summaryrefslogtreecommitdiffstats
path: root/2022/organizers-notebook.md
blob: ceb894f4a7bd4fb44cdbaaa2404acd209952efa2 (plain) (blame)
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100
101
102
103
104
105
106
107
108
109
110
111
112
113
114
115
116
117
118
119
120
121
122
123
124
125
126
127
128
129
130
131
132
133
134
135
136
137
138
139
140
141
142
143
144
145
146
147
148
149
150
151
152
153
154
155
156
157
158
159
160
161
162
163
164
165
166
167
168
169
170
171
172
173
174
175
176
177
178
179
180
181
182
183
184
185
186
187
188
189
190
191
192
193
194
195
196
197
198
199
200
201
202
203
204
205
206
207
208
209
210
211
212
213
214
215
216
217
218
219
220
221
222
223
224
225
226
227
228
229
230
231
232
233
234
235
236
237
238
239
240
241
242
243
244
245
246
247
248
249
250
251
252
253
254
255
256
257
258
259
260
261
262
263
264
265
266
267
268
269
270
271
272
273
274
275
276
277
278
279
280
281
282
283
284
285
286
287
288
289
290
291
292
293
294
295
296
297
298
299
300
301
302
303
304
305
306
307
308
309
310
311
312
313
314
315
316
317
318
319
320
321
322
323
324
325
326
327
328
329
330
331
332
333
334
335
336
337
338
339
340
341
342
343
344
345
346
347
348
349
350
351
352
353
354
355
356
357
358
359
360
361
362
363
364
365
366
367
368
369
370
371
372
373
374
375
376
377
378
379
380
381
382
383
384
385
386
387
388
389
390
391
392
393
394
395
396
397
398
399
400
401
402
403
404
405
406
407
408
409
410
411
412
413
414
415
416
417
418
419
420
421
422
423
424
425
426
427
428
429
430
431
432
433
434
435
436
437
438
439
440
441
442
443
444
445
446
447
448
449
450
451
452
453
454
455
456
457
458
459
460
461
462
463
464
465
466
467
468
469
470
471
472
473
474
475
476
477
478
479
480
481
482
483
484
485
486
487
488
489
490
491
492
493
494
495
496
497
498
499
500
501
502
503
504
505
506
507
508
509
510
511
512
513
514
515
516
517
518
519
520
521
522
523
524
525
526
527
528
529
530
531
532
533
534
535
536
537
538
539
540
541
542
543
544
545
546
547
548
549
550
551
552
553
554
555
556
557
558
559
560
561
562
563
564
565
566
567
568
569
570
571
572
573
574
575
576
577
578
579
580
581
582
583
584
585
586
587
588
589
590
591
592
593
594
595
596
597
598
599
600
601
602
603
604
605
606
607
608
609
610
611
612
613
614
615
616
617
618
619
620
621
622
623
624
625
626
627
628
629
630
631
632
633
634
635
636
637
638
639
640
641
642
643
644
645
646
647
648
649
650
651
652
653
654
655
656
657
658
659
660
661
662
663
664
665
666
667
668
669
670
671
672
673
674
675
676
677
678
679
680
681
682
683
684
685
686
687
688
689
690
691
692
693
694
695
696
697
698
699
700
701
702
703
704
705
706
707
708
709
710
711
712
713
714
715
716
717
718
719
720
721
722
723
724
725
726
727
728
729
730
731
732
733
734
735
736
737
738
739
740
741
742
743
744
745
746
747
748
749
750
751
752
753
754
755
756
757
758
759
760
761
762
763
764
765
766
767
768
769
770
771
772
773
774
775
776
777
778
779
780
781
782
783
784
785
786
787
788
789
790
791
792
793
794
795
796
797
798
799
800
801
802
803
804
805
806
807
808
809
810
811
812
813
814
815
816
817
818
819
820
821
822
823
824
825
826
827
828
829
830
831
832
833
834
835
836
837
838
839
840
841
842
843
844
845
846
847
848
849
850
851
852
853
854
855
856
857
858
859
860
861
862
863
864
865
866
867
868
869
870
871
872
873
874
875
876
877
878
879
880
881
882
883
884
885
886
887
888
889
890
891
892
893
894
895
896
897
898
899
900
901
902
903
904
905
906
907
908
909
910
911
912
913
914
915
916
917
918
919
920
921
922
923
924
925
926
927
928
929
930
931
932
933
934
935
936
937
938
939
940
941
942
943
944
945
946
947
948
949
950
951
952
953
954
955
956
957
958
959
960
961
962
963
964
965
966
967
968
969
970
971
972
973
974
975
976
977
978
979
980
981
982
983
984
985
986
987
988
989
990
991
992
993
994
995
996
997
998
999
1000
1001
1002
1003
1004
1005
1006
1007
1008
1009
1010
1011
1012
1013
1014
1015
1016
1017
1018
1019
1020
1021
1022
1023
1024
1025
1026
1027
1028
1029
1030
1031
1032
1033
1034
1035
1036
1037
1038
1039
1040
1041
1042
1043
1044
1045
1046
1047
1048
1049
1050
1051
1052
1053
1054
1055
1056
1057
1058
1059
1060
1061
1062
1063
1064
1065
1066
1067
1068
1069
1070
1071
1072
1073
1074
1075
1076
1077
1078
1079
1080
1081
1082
1083
1084
1085
1086
1087
1088
1089
1090
1091
1092
1093
1094
1095
1096
1097
1098
1099
1100
1101
1102
1103
1104
1105
1106
1107
1108
1109
1110
1111
1112
1113
1114
1115
1116
1117
1118
1119
1120
1121
1122
1123
1124
1125
1126
1127
1128
1129
1130
1131
1132
1133
1134
1135
1136
1137
1138
1139
1140
1141
1142
1143
1144
1145
1146
1147
1148
1149
1150
1151
1152
1153
1154
1155
1156
1157
1158
1159
1160
1161
1162
1163
1164
1165
1166
1167
1168
1169
1170
1171
1172
1173
1174
1175
1176
1177
1178
1179
1180
1181
1182
1183
1184
1185
1186
1187
1188
1189
1190
1191
1192
1193
1194
1195
1196
1197
1198
1199
1200
1201
1202
1203
1204
1205
1206
1207
1208
1209
1210
1211
1212
1213
1214
1215
1216
1217
1218
1219
1220
1221
1222
1223
1224
1225
1226
1227
1228
1229
1230
1231
1232
1233
1234
1235
1236
1237
1238
1239
1240
1241
1242
1243
1244
1245
1246
1247
1248
1249
1250
1251
1252
1253
1254
1255
1256
1257
1258
1259
1260
1261
1262
1263
1264
1265
1266
1267
1268
1269
1270
1271
1272
1273
1274
1275
1276
1277
1278
1279
1280
1281
1282
1283
1284
1285
1286
1287
1288
1289
1290
1291
1292
1293
1294
1295
1296
1297
1298
1299
1300
1301
1302
1303
1304
1305
1306
1307
1308
1309
1310
1311
1312
1313
1314
1315
1316
1317
1318
1319
1320
1321
1322
1323
1324
1325
1326
1327
1328
1329
1330
1331
1332
1333
1334
1335
1336
1337
1338
1339
1340
1341
1342
1343
1344
1345
1346
1347
1348
1349
1350
1351
1352
1353
1354
1355
1356
1357
1358
1359
1360
1361
1362
1363
1364
1365
1366
1367
1368
1369
1370
1371
1372
1373
1374
1375
1376
1377
1378
1379
1380
1381
1382
1383
1384
1385
1386
1387
1388
1389
1390
1391
1392
1393
1394
1395
1396
1397
1398
1399
1400
1401
1402
1403
1404
1405
1406
1407
1408
1409
1410
1411
1412
1413
1414
1415
1416
1417
1418
1419
1420
1421
1422
1423
1424
1425
1426
1427
1428
1429
1430
1431
1432
1433
1434
1435
1436
1437
1438
1439
1440
1441
1442
1443
1444
1445
1446
1447
1448
1449
1450
1451
1452
1453
1454
1455
1456
1457
1458
1459
1460
1461
1462
1463
1464
1465
1466
1467
1468
1469
1470
1471
1472
1473
1474
1475
1476
