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# Table of Contents

-   [Cadence](#cadence)
-   [Overall priorities](#overall)
-   [Projects and other long-running tasks](#projects)
-   [Ideas for next year](#maybe-projects):nextyear:
-   [Things to figure out / decisions to make](#decisions)
-   [Roles needed](#roles)
-   [Infrastructure notes](#infra)
-   [Other tasks and processes](#other)
-   [In case of](#exceptions)
-   [Task archive](#archive)
-   [Communications](#comms)
-   [Supporting code](#code)
-   [Lessons learned](#lessons)

Projects and tasks:

-   [Look for ways to reduce risk](#derisk)
-   [Make checkin and Q&A process slide](#qa):sachac:
-   [Caption talks and make chapter headings](#caption)
-   [Prepare intros for the hosts to read](#host-intros):sachac:
-   [Review the submissions for encoding issues](#review-submissions):zaeph:
-   [Plan in-case-of-emergency schedule for dropping back to one track after Saturday morning](#one-track):sachac:derisk:
-   [Create protocol for live Q&A](#live-protocol):zaeph:
-   [Update viewing instructions and watch pages](#write-viewing):sachac:
-   [Prepare to handle talk state changes](#publish-live):sachac:publish:
-   [Set up stream events on Toobnix and YouTube](#other-streams):sachac:stream:
-   [Set up talks on Toobnix and YouTube](#video-platforms):sachac:yt:toobnix:
-   [Do another run](#dry-run)
-   [Turn off file upload service on media.emacsconf.org](#upload-off):sachac:infra:
-   [Review notebook for tasks, priorities, and scheduling](#review)
-   [Use Mumble for backchannel coordination and also on-stage](#mumble)
-   [Satellite events](#satellite)
-   [Volunteer update](#volunteer-2022-11-14)
-   [Make a linear hyperlist for managing EmacsConf](#hyperlist):sachac:
-   [Record intro/outro for day-1 and day-2](#rec-intro):zaeph:
-   [Add category tags and possibly links between talks across 2022 and all previous years](#link-pages):quiliro:wiki:
-   [JS/CSS enhancement](#watch-css):emacsconf:
-   [Build up the ansible playbook](#ansible):sachac:opal:
-   [Consider breakout rooms for lunch break](#breakouts)
-   [Work on the OBS scenes](#obs-scenes):zaeph:corwin:sachac:
-   [Plan Etherpad use and hosting](#etherpad):sachac:ansible:

Schedule by status: (gray: waiting, light yellow: processing, yellow: to assign, light green: captioning, green: captioned and ready) - Updated by conf.org and the wiki repository

![img](schedule.svg)


<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">Week ending</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="#overall">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>, <a href="#write-viewing">watch pages</a></td>
<td class="org-left"><a href="#mail-upload">file upload instructions</a>, backstage</td>
<td class="org-left"><a href="#volunteer-2022-10-23">training</a></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="#streaming">OBS in the cloud</a></td>
<td class="org-left">&#xa0;</td>
<td class="org-left">caption kickoff</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="#intro">intro, exit</a>, <a href="#dry-run">dry run</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">&#xa0;</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">captions</td>
<td class="org-left">tech check, bio, support links (ex: Liberapay)?</td>
<td class="org-left"><a href="#shifts">shifts</a></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 and schedule updates</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="#conforg">conf.org management</a></td>
<td class="org-left">on sachac&rsquo;s laptop</td>
<td class="org-left">S: on res.emacsconf.org</td>
<td class="org-left"><b>DONE S/Z: other people know how to work with it</b></td>
</tr>


<tr>
<td class="org-left"><a href="#prepare-prerec-process">prerec</a></td>
<td class="org-left">convert to webm</td>
<td class="org-left">normalize audio</td>
<td class="org-left"><b><a href="#mastering">DONE Z: reduce noise</a></b></td>
</tr>


