nWe'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.\n\n"
          "Please feel free to e-mail us at emacsconf-submit@gnu.org if you need help updating the talk wiki page at " page " or if you have other questions.\n\n"
    "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!\n\nSacha"))))


<a id="org7973c24"></a>

### Captions for approval

Hi ${speakers-short}!

Because you sent in your video early, we were able to caption it so
that more people can find and enjoy your talk. ${captioner}
volunteered to caption your talk video, and here it is. 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} . Thanks again for your contribution!

Sacha


<a id="org38ee109"></a>

### 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
<https://emacsconf.org/${year}/prepare/> (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
<https://test.bigbluebutton.org/> . 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!)


<a id="orgc917c1a"></a>

### 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))))))


<a id="orgef6dc93"></a>

#### 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
<https://emacsconf.org/${year}/prepare#ftp-upload> , 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: <https://test.bigbluebutton.org>
    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 <https://emacsconf.org/${year}/speakers> .
    We keep adapting the schedule as things come up, so please check
    <https://emacsconf.org/${year}/schedule/> 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


<a id="org2394e6c"></a>

### Check-in instructions

Goals:

-   Ask speaker verify their scheduled time
    It has already been confirmed with them, but it might have changed slightly (give-or-take 30'
    -   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 <https://emacsconf.org/${year}/prepare/>
        -   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.


<a id="org4945acd"></a>

#### Code

Slightly more complex because of the conditionals

    (defun emacsconf-mail-checkin-instructions ()
      (interactive)
      (seq-map
       (lambda (list)
         (let ((template (with-current-buffer (find-file-noselect emacsconf-org-file)
                           (emacsconf-mail-merge-get-template (car list)))))
           (seq-map
            (lambda (email-list)
              (let* ((email (car email-list))
                     (talks (cdr email-list))
                     (combined-info (emacsconf-combine-plist talks " , "))
                     (for-mail
                      (list
                       :name (or (car (plist-get combined-info :speakers)) "???")
                       :url (or (string-join (plist-get combined-info :url) " , ") "???")
                       :email (car (plist-get combined-info :email))))
                     (body (when (plist-get for-mail :email) (emacsconf-replace-plist-in-string for-mail (plist-get template :body))))
                     (subject (when (plist-get for-mail :email) (emacsconf-replace-plist-in-string for-mail (plist-get template :subject)))))
                (when (plist-get for-mail :email)
                  (compose-mail
                   (plist-get for-mail :email)
                   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)
                  (save-excursion 
                    (insert body)))))
            (cdr list))))
       ;; Group by e-mail
       (seq-map
        (lambda (list)
          (cons (car list) (seq-group-by (lambda (o) (plist-get o :email)) (cdr list))))
        ;; Group by q-and-a pref
        (seq-group-by
         (lambda (o)
           (pcase (plist-get o :q-and-a)
             ('nil "checkin-unknown")
             ((pred (string-match "after")) "checkin-after")
             ((pred (string-match "live\\|irc\\|pad")) "checkin-at-conf")
             (_ "checkin-unknown")))
         (emacsconf-filter-talks (emacsconf-get-talk-info))))))
    
    (defun emacsconf-cancel-mail-merge ()
      (interactive)
      (mapc (lambda (buffer)
              (when (string-match "unsent" (buffer-name buffer))
                (let ((buffer-modified-p nil)) (kill-buffer buffer))))
            (buffer-list)))


<a id="org56d4039"></a>

#### E-mail for speakers who are planning to be at the conference

Hello, ${name}!

We're looking forward to having you join us at EmacsConf!

We'll probably keep updating the schedule even on the day of the
conference. You can get a rough idea of when your talk is scheduled at
${url}. You might want to check it some time next week to get a rough
sense of where it is, and then check it again on the day of your talk.

Please check in at least 30 minutes before the scheduled start of your
prerecorded talk so that we can deal with small scheduling changes or
technical issues. You can find the check-in process at
<https://emacsconf.org/${year}/speakers/> .

If something comes up, please let us know as soon as you can. Here's
our emergency contact information:

${emergency}

Looking forward to seeing you soon!

Sacha


<a id="org395985f"></a>

#### 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
<https://emacsconf.org/${year}/speakers/> .

Thank you again for being part of EmacsConf ${year}!

Sacha


<a id="org8357187"></a>

### 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:
> <https://emacsconf.org/$year/schedule/>
> 
> 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.


<a id="org6bac67a"></a>

### Thank you, next steps


<a id="org0fced3e"></a>

#### 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)))))))


<a id="orgbfddf41"></a>

#### 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


<a id="org91b89a5"></a>

## Archive


<a id="org37a7831"></a>

### 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.


<a id="orgece93a5"></a>

### 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.


<a id="orged4f5df"></a>

# Supporting code


<a id="org57ecbfb"></a>

## 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))


<a id="org97290bc"></a>

## 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"))


<a id="orgafecb84"></a>

# Lessons learned


<a id="org111165f"></a>

## 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 <span class="timestamp-wrapper"><span class="timestamp">[2021-11-16 Tue]</span></span>, 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 :)


<a id="org0565c80"></a>

## Lessons learned for next year

-   Ask for public e-mail or contact information, IRC handle in CFP