1477
1478
1479
1480
1481
1482
1483
1484
1485
1486
1487
1488
1489
1490
1491
1492
1493
1494
1495
1496
1497
1498
1499
1500
1501
1502
1503
1504
1505
1506
1507
1508
1509
1510
1511
1512
1513
1514
1515
1516
1517
1518
1519
1520
1521
1522
1523
1524
1525
1526
1527
1528
1529
1530
1531
1532
1533
1534
1535
1536
1537
1538
1539
1540
1541
1542
1543
1544
1545
1546
1547
1548
1549
1550
1551
1552
1553
1554
1555
1556
1557
1558
1559
1560
1561
1562
1563
1564
1565
1566
1567
1568
1569
1570
1571
1572
1573
1574
1575
1576
1577
1578
1579
1580
1581
1582
1583
1584
1585
1586
1587
1588
1589
1590
1591
1592
1593
1594
1595
1596
1597
1598
1599
1600
1601
1602
1603
1604
1605
1606
1607
1608
1609
1610
1611
1612
1613
1614
1615
1616
1617
1618
1619
1620
1621
1622
1623
1624
1625
1626
1627
1628
1629
1630
1631
1632
1633
1634
1635
1636
1637
1638
1639
1640
1641
1642
1643
1644
1645
1646
1647
1648
1649
1650
1651
1652
1653
1654
1655
1656
1657
1658
1659
1660
1661
1662
1663
1664
1665
1666
1667
1668
1669
1670
1671
1672
1673
1674
1675
1676
1677
1678
1679
1680
1681
1682
1683
1684
1685
1686
1687
1688
1689
1690
1691
1692
1693
1694
1695
1696
1697
1698
1699
1700
1701
1702
1703
1704
1705
1706
1707
1708
1709
1710
1711
1712
1713
1714
1715
1716
1717
1718
1719
1720
1721
1722
1723
1724
1725
1726
1727
1728
1729
1730
1731
1732
1733
1734
1735
1736
1737
1738
1739
1740
1741
1742
1743
1744
1745
1746
1747
1748
1749
1750
1751
1752
1753
1754
1755
1756
1757
1758
1759
1760
1761
1762
1763
1764
1765
1766
1767
1768
1769
1770
1771
1772
1773
1774
1775
1776
1777
1778
1779
1780
1781
1782
1783
1784
1785
1786
1787
1788
1789
1790
1791
1792
1793
1794
1795
1796
1797
1798
1799
1800
1801
1802
1803
1804
1805
1806
1807
1808
1809
1810
1811
1812
1813
1814
1815
1816
1817
1818
1819
1820
1821
1822
1823
1824
1825
1826
1827
1828
1829
1830
1831
1832
1833
1834
1835
1836
1837
1838
1839
1840
1841
1842
1843
1844
1845
1846
1847
1848
1849
1850
1851
1852
1853
1854
1855
1856
1857
1858
1859
1860
1861
1862
1863
1864
1865
1866
1867
1868
1869
1870
1871
1872
1873
1874
1875
1876
1877
1878
1879
1880
1881
1882
1883
1884
1885
1886
1887
1888
1889
1890
1891
1892
1893
1894
1895
1896
1897
1898
1899
1900
1901
1902
1903
1904
1905
1906
1907
1908
1909
1910
1911
1912
1913
1914
1915
1916
1917
1918
1919
1920
1921
1922
1923
1924
1925
1926
1927
1928
1929
1930
1931
1932
1933
1934
1935
1936
1937
1938
1939
1940
1941
1942
1943
1944
1945
1946
1947
1948
1949
1950
1951
1952
1953
1954
1955
1956
1957
1958
1959
1960
1961
1962
1963
1964
1965
1966
1967
1968
1969
1970
1971
1972
1973
1974
1975
1976
1977
1978
1979
1980
1981
1982
1983
1984
1985
1986
1987
1988
1989
1990
1991
1992
1993
1994
1995
1996
1997
1998
1999
2000
2001
2002
2003
2004
2005
2006
2007
2008
2009
2010
2011
2012
2013
2014
2015
2016
2017
2018
2019
2020
2021
2022
2023
2024
2025
2026
2027
2028
2029
2030
2031
2032
2033
2034
2035
2036
2037
2038
2039
2040
2041
2042
2043
2044
2045
2046
2047
2048
2049
2050
2051
2052
2053
2054
2055
2056
2057
2058
2059
2060
2061
2062
2063
2064
2065
2066
2067
2068
2069
2070
2071
2072
2073
2074
2075
2076
2077
2078
2079
2080
2081
2082
2083
2084
2085
2086
2087
2088
2089
2090
2091
2092
2093
2094
2095
2096
2097
2098
2099
2100
2101
2102
2103
2104
2105
2106
2107
2108
2109
2110
2111
2112
2113
2114
2115
2116
2117
2118
2119
2120
2121
2122
2123
2124
2125
2126
2127
2128
2129
2130
2131
2132
2133
2134
2135
2136
2137
2138
2139
2140
2141
2142
2143
2144
2145
2146
2147
2148
2149
2150
2151
2152
2153
2154
2155
2156
2157
2158
2159
2160
2161
2162
2163
2164
2165
2166
2167
2168
2169
2170
2171
2172
2173
2174
2175
2176
2177
2178
2179
2180
2181
2182
2183
2184
2185
2186
2187
2188
2189
2190
2191
2192
2193
2194
2195
2196
2197
2198
2199
2200
2201
2202
2203
2204
2205
2206
2207
2208
2209
2210
2211
2212
2213
2214
2215
2216
2217
2218
2219
2220
2221
2222
2223
2224
2225
2226
2227
2228
2229
2230
2231
2232
2233
2234
2235
2236
2237
2238
2239
2240
2241
2242
2243
2244
2245
2246
2247
2248
2249
2250
2251
2252
2253
2254
2255
2256
2257
2258
2259
2260
2261
2262
2263
2264
2265
2266
2267
2268
2269
2270
2271
2272
2273
2274
2275
2276
2277
2278
2279
2280
2281
2282
2283
2284
2285
2286
2287
2288
2289
2290
2291
2292
2293
2294
2295
2296
2297
2298
2299
2300
2301
2302
2303
2304
2305
2306
2307
2308
2309
2310
2311
2312
2313
2314
2315
2316
2317
2318
2319
2320
2321
2322
2323
2324
2325
2326
2327
2328
2329
2330
2331
2332
2333
2334
2335
2336
2337
2338
2339
2340
2341
2342
2343
2344
2345
2346
2347
2348
2349
2350
2351
2352
2353
2354
2355
2356
2357
2358
2359
2360
2361
2362
2363
2364
2365
2366
2367
2368
2369
2370
2371
2372
2373
2374
2375
2376
2377
2378
2379
2380
2381
2382
2383
2384
2385
2386
2387
2388
2389
2390
2391
2392
2393
2394
2395
2396
2397
2398
2399
2400
2401
2402
2403
2404
2405
2406
2407
2408
2409
2410
2411
2412
2413
2414
2415
2416
2417
2418
2419
2420
2421
2422
2423
2424
2425
2426
2427
2428
2429
2430
2431
2432
2433
2434
2435
2436
2437
2438
2439
2440
2441
2442
2443
2444
2445
2446
2447
2448
2449
2450
2451
2452
2453
2454
2455
2456
2457
2458
2459
2460
2461
2462
2463
2464
2465
2466
2467
2468
2469
2470
2471
2472
2473
2474
2475
2476
2477
2478
2479
2480
2481
2482
2483
2484
2485
2486
2487
2488
2489
2490
2491
2492
2493
2494
2495
2496
2497
2498
2499
2500
2501
2502
2503
2504
2505
2506
2507
2508
2509
2510
2511
2512
2513
2514
2515
2516
2517
2518
2519
2520
2521
2522
2523
2524
2525
2526
2527
2528
2529
2530
2531
2532
2533
2534
2535
2536
2537
2538
2539
2540
2541
2542
2543
2544
2545
2546
2547
2548
2549
2550
2551
2552
2553
2554
2555
2556
2557
2558
2559
2560
2561
2562
2563
2564
2565
2566
2567
2568
2569
2570
2571
2572
2573
2574
2575
2576
2577
2578
2579
2580
2581
2582
2583
2584
2585
2586
2587
2588
2589
2590
2591
2592
2593
2594
2595
2596
2597
2598
2599
2600
2601
2602
2603
2604
2605
2606
2607
2608
2609
2610
2611
2612
2613
2614
2615
2616
2617
2618
2619
2620
2621
2622
2623
2624
2625
2626
2627
2628
2629
2630
2631
2632
2633
2634
2635
2636
2637
2638
2639
2640
2641
2642
2643
2644
2645
2646
2647
2648
2649
2650
2651
2652
2653
2654
2655
2656
2657
2658
2659
2660
2661
2662
2663
2664
2665
2666
2667
2668
2669
2670
2671
2672
2673
2674
2675
2676
2677
2678
2679
2680
2681
2682
2683
2684
2685
2686
2687
2688
2689
2690
2691
2692
2693
2694
2695
2696
2697
2698
2699
2700
2701
2702
2703
2704
2705
2706
2707
2708
2709
2710