<tr>
<td class="org-left"><a href="#publish-live">talk pages</a></td>
<td class="org-left">DONE S: link to stream, pad, IRC</td>
<td class="org-left"><b>S: 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="#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"><a href="#upload">upload</a></td>
<td class="org-left">FTP</td>
<td class="org-left"><b>DONE S: 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">OBS</td>
<td class="org-left"><b>DONE: OBS in cloud, switchable hosts</b></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="#coordinate-volunteers">volunteer coordination</a></td>
<td class="org-left">ad-hoc</td>
<td class="org-left"><b>DONE playbook</b></td>
<td class="org-left">training meetings + recordings</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>DONE S: 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">BBB Q&amp;A start</td>
<td class="org-left">awkward silence while waiting</td>
<td class="org-left"><b>speaker can demo a little</b></td>
<td class="org-left">host has prepared questions just in case no one shows up</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>DONE S: + 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>DONE S: 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>DONE #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">ERC commands</td>
<td class="org-left"><b>DONE S: hook-based</b></td>
<td class="org-left">timer-based</td>
</tr>


<tr>
<td class="org-left"><a href="#publishing-sched">sched update</a></td>
<td class="org-left"><b>DONE 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="#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">schedule view</td>
<td class="org-left">text table</td>
<td class="org-left">imagemap fallback</td>
<td class="org-left"><b>DONE S: interactive SVG</b></td>
</tr>


<tr>
<td class="org-left"><a href="#caption-workflow">caption workflow</a></td>
<td class="org-left">YT autosubs</td>
<td class="org-left">Whisper autosubs</td>
<td class="org-left"><b>DONE: Whisper + more granular timestamps</b></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>DONE S: 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="#ansible">ansible</a></td>
<td class="org-left">none</td>
<td class="org-left"><b>DONE S: some automation</b></td>
<td class="org-left">comprehensive, can also work against containers</td>
</tr>


<tr>
<td class="org-left"><a href="#intro">intro and exit</a></td>
<td class="org-left"><b>DONE: slide on screen, host on Mumble</b></td>
<td class="org-left">per-talk video, recorded voiceover</td>
<td class="org-left">Emacs thing so we can display info, countdowns, IRC</td>
</tr>
</tbody>
</table>


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

# Projects and other long-running tasks

-   [Look for ways to reduce risk](#derisk)
-   [Make checkin and Q&A process slide](#qa):sachac:
-   [Caption talks and make chapter headings](#caption)
-   [Prepare intros for the hosts to read](#host-intros):sachac:
-   [Review the submissions for encoding issues](#review-submissions):zaeph:
-   [Plan in-case-of-emergency schedule for dropping back to one track after Saturday morning](#one-track):sachac:derisk:
-   [Create protocol for live Q&A](#live-protocol):zaeph:
-   [Update viewing instructions and watch pages](#write-viewing):sachac:
-   [Prepare to handle talk state changes](#publish-live):sachac:publish:
-   [Set up stream events on Toobnix and YouTube](#other-streams):sachac:stream:
-   [Set up talks on Toobnix and YouTube](#video-platforms):sachac:yt:toobnix:
-   [Do another run](#dry-run)
-   [Turn off file upload service on media.emacsconf.org](#upload-off):sachac:infra:
-   [Review notebook for tasks, priorities, and scheduling](#review)
-   [Use Mumble for backchannel coordination and also on-stage](#mumble)
-   [Satellite events](#satellite)
-   [Volunteer update](#volunteer-2022-11-14)
-   [Make a linear hyperlist for managing EmacsConf](#hyperlist):sachac:
-   [Record intro/outro for day-1 and day-2](#rec-intro):zaeph:
-   [Add category tags and possibly links between talks across 2022 and all previous years](#link-pages):quiliro:wiki:
-   [JS/CSS enhancement](#watch-css):emacsconf:
-   [Build up the ansible playbook](#ansible):sachac:opal:
-   [Consider breakout rooms for lunch break](#breakouts)
-   [Work on the OBS scenes](#obs-scenes):zaeph:corwin:sachac:
-   [Plan Etherpad use and hosting](#etherpad):sachac:ansible:


<a id="derisk"></a>

## Look for ways to reduce risk

<https://pad.emacsconf.org/premortem>


### DONE Make copyable version of bbb redirect     :derisk:


### DONE Make sure all the important tasks are scheduled over the next two weeks

    (defun emacsconf-prep-agenda ()
      (interactive)
      (let* ((notebook (expand-file-name "index.org" (expand-file-name "organizers-notebook" (expand-file-name emacsconf-year emacsconf-directory))))
             (org-agenda-custom-commands
             `(("a" "Agenda"
                ((tags-todo "-PRIORITY=\"C\"-SCHEDULED={.}-nextyear"
                            ((org-agenda-files (list ,notebook))))
                 (agenda ""
                         ((org-agenda-files (list ,notebook))
                          (org-agenda-span 7)))
                 )))))
          (org-agenda nil "a")))