2711
2712
2713
2714
2715
2716
2717
2718
2719
2720
2721
2722
2723
2724
2725
2726
2727
2728
2729
2730
2731
2732
2733
2734
2735
2736
2737
2738
2739
2740
2741
2742
2743
2744
2745
2746
2747
2748
2749
2750
2751
2752
2753
2754
2755
2756
2757
2758
2759
2760
2761
2762
2763
2764
2765
2766
2767
2768
2769
2770
2771
2772
2773
2774
2775
2776
2777
2778
2779
2780
2781
2782
2783
2784
2785
2786
2787
2788
2789
2790
2791
2792
2793
2794
2795
2796
2797
2798
2799
2800
2801
2802
2803
2804
2805
2806
2807
2808
2809
2810
2811
2812
2813
2814
2815
2816
2817
2818
2819
2820
2821
2822
2823
2824
2825
2826
2827
2828
2829
2830
2831
2832
2833
2834
2835
2836
2837
2838
2839
2840
2841
2842
2843
2844
2845
2846
2847
2848
2849
2850
2851
2852
2853
2854
2855
2856
2857
2858
2859
2860
2861
2862
2863
2864
2865
2866
2867
2868
2869
2870
2871
2872
2873
2874
2875
2876
2877
2878
2879
2880
2881
2882
2883
2884
2885
2886
2887
2888
2889
2890
2891
2892
2893
2894
2895
2896
2897
2898
2899
2900
2901
2902
2903
2904
2905
2906
2907
2908
2909
2910
2911
2912
2913
2914
2915
2916
2917
2918
2919
2920
2921
2922
2923
2924
2925
2926
2927
2928
2929
2930
2931
2932
2933
2934
2935
2936
2937
2938
2939
2940
2941
2942
2943
2944
2945
2946
2947
2948
2949
2950
2951
2952
2953
2954
2955
2956
2957
2958
2959
2960
2961
2962
2963
2964
2965
2966
2967
2968
2969
2970
2971
2972
2973
2974
2975
2976
2977
2978
2979
2980
2981
2982
2983
2984
2985
2986
2987
2988
2989
2990
2991
2992
2993
2994
2995
2996
2997
2998
2999
3000
3001
3002
3003
3004
3005
3006
3007
3008
3009
3010
3011
3012
3013
3014
3015
3016
3017
3018
3019
3020
3021
3022
3023
3024
3025
3026
3027
3028
3029
3030
3031
3032
3033
3034
3035
3036
3037
3038
3039
3040
3041
3042
3043
3044
3045
3046
3047
3048
3049
3050
3051
3052
3053
3054
3055
3056
3057
3058
3059
3060
3061
3062
3063
3064
3065
3066
3067
3068
3069
3070
3071
3072
3073
3074
3075
3076
3077
3078
3079
3080
3081
3082
3083
3084
3085
3086
3087
3088
3089
3090
3091
3092
3093
3094
3095
3096
3097
3098
3099
3100
3101
3102
3103
3104
3105
3106
3107
3108
3109
3110
3111
3112
3113
3114
3115
3116
3117
3118
3119
3120
3121
3122
3123
3124
3125
3126
3127
3128
3129
3130
3131
3132
3133
3134
3135
3136
3137
3138
3139
3140
3141
3142
3143
3144
3145
3146
3147
3148
3149
3150
3151
3152
3153
3154
3155
3156
3157
3158
3159
3160
3161
3162
3163
3164
3165
3166
3167
3168
3169
3170
3171
3172
3173
3174
3175
3176
3177
3178
3179
3180
3181
3182
3183
3184
3185
3186
3187
3188
3189
3190
3191
3192
3193
3194
3195
3196
3197
3198
3199
3200
3201
3202
3203
3204
3205
3206
3207
3208
3209
3210
3211
3212
3213
3214
3215
3216
3217
3218
3219
3220
3221
3222
3223
3224
3225
3226
3227
3228
3229
3230
3231
3232
3233
3234
3235
3236
3237
3238
3239
3240
3241
3242
3243
3244
3245
3246
3247
3248
3249
3250
3251
3252
3253
3254
3255
3256
3257
3258
3259
3260
3261
3262
3263
3264
3265
3266
3267
3268
3269
3270
3271
3272
3273
3274
3275
3276
3277
3278
3279
3280
3281
3282
3283
3284
3285
3286
3287
3288
3289
3290
3291
3292
3293
3294
3295
3296
3297
3298
3299
3300
3301
3302
3303
3304
3305
3306
3307
3308
3309
3310
3311
3312
3313
3314
3315
3316
3317
3318
3319
3320
3321
3322
3323
3324
3325
3326
3327
3328
3329
3330
3331
3332
3333
3334
3335
3336
3337
3338
3339
3340
3341
3342
3343
3344
3345
3346
3347
3348
3349
3350
3351
3352
3353
3354
3355
3356
3357
3358
3359
3360
3361
3362
3363
3364
3365
3366
3367
3368
3369
3370
3371
3372
3373
3374
3375
3376
3377
3378
3379
3380
3381
3382
3383
3384
3385
3386
3387
3388
3389
3390
3391
3392
3393
3394
3395
3396
3397
3398
3399
3400
3401
3402
3403
3404
3405
3406
3407
3408
3409
3410
3411
3412
3413
3414
3415
3416
3417
3418
3419
3420
3421
3422
3423
3424
3425
3426
3427
3428
3429
3430
3431
3432
3433
3434
3435
3436
3437
3438
3439
3440
3441
3442
3443
3444
3445
3446
3447
3448
3449
3450
3451
3452
3453
3454
3455
3456
3457
3458
3459
3460
3461
3462
3463
3464
3465
3466
3467
3468
3469
3470
3471
3472
3473
3474
3475
3476
3477
3478
3479
3480
3481
3482
3483
3484
3485
3486
3487
3488
3489
3490
3491
3492
3493
3494
3495
3496
3497
3498
3499
3500
3501
3502
3503
3504
3505
3506
3507
3508
3509
3510
3511
3512
3513
3514
3515
3516
3517
3518
3519
3520
3521
3522
3523
3524
3525
3526
3527
3528
3529
3530
3531
3532
3533
3534
3535
3536
3537
3538
3539
3540
3541
3542
3543
3544
3545
3546
3547
3548
3549
3550
3551
3552
3553
3554
3555
3556
3557
3558
3559
3560
3561
3562
3563
3564
3565
3566
3567
3568
3569
3570
3571
3572
3573
3574
3575
3576
3577
3578
3579
3580
3581
3582
3583
3584
3585
3586
3587
3588
3589
3590
3591
3592
3593
3594
3595
3596
3597
3598
3599
3600
3601
3602
3603
3604
3605
3606
3607
3608
3609
3610
3611
3612
3613
3614
3615
3616
3617
3618
3619
3620
3621
3622
3623
3624
3625
3626
3627
3628
3629
3630
3631
3632
3633
3634
3635
3636
3637
3638
3639
3640
3641
3642
3643
3644
3645
3646
3647
3648
3649
3650
3651
3652
3653
3654
3655
3656
3657
3658
3659
3660
3661
3662
3663
3664
3665
3666
3667
3668
3669
3670
3671
3672
3673
3674
3675
3676
3677
3678
3679
3680
3681
3682
3683
3684
3685
3686
3687
3688
3689
3690
3691
3692
3693
3694
3695
3696
3697
3698
3699
3700
3701
3702
3703
3704
3705
3706
3707
3708
3709
3710
3711
3712
3713
3714
3715
3716
3717
3718
3719
3720
3721
3722
3723
3724
3725
3726
3727
3728
3729
3730
3731
3732
3733
3734
3735
3736
3737
3738
3739
3740
3741
3742
3743
3744
3745
3746
3747
3748
3749
3750
3751
3752
3753
3754
3755
3756
3757
3758
3759
3760
3761
3762
3763
3764
3765
3766
3767
3768
3769
3770
3771
3772
3773
3774
3775
3776
3777
3778
3779
3780
3781
3782
3783
3784
3785
3786
3787
3788
3789
3790
3791
3792
3793
3794
3795
3796
3797
3798
3799
3800
3801
3802
3803
3804
3805
3806
3807
3808
3809
3810
3811
3812
3813
3814
3815
3816
3817
3818
3819
3820
3821
3822
3823
3824
3825
3826
3827
3828
3829
<!-- organizers-notebook.md is exported from organizers-notebook/index.org, please modify that instead. -->
[[!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)
-   [Time-sensitive](#time-sensitive)
-   [Projects and other long-running tasks](#projects)
-   [Projects to bear in mind but which are not actual](#maybe-projects)
-   [Things to figure out / decisions to make](#decisions)
-   [Roles needed](#roles)
-   [Other tasks and processes](#other)
-   [Task archive](#archive)
-   [Communications](#comms)
-   [Supporting code](#code)
-   [Lessons learned](#lessons)

Time-sensitive tasks:

-   [Send program-published email for emacsconf-discuss](#announce-program):needsowner:timesensitive:email:
-   [Prepare email for nudging speakers to send prerec, and inform on upload workflow](#mail-upload):timesensitive:needsowner:

Other projects:

-   [Figure out web-based file upload](#upload):needsowner:bandali:ansible:
-   [Coordinate and help volunteers](#coordinate-volunteers):sachac:
-   [Prepare for prerecs](#prepare-prerec-process):zaeph:
-   [Plan Etherpad use and hosting](#etherpad):sachac:ansible:
-   [Update IRC instructions because of multiple tracks](#irc)
-   [Investigate streaming options, maybe OBS in the cloud](#streaming):corwin:
-   [Work on the OBS scenes](#obs-scenes):zaeph:corwin:
-   [Publish icals and pentabarf](#ical):sachac:
-   [Build up the ansible playbook](#ansible):sachac:opal:
-   [Make something to display between talks](#intro)
-   [Move scheduling and publishing code to Emacs on a VPS so that other people can help out](#publishing-sched):sachac:
-   [Create protocol for live Q&A](#live-protocol):zaeph:
-   [Set up BBB rooms and update conf.org](#create-bbb):sachac:
-   [Add nice-to-have stuff to prepare.md](#extra-prepare):zaeph:
-   [Find volunteers for tech-checks](#tech-checks):zaeph:
-   [Update viewing instructions and watch pages](#write-viewing):sachac:
-   [Make talk pages easy to update when the talk is live](#publish-live):sachac:
-   [Set up talks on Toobnix and YouTube](#video-platforms):sachac:
-   [Set up stream events on Toobnix and YouTube](#other-streams):sachac:
-   [Prepare to announce talks on IRC](#irc-announce)
-   [Ask speakers for bios or support nudges to include on their talk pages](#speaker-bio)
-   [Do a dry run](#dry-run)
-   [Figure out why ikiwiki is slow](#ikiwiki-regex):infra:wiki:
-   [Add category tags and possibly links between talks across 2022 and all previous years](#link-pages):needsowner:wiki:


<a id="cadence"></a>

# Cadence

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


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

<col  class="org-left" />

<col  class="org-left" />

<col  class="org-left" />

<col  class="org-left" />
</colgroup>
<tbody>
<tr>
<td class="org-left">&#xa0;</td>
<td class="org-left">Work</td>
<td class="org-left">Speakers</td>
<td class="org-left">Volunteers</td>
<td class="org-left">Public</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">&#xa0;</td>
<td class="org-left"><a href="#acceptance">acceptance, reply to confirm</a></td>
<td class="org-left">&#xa0;</td>
<td class="org-left">&#xa0;</td>
</tr>


<tr>
<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-10-09 Sun]</span></span></td>
<td class="org-left">&#xa0;</td>
<td class="org-left"><a href="#check-sched">schedule, reply if not okay</a></td>
<td class="org-left"><a href="#volunteer-2022-10-09">overall priorities</a></td>
<td class="org-left">&#xa0;</td>
</tr>


<tr>
<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-10-16 Sun]</span></span></td>
<td class="org-left"><a href="#etherpad">Etherpad</a>, <a href="#upload">stream</a></td>
<td class="org-left">&#xa0;</td>
<td class="org-left">infra update</td>
<td class="org-left">&#xa0;</td>
</tr>


<tr>
<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-10-23 Sun]</span></span></td>
<td class="org-left"><a href="#upload">file upload</a></td>
<td class="org-left"><a href="#mail-upload">file upload instructions</a></td>
<td class="org-left">training</td>
<td class="org-left">&#xa0;</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"><a href="#intro">intro, exit</a></td>
<td class="org-left">&#xa0;</td>
<td class="org-left"><a href="#shifts">shifts</a></td>
<td class="org-left"><a href="#announce-program">schedule</a>, posters?</td>
</tr>


<tr>
<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-11-06 Sun]</span></span></td>
<td class="org-left"><a href="#write-viewing">watch pages</a>, prerecs</td>
<td class="org-left"><a href="#ack-prerec">prerec confirmation</a>/reminder, <a href="#approve-captions">caption progress</a></td>
<td class="org-left">caption kickoff</td>
<td class="org-left">&#xa0;</td>
</tr>


<tr>
<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-11-13 Sun]</span></span></td>
<td class="org-left"><a href="#dry-run">dry run</a>, captions</td>
<td class="org-left">tech check, bio, support links (ex: Liberapay)?</td>
<td class="org-left">&#xa0;</td>
<td class="org-left">&#xa0;</td>
</tr>


<tr>
<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-11-20 Sun]</span></span></td>
<td class="org-left">captions</td>
<td class="org-left">checkin instructions</td>
<td class="org-left">&#xa0;</td>
<td class="org-left">&#xa0;</td>
</tr>


<tr>
<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-11-27 Sun]</span></span></td>
<td class="org-left">captions</td>
<td class="org-left">last weekend before EmacsConf</td>
<td class="org-left">&#xa0;</td>
<td class="org-left">watching</td>
</tr>
</tbody>
</table>


<a id="overall"></a>

# 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&rsquo;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!

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


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

<col  class="org-left" />

<col  class="org-left" />

<col  class="org-left" />
</colgroup>
<thead>
<tr>
<th scope="col" class="org-left">&#xa0;</th>
<th scope="col" class="org-left">Good</th>
<th scope="col" class="org-left">Better</th>
<th scope="col" class="org-left">Best</th>
</tr>
</thead>

<tbody>
<tr>
<td class="org-left"><a href="#sched-decision">schedule</a></td>
<td class="org-left">one track</td>
<td class="org-left"><b>DONE S: two tracks</b></td>
<td class="org-left">aligned times, full roster</td>
</tr>


<tr>
<td class="org-left">schedule view</td>
<td class="org-left">text table</td>
<td class="org-left">S: imagemap fallback</td>
<td class="org-left"><b>DONE S: interactive SVG</b></td>
</tr>


<tr>
<td class="org-left"><a href="#upload">upload</a></td>
<td class="org-left">FTP</td>
<td class="org-left"><b>B: web-based</b></td>
<td class="org-left">auto-encoded, preview (SReview?)</td>
</tr>


<tr>
<td class="org-left"><a href="#streaming">streaming</a></td>
<td class="org-left">ffmpeg from computer</td>
<td class="org-left"><b>DONE OBS</b></td>
<td class="org-left">?: OBS in cloud, switchable hosts</td>
</tr>


<tr>
<td class="org-left"><a href="#coordinate-volunteers">volunteer coordination</a></td>
<td class="org-left">ad-hoc</td>
<td class="org-left"><b>INPROGRESS playbook</b></td>
<td class="org-left">training meetings + recordings</td>
</tr>


<tr>
<td class="org-left"><a href="#prepare-prerec-process">prerec</a></td>
<td class="org-left">DONE play original with captions</td>
<td class="org-left">Z: normalize audio</td>
<td class="org-left"><b>S: post as soon as talk is live</b></td>
</tr>


<tr>
<td class="org-left">BBB rooms</td>
<td class="org-left">about 5 rooms that we cycle through</td>
<td class="org-left">&#xa0;</td>
<td class="org-left"><b>one room per speaker</b></td>
</tr>


<tr>
<td class="org-left">host</td>
<td class="org-left">no host, speaker reads pad</td>
<td class="org-left"><b>host reads pad</b></td>
<td class="org-left">host monitors IRC and helps with BBB as well</td>
</tr>


<tr>
<td class="org-left">BBB Q&amp;A</td>
<td class="org-left">none</td>
<td class="org-left"><b>DONE open to community</b></td>
<td class="org-left">moderated by speaker and host</td>
</tr>


<tr>
<td class="org-left"><a href="#write-viewing">watch page</a></td>
<td class="org-left">tracks</td>
<td class="org-left">+ IRC</td>
<td class="org-left"><b>S: DONE + talk info</b>, maybe even current/recent/next</td>
</tr>


<tr>
<td class="org-left"><a href="#etherpad">pad</a></td>
<td class="org-left">one pad for conf</td>
<td class="org-left">one pad per talk, wikimedia</td>
<td class="org-left"><b>S: DONE one pad per talk, self-hosted</b> so we can access API</td>
</tr>


<tr>
<td class="org-left"><a href="#irc">IRC</a></td>
<td class="org-left">#emacsconf, -org</td>
<td class="org-left"><b>#emacsconf, -gen, -dev, -org</b></td>
<td class="org-left">IRC volunteer copying to pads; maybe even IRC bots</td>
</tr>


<tr>
<td class="org-left"><a href="#irc-announce">IRC announcements</a></td>
<td class="org-left"><b>ERC commands</b></td>
<td class="org-left">timer-based</td>
<td class="org-left">&#xa0;</td>
</tr>