<a id="qa"></a>

## TODO Make checkin and Q&A process slide     :sachac:

Low-priority because people were able to manage fine last year


### Slides


#### Check-in checklist

-   Setup:
    -   Speaker can be heard
    -   Speaker can hear others
    -   Screen sharing: (optional)
        -   Window or screen can be shared
        -   Text is readable
    -   Webcam sharing (optional)
-   OK to do other things until the prerec ends
-   People will add questions to the pad or IRC channel
-   Host and streamer will join after prerec ends and give you the signal when you&rsquo;re good to go
-   Please close any tabs or apps watching the stream when your Q&A
    starts (otherwise the audio is confusing)
-   It can take some time for people to think of questions, or you might
    have a quiet Q&A. Please feel free to demo other things you couldn&rsquo;t
    fit in your talk, or start with questions people might be thinking
    about.
-   We&rsquo;ll let you know when the stream is going to move on to the next
    talk. Even after the streamer switches over to the next talk, you
    can still stay and chat here for as long as you like. When you&rsquo;re
    done, you can wrap up and leave.


#### Q&A slide

Notes for participants:

-   Please stay muted until it&rsquo;s your turn.
-   To raise your hand:
    
    1.  Open the participant list. If it&rsquo;s hidden, use the person icon in the top left.
    2.  Click on your name.
    3.  Click on **Set Status** - **Raise**.
    
    You can lower your hand by clicking on your name nad choosing **Clear Status**.
-   Headphone or earphones can help avoid audio feedback.
-   If performance is slow, please keep your webcam off.
-   The recording of this session will be posted on the talk page. We&rsquo;ll
    also copy questions, answers, and notes from the text chat.
    Everything will be shared under the Creative Commons
    Attribution-ShareAlike 4.0 License.
-   If you can, please add questions, answers, and notes to the
    Etherpad. The URL for the Etherpad is also on the talk page.
-   Please follow emacsconf.org/conduct guidelines.
-   If something should be omitted from the recording, put a NOTE in the
    chat and explain what the organizers should do.

Notes for the speaker:

-   You can answer questions in whatever order you want.
-   You can skip questions or take your time to think about them.
-   Please read the questions out loud before answering. This makes it
    easier to save the questions and answers afterwards.
-   We&rsquo;ll let you know when the stream is going to move on to the next
    talk. Even after the streamer switches over to the next talk, you
    can still stay and chat here for as long as you like. When you&rsquo;re
    done, you can wrap up and leave.


<a id="caption"></a>

## Caption talks and make chapter headings


### SOMEDAY Copy chapter headings for mail talk     :emacsconf:captions:


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

## Prepare intros for the hosts to read     :sachac:

<https://pad.emacsconf.org/intros>
also in :INTRO\_NOTE: in conf.org so that we can plop it into the hyperlists. 


### TODO Write intros for all the other talks


### DONE Set up Etherpad with the talks and see if we can involve the speakers and captioning volunteers     :sachac:


<a id="review-submissions"></a>

## TODO Review the submissions for encoding issues     :zaeph:

so that we don&rsquo;t get surprised by missing or corrupted videos


<a id="one-track"></a>

## Plan in-case-of-emergency schedule for dropping back to one track after Saturday morning     :sachac:derisk:

We might be able to do it on a modular basis (Saturday afternoon, Sunday morning, or Sunday afternoon).
We need a quick way to notify the affected speakers, and we should give them a heads-up as well.
We also need a quick way to update the schedule.


### STARTED Update conf.org and the wiki based on the selected emergency schedule


### DONE Give speakers a heads-up regarding schedule tweaks and the potential for bigger schedule changes


### TODO Draft the code for mailing all the affected speakers


### Saturday afternoon

-   ![img](emergency-back-to-one-sat-pm.svg)


### Sunday morning

-   ![img](emergency-back-to-one-sun-am.svg)


### Sunday afternoon

-   ![img](emergency-back-to-one-sun-pm.svg)


### TODO Get the emergency schedule sorted out so that we can easily switch to it

It needs to be applied


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

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

Extra stuff to consider adding:

-   Suggestions for mpv-filter to invert colourscape.