<tr>
<td class="org-left"><a href="#publishing-sched">sched update</a></td>
<td class="org-left"><b>S: publish at start</b></td>
<td class="org-left">update main sched</td>
<td class="org-left">update talk pages</td>
</tr>


<tr>
<td class="org-left"><a href="#publish-live">talk pages</a></td>
<td class="org-left">S: link to stream, pad, IRC</td>
<td class="org-left"><b>link to prerec when live</b></td>
<td class="org-left">embed stream, pad, IRC, prerec</td>
</tr>


<tr>
<td class="org-left"><a href="#other-streams">other streams</a></td>
<td class="org-left">480p</td>
<td class="org-left">+ Toobnix</td>
<td class="org-left"><b>S: + YouTube</b></td>
</tr>


<tr>
<td class="org-left"><a href="#video-platforms">other platforms</a></td>
<td class="org-left"><b>S: Toobnix &amp; YT after event</b></td>
<td class="org-left">&#xa0;</td>
<td class="org-left">S: Toobnix + YT when live</td>
</tr>


<tr>
<td class="org-left"><a href="#wiki-design">wiki</a></td>
<td class="org-left">plain text, markdown</td>
<td class="org-left"><b>sachac: some JS and CSS enrichment</b></td>
<td class="org-left">more JS and CSS, embeds, videoplayer</td>
</tr>


<tr>
<td class="org-left"><a href="#intro">intro and exit</a></td>
<td class="org-left"><b>generic static image</b></td>
<td class="org-left">per-talk image</td>
<td class="org-left">Emacs thing so we can display info, countdowns, IRC</td>
</tr>


<tr>
<td class="org-left"><a href="#ansible">ansible</a></td>
<td class="org-left">none</td>
<td class="org-left"><b>sachac: some automation</b></td>
<td class="org-left">comprehensive, can also work against containers</td>
</tr>
</tbody>
</table>


<a id="time-sensitive"></a>

# Time-sensitive

Ordered chronologically (and therefore by importance).

-   [Send program-published email for emacsconf-discuss](#announce-program):needsowner:timesensitive:email:
-   [Prepare email for nudging speakers to send prerec, and inform on upload workflow](#mail-upload):timesensitive:needsowner:


<a id="announce-program"></a>

## TODO Send program-published email for emacsconf-discuss     :needsowner:timesensitive:email:

Schedule is now available


### TODO 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&rsquo;m very excited to
announce the schedule for EmacsConf 2022 (Dec 3 and 4), available at:

<https://emacsconf.org/2022/talks>

All of the times listed on the schedule are in EST (UTC-5). You can
click on each talk&rsquo;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&rsquo;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&rsquo;ll post more details on how to watch
and participate.

You can subscribe to the emacsconf-discuss mailing list at
<https://lists.gnu.org/mailman/listinfo/emacsconf-discuss> to
be sure you&rsquo;ll get updates.

Want to help make EmacsConf even awesomer? Volunteer! 
<https://emacsconf.org/2022/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&rsquo;d in this message; thank you.


<a id="mail-upload"></a>

## BLOCKED Prepare email for nudging speakers to send prerec, and inform on upload workflow     :timesensitive:needsowner:

Blocked by [Figure out web-based file upload](#upload)


<a id="projects"></a>

# Projects and other long-running tasks

-   [Figure out web-based file upload](#upload):needsowner:bandali:ansible:
-   [Coordinate and help volunteers](#coordinate-volunteers):sachac:
-   [Prepare for prerecs](#prepare-prerec-process):zaeph:
-   [Plan Etherpad use and hosting](#etherpad):sachac:ansible:
-   [Update IRC instructions because of multiple tracks](#irc)
-   [Investigate streaming options, maybe OBS in the cloud](#streaming):corwin:
-   [Work on the OBS scenes](#obs-scenes):zaeph:corwin:
-   [Publish icals and pentabarf](#ical):sachac:
-   [Build up the ansible playbook](#ansible):sachac:opal:
-   [Make something to display between talks](#intro)
-   [Move scheduling and publishing code to Emacs on a VPS so that other people can help out](#publishing-sched):sachac:
-   [Create protocol for live Q&A](#live-protocol):zaeph:
-   [Set up BBB rooms and update conf.org](#create-bbb):sachac:
-   [Add nice-to-have stuff to prepare.md](#extra-prepare):zaeph:
-   [Find volunteers for tech-checks](#tech-checks):zaeph:
-   [Update viewing instructions and watch pages](#write-viewing):sachac:
-   [Make talk pages easy to update when the talk is live](#publish-live):sachac:
-   [Set up talks on Toobnix and YouTube](#video-platforms):sachac:
-   [Set up stream events on Toobnix and YouTube](#other-streams):sachac:
-   [Prepare to announce talks on IRC](#irc-announce)
-   [Ask speakers for bios or support nudges to include on their talk pages](#speaker-bio)
-   [Do a dry run](#dry-run)
-   [Figure out why ikiwiki is slow](#ikiwiki-regex):infra:wiki:
-   [Add category tags and possibly links between talks across 2022 and all previous years](#link-pages):needsowner:wiki:

Ordered by importance.


<a id="upload"></a>

## TODO Figure out web-based file upload     :needsowner:bandali: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: &ldquo;Since people kept running into ftp
problems, we might want to set up a web-frontend next year to minimise
problems.&rdquo;

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.

&ldquo;file drop&rdquo; 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&rsquo;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 <https://libreplanet.org/wiki/Video_upload_instructions>
    -   FOSSDEM uses Pentabarf to receive uploads  <https://archive.fosdem.org/2022/manuals/program/speaker/>
    -   DebConf uses SReview(?)
    -   FOSSGIS uses Seafile <https://vmx.cx/cgi-bin/blog/index.cgi/video-uploads-for-an-online-conference%3A2021-06-12%3Aen%2Cconference%2Cgeo>
-   Some options:
    -   <https://www.projectsend.org/>
    -   <https://github.com/pomf/pomf>
    -   <https://github.com/dutchcoders/transfer.sh/>
    -   <https://github.com/epoupon/fileshelter>
    -   <https://github.com/mickael-kerjean/filestash>
    -   <https://gitlab.com/mojo42/Jirafeau>
    -   <https://github.com/eikek/sharry>
    -   <https://github.com/YouTransfer/YouTransfer>
    -   <https://github.com/psi-4ward/psitransfer>
    -   NextCloud


### TODO Create 2022/upload.md with the same workflow as last year for a start


### BLOCKED Implement new workflow


### BLOCKED Notify speakers when the final solution is available


<a id="coordinate-volunteers"></a>

## TODO Coordinate and help volunteers     :sachac:

-   <../volunteer>
-   Figure out what information volunteers need in order to feel
    comfortable signing up for tasks. ex:
    <https://wiki.debian.org/DebConf/21/VideoVolunteering>
-   Encourage people to sign up for [Shifts](#shifts)


### TODO Write playbooks


#### TODO Host


#### BLOCKED Streamer

Blocked by [Investigate streaming options, maybe OBS in the cloud](#streaming)


#### DONE Check-in

<https://emacsconf.org/2022/volunteer/checkin/>


#### DONE IRC

<https://emacsconf.org/2022/volunteer/irc/>


#### DONE Pad

<https://emacsconf.org/2022/volunteer/pad/>


#### DONE Captions

<https://emacsconf.org/2022/volunteer/caption/>


### TODO Plan training session(s), Q&A availability, recordings


### BLOCKED Hold Q&A session with volunteers


<a id="prepare-prerec-process"></a>

## TODO Prepare for prerecs     :zaeph:


### INPROGRESS 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`).


### TODO Figure out workflow for handling submitted prerecs

We need time after the prerecs get submitted to:

-   convert the videos and check that they&rsquo;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)


<a id="etherpad"></a>

## 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 <https://2022.carpentrycon.org/>
    -   One pad per session: <https://meta.wikimedia.org/wiki/Arctic_Knot_Conference_2021/Program#Friday,_June_25th>
    -   [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&rsquo;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: <https://scale.etherpad.org/>
    -   assuming 3 concurrent authors, 100 lurkers per pad, 3 concurrent pads
    -   1 core, 4GB RAM, bandwidth Mb/s: 7.488
-   <https://mclear.co.uk/2021/09/08/deploying-etherpad-at-scale-in-one-minute/>
-   <https://github.com/ether/etherpad-load-test>

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&rsquo;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&rsquo;ll probably link to it shortly before the event, and we can also turn off the service until we&rsquo;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&rsquo;m not 100% sure due to the limitations of my load-testing
setup. I don&rsquo;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&rsquo;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


### TODO 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`


<a id="irc"></a>

## DONE Update IRC instructions because of multiple tracks

Added to watch pages


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

## TODO 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 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&rsquo;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? <https://unix.stackexchange.com/questions/664728/how-can-i-control-mpv-in-command-line>
-   Probably Linode&rsquo;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.

Resources:

-   <https://blog.wirelessmoves.com/2021/07/running-obs-studio-in-the-cloud.html>

-   Multiple users accessing X11
    -   Apache Guacamole
    -   <https://askubuntu.com/questions/817970/how-to-setup-multiple-simultaneous-access-to-x11vnc-session>
    -   <https://xpra.org/>


### TODO corwin: plan an approach to use a centralized OBS/nginix &ldquo;bouncer&rdquo;     :corwin:


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


### TODO corwin: recruit at least one more person to help operate the &ldquo;video bouncer&rdquo;     :corwin:


<a id="obs-scenes"></a>

## TODO 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="ical"></a>

## TODO Publish icals and pentabarf     :sachac:


<a id="ansible"></a>

## 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


### DONE Get ansible to run against a clean docker


### DONE Set up Etherpad with MySQL


<a id="intro"></a>

## BLOCKED Make something to display between talks

Goals:

-   Reassure people that they&rsquo;re in the right stream for the talk that they&rsquo;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

If it&rsquo;s static, this needs to wait for the decision on how we&rsquo;re going
to use Etherpad, or we should have friendly URLs redirect to the right
pads

-   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&rsquo;s Emacs =)
-   Even better than that: A compact view that can be overlaid on the Q&A session using OBS

See break commercials
<https://www.collabmagazine.com/organizing-a-multi-track-virtual-conference-with-microsoft-teams-live-events-a-technical-playbook-and-lessons-learned/>


<a id="publishing-sched"></a>

## 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&rsquo;s an Ansible playbook
    
    sachac&rsquo;s notes:
    <file:///home/sacha/code/docker/emacsconf-publish/>
-   probably good to set it up on front

It&rsquo;s now on front. 


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

## 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.


<a id="create-bbb"></a>

## TODO Set up BBB rooms and update conf.org     :sachac:


<a id="extra-prepare"></a>

## STANDBY Add nice-to-have stuff to prepare.md     :zaeph:

-   org-reveal config
-   SIL fonts choice


<a id="tech-checks"></a>

## INPROGRESS Find volunteers for tech-checks     :zaeph:


### DONE Add entry in 2022/volunteer.md


### INPROGRESS Write protocol for adding tech-checker volunteer

-   Invite volunteer to BBB (ask core organizers)
-   Update <prepare.md> with new tech-checker info
-   Coach tech-checker on the protocol


### INPROGRESS 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?


<a id="write-viewing"></a>

## DONE Update viewing instructions and watch pages     :sachac:

Extra stuff to consider adding:

-   Suggestions for mpv-filter to invert colourscape.

Also add to watch page

-   <https://emacsconf.org/2022/watch/>
-   <https://emacsconf.org/2022/watch/gen/>
-   <https://emacsconf.org/2022/watch/dev/>


### DONE Add Q&A distinction to SVG schedule


### TODO Make it easy to get to recent/current/next talk information while watching

Maybe links to the current shift&rsquo;s pads


### TODO Add pad to sched directive so that it will be linked when the pads are live


### TODO Update <https://live.emacsconf.org/> as well


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

## TODO Make talk pages easy to update when the talk is live     :sachac:


<a id="video-platforms"></a>

## BLOCKED Set up talks on Toobnix and YouTube     :sachac:

so that people can find the videos on other video platforms
waiting for prerecs


<a id="other-streams"></a>

## TODO Set up stream events on Toobnix and YouTube     :sachac:

so that people on other platforms can come across EmacsConf

    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


<a id="irc-announce"></a>

## TODO Prepare to announce talks on IRC

-   talks should be announced in their relevant track channel and in the main channel
    -   video starting in 5 minutes
    -   video starting now
    -   Q&A starting now & where
-   a small announcement might go into the other track as well
-   announcement can include talk page, pad, IRC nick, pronouns


<a id="speaker-bio"></a>

## TODO Ask speakers for bios or support nudges to include on their talk pages

maybe after we get the prerecs
ex: liberapay, patreon, anyone looking for a job, etc.


<a id="dry-run"></a>

## BLOCKED Do a dry run

-   Streams
    -   [ ] General stream
    -   [ ] Development stream
    -   [ ] 480p streams
    -   [ ] Toobnix streams
    -   [ ] YouTube streams
-   Scenes
    -   [ ] Intro
    -   [ ] Prerec
    -   [ ] Q&A: live
    -   [ ] Q&A: IRC
    -   [ ] Q&A: pad
-   [ ] IRC channels
    -   [ ] Announce
    -   [ ] Timers
    -   [ ] Question handling
-   [ ] Watching pages
    -   [ ] Before launch
    -   [ ] Streaming
    -   [ ] Emergency announcement
-   [ ] Pads
-   [ ] Wiki
    -   [ ] Schedule update
    -   [ ] Message on the schedule
    -   [ ] Prerec live
-   [ ] Wind everything down


<a id="ikiwiki-regex"></a>

## TODO Figure out why ikiwiki is slow     :infra:wiki:

complex regular expression issues?
should the captions be outside the wiki?


<a id="link-pages"></a>

## TODO Add category tags and possibly links between talks across 2022 and all previous years     :needsowner:wiki:

-   Prerequisite: Can edit wiki pages (<https://emacsconf.org/edit/>)
-   Goal: Make it easier for people to discover interesting related talks

-   List of talks for EmacsConf 2022:  <https://emacsconf.org/talks/>
-   List of talks: <https://emacsconf.org/talks/>
-   List of categories: <https://emacsconf.org/CategoryCategory/>
-   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`


<a id="maybe-projects"></a>

# Projects to bear in mind but which are not actual


## STANDBY 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:
<https://www.mail-archive.com/search?l=debconf-team@lists.debian.org&q=subject:%22Re%5C%3A+DebConf+21+Incident+Response%22&o=newest&f=1>


<a id="decisions"></a>

# Things to figure out / decisions to make

-   [How do we want to make the full schedule more manageable?](#sched-decision)
-   [How much do we want to enrich the wiki with JS?](#wiki-design)
-   [What ideas do we want to borrow from other conferences?](#other-confs)
-   [Do we want to make the ikiwiki web-editable?](#cgi)
-   [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)
-   [How many BBB rooms do we want to set up?](#bbb-rooms)
-   [How easy do we want to make it to join the BBB session?](#org4e17dc7)
-   [How do we want to name the BBB rooms?](#orgbba679d)
-   [Uh&#x2026; how should ikiwiki be set up?](#org2d4c8a8)
-   [Do we want people to advertise any openings with their companies or any work that they&rsquo;re looking for?](#advertising)
-   [Decision archive](#decision-archive)


<a id="sched-decision"></a>

## How do we want to make the full schedule more manageable?

updated by conf.org
![img](schedule.svg)

-   Green: no availability constraints
-   Red: invalid because of availability constraint
-   Dashed: IRC/pad Q&A, not live

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.

<https://emacsconf.org/2022/decisions/#schedule>

-   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

<span class="timestamp-wrapper"><span class="timestamp">[2022-10-04 Tue]</span></span>

-   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

<span class="timestamp-wrapper"><span class="timestamp">[2022-10-04 Tue]</span></span>

-   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.

<span class="timestamp-wrapper"><span class="timestamp">[2022-10-03 Mon]</span></span>

-   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


<a id="wiki-design"></a>

## 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?)


### BLOCKED ?: 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?


### BLOCKED ?: 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


### BLOCKED ?: Beautify video players     :js:css:

Might not be necessary.


<a id="other-confs"></a>

## What ideas do we want to borrow from other conferences?

-   FOSDEM had a conference track
    -   <https://archive.fosdem.org/2022/schedule/track/conference_organisation/>
-   DebConf
    -   Thorough documentation at <https://debconf-video-team.pages.debian.net/docs/>
    -   <https://debconf-video-team.pages.debian.net/docs/online_volunteer_roles.html>
    -   Ansible: <https://salsa.debian.org/debconf-video-team/ansible> , <https://debconf-video-team.pages.debian.net/ansible>
    -   SReview for cutting videos?
    -   <https://wiki.debian.org/Teams/DebConf/Video/Subtitles>
    -   Pentabarf <https://lists.debian.org/debconf-team/2008/08/msg00147.html>
    -   Schedule shows local time and DebConf time: <https://debconf21.debconf.org/schedule/>
-   LibrePlanet <https://libreplanet.org/2022/>
    
    -   libreadventure, minetest?
    