Also add to watch page

-   <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


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

Maybe links to the current shift&rsquo;s pads


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


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

Ansible or Emacs Lisp? Emacs Lisp
control the status too

also 2022/ and 2022/watch

M-x emacsconf-stream-update-status-page


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

## TODO Prepare to handle talk state changes     :sachac:publish:


### Talk states

-   **WAITING\_FOR\_PREREC(p):** waiting for the speaker to upload. Use this
    to nudge people weekly after the deadline, keeping PREREC\_INFO in
    mind for speakers who have told us they&rsquo;ll need extra time.
-   **TO\_PROCESS(a):** talk has been uploaded. zaeph will rename it,
    process it using ffmpeg/audacity, and then put it in
    media.emacsconf.org/2022/backstage along with any related files.
    -   VIDEO\_FILE
    -   VIDEO\_FILE\_SIZE
    -   VIDEO\_DURATION
-   **TO\_AUTOCAP(y):** sachac will prepare automated captions for easier editing
    -   YOUTUBE\_URL
    -   TOOBNIX\_URL
-   **TO\_ASSIGN(a):** captioning volunteers can call dibs on this talk by
    e-mailing sacha@sachachua.com. talk will be listed on media.emacsconf.org/2022/backstage/index.html
-   **TO\_CAPTION(c):** captioning is in progress.
    -   CAPTIONER property is set to the volunteer.
-   **TO\_STREAM(s):** talk is captioned and ready to play. Transcript directives are prepared so that the talk can be published with the transcript when it streams.
-   **PLAYING(m):** talk is being streamed live; announce in IRC and publish prerec and other resources on talk page
-   **CLOSED\_Q(q):** host is doing closed Q&A session with speaker; announce Q&A in IRC, friendly BBB page should refresh with waiting message
-   **OPEN\_Q(o):** host is doing open Q&A session with speaker, friendly BBB page should redirect to BBB; update IRC and Etherpad
-   **UNSTREAMED\_Q(u):** Q&A session with speaker continues off the stream because another talk has started playing; list on current page
-   **TO\_ARCHIVE:** Q&A session has ended; update talk page and current page. At some point, archive the pad and IRC onto the talk page.
-   **TO\_EXTRACT:** Extract the recording from the Q&A room
    -   QA\_YOUTUBE
    -   QA\_TOOBNIX
-   **TO\_FOLLOW\_UP:** Send questions to the speaker for follow-up
-   **DONE(x):** all done, yay!
-   **CANCELLED(!):** maybe next time

Other things that aren&rsquo;t tracked by todo status:

-   **CHECK\_IN: t:** once the speaker has been checked into the BBB room or IRC


### TODO Check process for posting prerecs to the talk page and media directory as soon as the talk is live     :sachac:

Move to public directory and create a link from the backstage directory
Update the wiki page


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

### DONE Prepare to announce talks on IRC

emacsconf-erc.el in the emacsconf-el repo

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


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

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

so that people on other platforms can come across EmacsConf


### DONE Write the restreaming shell scripts


### DONE Create the events and save the keys     :sachac:

[Other platforms](file:///home/sacha/proj/emacsconf/private/conf.md)

$1 is of the form rtmp://&#x2026;/stream\_key

    MOUNT=$1
    while true; do ffmpeg -loglevel 24 -i http://localhost:8000/main.webm -cluster_size_limit 2M -cluster_time_limit 5100 -b:v 1M -crf 30 -g 125 -deadline good -threads 4 -vcodec libx264 -acodec libmp3lame -f flv $MOUNT; done

Creating the events

-   YouTube: Create - Go Live - Schedule Stream - Streaming Software
-   Toobnix: Publish - Go live
    -   max live is 5 hours


##### EmacsConf 2022 - General track

This is for the general track of EmacsConf, the conference about the joy of Emacs and Emacs Lisp.

Schedule:
Saturday Dec 3, 2022, 9 AM - 12 PM EST, 1 PM - 5 PM EST
Sunday Dec 4, 2022, 9 AM - 12 PM EST, 1 PM - 5 PM EST

Watch using free/open source software: <https://live.emacsconf.org/2022/watch/gen/>
Conference info: <https://emacsconf.org/2022/>
Schedule: <https://emacsconf.org/2022/talks/>
Chat on #emacsconf-dev via <https://chat.emacsconf.org> or irc.libera.chat
Etherpad: <https://pad.emacsconf.org/2022>

Videos are shared under the terms of the Creative Commons Attribution-ShareAlike 4.0
International (CC BY-SA 4.0) license. Please observe the guidelines for conduct: <https://emacsconf.org/conduct/>


##### EmacsConf 2022 - Development track

This is for the development track of EmacsConf, the conference about the joy of Emacs and Emacs Lisp.

Schedule:
Saturday Dec 3, 2022, 9 AM - 12 PM EST, 1 PM - 5 PM EST
Sunday Dec 4, 2022, 9 AM - 12 PM EST, 1 PM - 5 PM EST

Watch using free/open source software: <https://live.emacsconf.org/2022/watch/dev/>
Conference info: <https://emacsconf.org/2022/>
Schedule: <https://emacsconf.org/2022/talks/>
Chat on #emacsconf-dev via <https://chat.emacsconf.org> or irc.libera.chat
Etherpad: <https://pad.emacsconf.org/2022>

Videos are shared under the terms of the Creative Commons Attribution-ShareAlike 4.0
International (CC BY-SA 4.0) license. Please observe the guidelines for conduct: <https://emacsconf.org/conduct/>


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

## TODO Set up talks on Toobnix and YouTube     :sachac:yt:toobnix:

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


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

## TODO Do another run

Summary:

-   bandali will stream from his computer; confirmed can stream to dev
-   corwin will probably connect to gen by VNC; confirmed can connect to VNC and click around, need to become more familiar with setup after trip
-   sachac will be backup streamer if bandali or corwin are unavailable

Goals: 

-   Good: Streamers are set up to broadcast from their own OBS if needed (could be a backup plan, could be the main plan)
-   Better: Streamers can connect to the VNC session for their track, manage OBS, start videos (with overlays), and browse the Q&A links
-   Best: Streamers can connect via emacsclient in orga@res.emacsconf.org, manage the task status, and have everything working

Agenda:

-   Get familiar with the setup
-   Consider whether we want to prioritize local OBS (more screen real estate) or stream OBS (easier swapping, can be controlled remotely)
-   Consider whether we want mumble to be able to quickly add audio; how do we want to set it up scene-wise?


### Checklist for later dry run

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

Later on

-   [ ] Toobnix stream
-   [ ] YouTube stream


### Create test

gst-launch-1.0 compositor name=mix sink\_1::xpos=1180 sink\_1::ypos=470 ! videoconvert ! autovideosink filesrc location=community-title.svg ! rsvgdec ! imagefreeze num\_buffers=100 ! mix. videotestsrc ! video/x-raw,width=400,height=300 ! mix. audiotestsrc freq ! autoaudiosink

gst-launch-1.0 compositor name=mix sink\_1::xpos=1200 sink\_1::ypos=600 ! videoconvert ! autovideosink \\
filesrc location=community-title.svg ! rsvgdec ! imagefreeze num\_buffers=100 ! mix. \\
filesrc location=background.opus ! oggdemux ! opusdec ! audioconvert ! audioresample ! mix.
videotestsrc ! video/x-raw,width=400,height=300,framerate=25/1 num\_buffers=(25 \* (4 \* 60 + 5)) ! mix.

gst-launch-1.0 webmmux name=mux ! filesink location=community.webm \\
compositor name=mix sink\_1::xpos=1200 sink\_1::ypos=600 ! videoconvert ! vp8enc ! queue ! mux.video\_0 \\
filesrc location=community-title.svg ! rsvgdec ! imagefreeze num\_buffers=2450 ! mix. \\
filesrc location=background.opus ! oggdemux ! opusdec ! audioconvert ! audioresample ! vorbisenc ! queue ! mux.audio\_0 \\
videotestsrc num\_buffers=2450 ! video/x-raw,width=400,height=300,framerate=10/1 ! mix.