    -   <https://www.collabmagazine.com/organizing-a-multi-track-virtual-conference-with-microsoft-teams-live-events-a-technical-playbook-and-lessons-learned/> : 4-person team, post-prod, break commercials


<a id="cgi"></a>

## 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&rsquo;t had a problem with spam
    -   Reduces merge conflict potential


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

## 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


<a id="irc-markers"></a>

## 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&rsquo;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: &#x2026;)
    -   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


<a id="bbb-rooms"></a>

## 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


<a id="org4e17dc7"></a>

## How easy do we want to make it to join the BBB session?

Considerations:

-   It&rsquo;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&rsquo;s waiting when the host is ready.
    -   Changing it to turn the option off doesn&rsquo;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&rsquo;t make the user notification go ding.


<a id="orgbba679d"></a>

## 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)


<a id="org2d4c8a8"></a>

## Uh&#x2026; how should ikiwiki be set up?

-   remove the ikiwiki\_src clone from the ansible config

<https://ikiwiki.info/rcs/git/>
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&rsquo;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?
&#x2026; hah, maybe I forgot to push


<a id="advertising"></a>

## Do we want people to advertise any openings with their companies or any work that they&rsquo;re looking for?

-   Speakers on their page?
-   General audience on a wiki page somewhere?


<a id="decision-archive"></a>

## 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&rsquo;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&rsquo;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


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

# 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&rsquo;ll probably be glad to share the load.

Some roles are also described on the <https://emacsconf.org/2022/volunteer> 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&rsquo;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

-   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&rsquo;t checked in yet
    -   Check on speakers periodically so that they&rsquo;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&rsquo;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


<a id="shifts"></a>

### Shifts

<a name="shifts"></a>

AM: 9-12 PM EST, PM: 1-5 PM EST (plus a little extra for setup/transition)

Saturday Dec 3

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


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

<col  class="org-left" />

<col  class="org-left" />

<col  class="org-left" />

<col  class="org-left" />
</colgroup>
<tbody>
<tr>
<td class="org-left">&#xa0;</td>
<td class="org-left">Gen AM</td>
<td class="org-left">Gen PM</td>
<td class="org-left">Dev AM</td>
<td class="org-left">Dev PM</td>
</tr>


<tr>
<td class="org-left">Host</td>
<td class="org-left">zaeph</td>
<td class="org-left">zaeph</td>
<td class="org-left">bandali</td>
<td class="org-left">vetrivln</td>
</tr>


<tr>
<td class="org-left">Streamer</td>
<td class="org-left">zaeph</td>
<td class="org-left">zaeph</td>
<td class="org-left">bandali</td>
<td class="org-left">&#xa0;</td>
</tr>


<tr>
<td class="org-left">Check-in</td>
<td class="org-left">sachac</td>
<td class="org-left">FlowyCoder</td>
<td class="org-left">&#xa0;</td>
<td class="org-left">&#xa0;</td>
</tr>


<tr>
<td class="org-left">IRC</td>
<td class="org-left">sachac</td>
<td class="org-left">&#xa0;</td>
<td class="org-left">&#xa0;</td>
<td class="org-left">vetrivln</td>
</tr>


<tr>
<td class="org-left">Pad</td>
<td class="org-left">publicvoit</td>
<td class="org-left">publicvoit (until 4pm)</td>
<td class="org-left">&#xa0;</td>
<td class="org-left">&#xa0;</td>
</tr>
</tbody>
</table>

Sunday Dec 4

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


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

<col  class="org-left" />

<col  class="org-left" />

<col  class="org-left" />

<col  class="org-left" />
</colgroup>
<tbody>
<tr>
<td class="org-left">&#xa0;</td>
<td class="org-left">Gen AM</td>
<td class="org-left">Gen PM</td>
<td class="org-left">Dev AM</td>
<td class="org-left">Dev PM</td>
</tr>


<tr>
<td class="org-left">Host</td>
<td class="org-left">zaeph</td>
<td class="org-left">zaeph</td>
<td class="org-left">bandali</td>
<td class="org-left">vetrivln</td>
</tr>


<tr>
<td class="org-left">Streamer</td>
<td class="org-left">zaeph</td>
<td class="org-left">zaeph</td>
<td class="org-left">bandali</td>
<td class="org-left">&#xa0;</td>
</tr>


<tr>
<td class="org-left">Check-in</td>
<td class="org-left">sachac</td>
<td class="org-left">FlowyCoder</td>
<td class="org-left">&#xa0;</td>
<td class="org-left">&#xa0;</td>
</tr>


<tr>
<td class="org-left">IRC</td>
<td class="org-left">sachac</td>
<td class="org-left">&#xa0;</td>
<td class="org-left">&#xa0;</td>
<td class="org-left">vetrivln</td>
</tr>


<tr>
<td class="org-left">Pad</td>
<td class="org-left">publicvoit</td>
<td class="org-left">publicvoit (until 2pm)</td>
<td class="org-left">&#xa0;</td>
<td class="org-left">&#xa0;</td>
</tr>
</tbody>
</table>

Backups:

-   dev host/streamer: bandali
-   gen host/streamer: zaeph
-   checkin, IRC, pad: sachac

Interested in a shift? Please e-mail <mailto:emacsconf-org-private@gnu.org> and we&rsquo;ll help you figure out what you need to learn.


## After the conference

-   Video processor
    -   Extract live segments into videos
-   Captioner
    -   Add more captions
    -   Summarize Q&A
-   Publisher
    -   Post more information


<a id="other"></a>

# 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)


<a id="private-access"></a>

## Giving conf.org access to a new volunteer or fake user

This can only be done by the admins of the gitolite instance (bandali
and zaeph, prioritize zaeph). 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.


<a id="prerec-process"></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)


### 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


<a id="when-captioned"></a>

## When a talk is captioned

-   Combine captions with talk
-   Upload captions to YT and Toobnix
-   Prepare captions for wiki inclusion


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

## Other tasks before the conference

-   Coordinate volunteer schedules so all the roles are covered


### Test stream setup

[Stream](#other-streams)


### Set up MPV for captions


#### 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)


#### Font: Clear Sans

Links:

-   tar.gz with all fonts: [from zaeph&rsquo;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 .


<a id="during-conference"></a>

## 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 <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


#### 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


### 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&rsquo;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&rsquo;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&rsquo;ll be
    using for questions is at
    <https://etherpad.wikimedia.org/p/emacsconf-2021> . We&rsquo;ll collect
    questions from #emacsconf and put them there. If you&rsquo;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&rsquo;ll send you some private messages
    with instructions, so please check there. Let me know if you don&rsquo;t
    get them.
    -   Private messages:
        -   (erc-message &ldquo;PRIVMSG&rdquo; (format &ldquo;%s You can use this BBB room: %s . I&rsquo;ll join you there shortly to set up the room and do the last-minute tech check.&rdquo; nick room-url))
        -   (erc-message &ldquo;PRIVMSG&rdquo; (format &ldquo;%s The collaborative pad we&rsquo;ll be using for questions is at %s . We&rsquo;ll collect questions from #emacsconf and put them there. If you&rsquo;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.&rdquo; nick conf-collaborative-pad))
        -   (erc-message &ldquo;PRIVMSG&rdquo; (format &ldquo;%s Leo Vivier will join when it&rsquo;s time, and he will give you the go-ahead when it&rsquo;s time to present. See you in the BBB room!&rdquo; 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&rsquo;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&rsquo;s check-in steps

-   please leave webcam quality on &rsquo;medium&rsquo;
-   please read each audience question out loud before responding
-   please mute stream on your machine if you&rsquo;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&rsquo;s about a 1-2 minute delay.
        Ex: `(kill-new (conf-dump-get "alt" "10:24" "10:30" "qa_"))`
    -   When there&rsquo;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


### 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&rsquo;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&rsquo;s buffer time before the next talk, HOST can read out
        questions and answers, or transition to the next talk early
    -   HOST: It&rsquo;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&rsquo;ll
        forward the questions to the speaker and we&rsquo;ll post the speaker&rsquo;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


<a id="after-conference"></a>

## 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 <https://bbb.emacsverse.org/b/admins/recordings>

    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 <ids.txt

Resource explanation:

-   **slides\_new.xml:** Text chat
-   **webcams.webm:** Webcam as video stream, also has audio
-   **deskshare.xml:** start and stop time of desktop sharing, if any
-   **deskshare.webm:** Shared desktop as video
-   metadata.xml

Probably focus on grabbing the audio first and seeing what&rsquo;s worth keeping

    (defun emacsconf-extract-chat (slug speaker)
      (interactive (list
                    (emacsconf-complete-talk)
                    (completing-read "Speaker: "
                                     (seq-uniq
                                      (mapcar (lambda (node) (dom-attr node 'name))
                                              (dom-by-tag (xml-parse-region (point-min) (point-max)) 'chattimeline)))
                                     )))
      (let ((text
             (mapconcat (lambda (node)
                          (when (string= (dom-attr node 'target) "chat")
                            (let ((message
                                   (replace-regexp-in-string
                                    "\\(^[^ +]?\\): " ""
                                    (replace-regexp-in-string "<a href=\"\\(.+?\\)\" rel=\"nofollow\"><u>\\(.+?\\)</u></a>"
                                                              "<\\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

<table id="org5aef865" border="2" cellspacing="0" cellpadding="6" rules="groups" frame="hsides">


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

<col  class="org-left" />

<col  class="org-left" />

<col  class="org-left" />

<col  class="org-left" />

<col  class="org-left" />
</colgroup>
<tbody>
<tr>
<td class="org-left">Start</td>
<td class="org-left">End</td>
<td class="org-left">Slug</td>
<td class="org-left">Notes</td>
<td class="org-left">URL</td>
<td class="org-left">Timestamp</td>
</tr>
</tbody>
</table>

    (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:


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

## In case of


### Stuck wiki

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


### 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 &#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`


### 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&rsquo;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&rsquo;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


### 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&rsquo;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&rsquo;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&rsquo;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


### 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


### CRDT malfunctions

-   HOST notifies CHECK and tries reconnecting
-   [? still doesn&rsquo;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&rsquo;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&rsquo;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 &#x2013;vf=negate $url


<a id="archive"></a>

# 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&rsquo;s easier to write, record, and edit your voiceover, and then record the video to go along with it.&ldquo;
-   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&rsquo;s easier to write, record, and edit your voiceover, and then record the video to go along with it.&ldquo;
-   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&rsquo;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:

<https://wiki.debian.org/Teams/DebConf/Video/Subtitles>
<https://emacsconf.org/captioning>
That will help more people subtitle things


## DONE Write volunteer page     :sachac:

<https://emacsconf.org/2022/volunteer>


## 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.
    -   <https://css-tricks.com/building-a-conference-schedule-with-css-grid/>

-   With JS and grid CSS: <https://imgur.com/KNpGayp>
-   Fallback <https://imgur.com/HT9vX3o>

Draft:  <https://emacsconf.org/2022/draft-schedule/>


### 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 &ldquo;Confirming your confirmation, no reply needed to this one. Thank you!&rdquo;
-   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&rsquo;s ${year}/talks/{$slug}.md page to add the
    e-mail address as <mailto:person@example.com> 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&rsquo;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


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

## 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"))
         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"))
         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)
                               (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&rsquo;s the tentative schedule for when your EmacsConf talk${plural}
will be streamed. Your talk${plural} will be streamed once, but I&rsquo;ve
included a few timezone conversions for convenience.

---

${schedule}

---

${availability-note} You&rsquo;ll also have time for Q&A afterwards, which
can be as short or as long as you like. We&rsquo;ll send you more
information about how the Q&A will work as the conference gets closer.${wrap}

If you&rsquo;d like to see the other talks for context, you can check out
the draft schedule at <https://emacsconf.org/${year}/draft-schedule/> .
The times may move around a bit as we update the schedule, so I&rsquo;ll
check in with you if things change a lot. ${coordination-note} ${wrap}

We&rsquo;d like to publish the schedule this month, so we&rsquo;d love to hear
from you by **${reply-by}** if the times don&rsquo;t work for you. (We can shuffle
things around even after that date if something comes up.) Also, if
you think your talk${plural} would go better next to a different talk, please
let us know. ${timezone-note} Please keep emacsconf-submit@gnu.org in
To or Cc when replying. Thanks!${wrap}

Sacha


### Schedule change affecting dev

(Please ignore the previous update, I included the wrong times in the
e-mail. The web version&rsquo;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&rsquo;d
like to see the latest schedule for your talk, you can go to
<https://emacsconf.org/${year}/draft-schedule/> . 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


<a id="volunteer-2022-10-09"></a>

## 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&rsquo;re starting to gear up for EmacsConf 2022, and we would love to
figure out how to work with your skills, interests, and availability.
<https://emacsconf.org/2022/volunteer/> has some specific task ideas and
general roles.

<https://emacsconf.org/2022/organizers-notebook/#overall> 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&rsquo;s in the table, let me know.

Given the number of talks this year, we&rsquo;re going to try to see if we
can pull off two tracks. I&rsquo;ve posted a draft schedule at
<https://emacsconf.org/2022/draft-schedule/> 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&rsquo;ll figure out shifts once we&rsquo;ve sorted out the
processes and training info, but if you want to call dibs on
something, feel free.
<https://emacsconf.org/2022/organizers-notebook/#shifts>

Please let me know what kinds of things you&rsquo;d like to learn more about
or help out with!

Sacha Chua

(You&rsquo;re receiving this e-mail because you&rsquo;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&rsquo;s the weekly update on what&rsquo;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&rsquo;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&rsquo;ve
    posted the schedule at <https://emacsconf.org/2022/talks/> . We&rsquo;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:
    <https://emacsconf.org/2022/watch/> . The livestreams won&rsquo;t work yet
    and it would be nice to figure out something that can dynamically
    display info for recent/current/upcoming talks, but it&rsquo;s a start.

-   We set up a self-hosted Etherpad (ex:
    <https://pad.emacsconf.org/2022-journalism>) with an easy way to
    redirect to using Wikimedia in case we run into scaling issues. I&rsquo;ve
    added it to our Ansible playbook
    (git@git.emacsconf.org:pub/emacsconf-ansible) and I&rsquo;m looking
    forward to incorporating Ry P.&rsquo;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


<a id="comms"></a>

# 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&rsquo;ve got plenty of submissions and with any luck,
you&rsquo;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&rsquo;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&rsquo;s your chance to
raise any red flags or suggest ways to make things even better.
Thanks!

Sacha


<a id="acceptance"></a>

## 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 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&rsquo;ve accepted your EmacsConf proposal${plural} for ${titles}! Thanks
for volunteering to share what you&rsquo;re learning about. I know it takes
a fair bit of work to prepare a presentation, so I appreciate that
you&rsquo;re taking the time to show what&rsquo;s possible with Emacs and
encourage people to learn more.${wrap}

---

${talk-details-and-comments}

---

You&rsquo;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&rsquo;ve posted preparation tips at <https://emacsconf.org/${year}/prepare/> .
We&rsquo;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&rsquo;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&rsquo;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&rsquo;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}?${wrap}

${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: <https://chat.emacsconf.org/#/connect>).

Thank you so much!

Sacha Chua


## Future


<a id="ack-prerec"></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="approve-captions"></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&rsquo;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


### Speakers we haven&rsquo;t confirmed e-mail communications with

Hi, ${name}!

I think we haven&rsquo;t heard from you since we accepted your EmacsConf
${year} proposal for "${title}&ldquo;. EmacsConf coming up soon, so I wanted
to check in with you to see how you&rsquo;re doing.

Could you please e-mail us to let us know if you&rsquo;re still working on
your prerecorded video, if you&rsquo;re planning to present live, or if you
can&rsquo;t make it this year? No worries if other priorities have come up
and you don&rsquo;t have the time for a presentation.

If you&rsquo;ve been working on a presentation, fantastic! When you&rsquo;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&rsquo;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&rsquo;m
planning to shift the schedule around to give more time to confirmed
speakers for Q&A and possibly live demos. If I don&rsquo;t hear from you by
then (maybe an over-enthusiastic spam filter has been swallowing up
all our mail?), I&rsquo;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&rsquo;t think we have your prerecorded
video yet, so I&rsquo;m getting miiiildly stressed about the schedule. And
you&rsquo;re probably stressing out about it too, so let&rsquo;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&rsquo;m a little
worried about the potential for technical issues, since we&rsquo;ve had
problems with that in previous EmacsConfs. The tight schedule means
there&rsquo;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&rsquo;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&rsquo;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&rsquo;t make it, that&rsquo;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&rsquo;t hear from
you, we&rsquo;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


### 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&rsquo;
    -   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&rsquo; 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.


#### 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)))


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

Hello, ${name}!

We&rsquo;re looking forward to having you join us at EmacsConf!

We&rsquo;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&rsquo;s
our emergency contact information:

${emergency}

Looking forward to seeing you soon!

Sacha


#### 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&rsquo;re
looking forward to collecting questions and forwarding them to you by
e-mail after the conference. We&rsquo;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&rsquo;ll let people know
you&rsquo;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


### 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.


### 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&rsquo;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&rsquo;ve added the questions and comments that we&rsquo;ve collected from
IRC/BBB/Etherpad. ${qa-note}

We&rsquo;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&rsquo;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&rsquo;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&rsquo;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&rsquo;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&rsquo;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&rsquo;d on this message.  Thank you.


<a id="code"></a>

# 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!")


## 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


<a id="lessons"></a>

# 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 <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&rsquo;t feel like they&rsquo;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 &ldquo;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?&rdquo;
-   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


## 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)