1251,/home/sacha/proj/emacsconf/private/assets/titles% find -name community-title.svg -exec inkscape &#x2013;export-type=png &#x2013;export-width=1280 &#x2013;export-height=720 &#x2013;export-background-opacity=0 {} \\;


### DONE Do mini dry run


#### DONE Revisit OBS and streaming setup to prepare for the dry run next weekend


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

## TODO Turn off file upload service on media.emacsconf.org     :sachac:infra:

so that nginx can have more memory and we don&rsquo;t risk slowdowns


<a id="review"></a>

## DONE Review notebook for tasks, priorities, and scheduling


<a id="mumble"></a>

## Use Mumble for backchannel coordination and also on-stage

<span class="timestamp-wrapper"><span class="timestamp">[2022-11-19 Sat] </span></span> sachac: Confirmed that you can join the emacsconf-dev or emacsconf-gen channel if you have access, and you can speak on air in just that channel


### DONE Update the Mumble setup     :bandali:

-   [X] Add emacsconf-gen and emacsconf-dev channels
-   [X] Give the emacsconf-gen and emacsconf-dev users access to them
-   [X] Give the other organizers access to emacsconf-gen, emacsconf-dev, and org-private
-   [X] Get emacsconf-gen and -dev to join the right channels


### DONE E-mail volunteers and help them get on Mumble     :bandali:


#### Template

We plan to use Mumble as a virtual walkie-talkie during the conference
so that we can quickly talk to each other as needed. It can also be a
way for us to add our audio to the streams. Please set up your system
as follows:

1.  Install a Mumble client on the device you want to use to connect to
    the voice channel. It can be your computer or phone. You can choose
    the username that you would like to log in with.
2.  Create and backup your certificate. (This is part of the wizard for
    the desktop client, and it might be automatic on a phone client.)
3.  Connect to mumble.emacsconf.org with your desired username.
4.  Register your account on the server using the `Self > Register`
    command. This reserves your username using your certificate and
    allows me to add you to ACLs.
5.  Let me know (sachac on #emacsconf-org in IRC or
    sacha@sachachua.com) when you&rsquo;ve registered so that I can add you
    to the access control lists for the private channels. If I&rsquo;m around
    on mumble (sachac), you can say hi to me there and confirm that
    it&rsquo;s working.

You can enter a channel by double-clicking on it. (On Mumla for
Android, entering a channel is instead done by clicking on the arrow
to the right of the channel.) Then your audio will go to that channel,
and you can hear audio from that channel. We can use the
`emacsconf-gen` and `emacsconf-dev` channels to speak on air, and we
can use the `backstage` channel for coordination.

Looking forward to hearing from you!

Sacha


### DONE Generate certificates, add them to conf.org, and register the users     :sachac:


### DONE Set up Mumble and bring the volunteers on board

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


<colgroup>
<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">Emailed</th>
<th scope="col" class="org-left">Onboarded</th>
</tr>
</thead>

<tbody>
<tr>
<td class="org-left">FlowyCoder</td>
<td class="org-left">X</td>
<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-11-19 Sat] </span></span> access granted, briefed</td>
</tr>


<tr>
<td class="org-left">jman</td>
<td class="org-left">X</td>
<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-11-21 Mon] </span></span> access granted, briefed</td>
</tr>


<tr>
<td class="org-left">vetrivln</td>
<td class="org-left">X</td>
<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-11-19 Sat] </span></span> access granted, briefed</td>
</tr>
</tbody>
</table>


### TODO set up Mumble channels for host-dev and host-gen?

zaeph wants to make it easy to talk to the host without distracting them all the time


### DONE add dry-run check of whispering to hosts


<a id="satellite"></a>

## Satellite events


### Zurich


#### DONE Link to satellite events on the wiki     :bandali:

<https://200ok.ch/posts/2022-11-01_emacsconf__with_a_new_physical_venue.html>

on the watch page


#### DONE announce on the emacsconf-discuss mailing list     :bandali:


<a id="volunteer-2022-11-14"></a>

## Volunteer update

-   talk banners, akshay


<a id="hyperlist"></a>

## Make a linear hyperlist for managing EmacsConf     :sachac:

Goal:

-   Volunteers should be able to coordinate everything by stepping through a linear list of things to do
-   The hyperlist will primarily live on orga@res.emacsconf.org and be accessed through emacsclient. (Maybe sat.org and sun.org)
-   Volunteers should be able to take breaks as needed

-   9:05 Journalism
    -   [ ] Check ${name} into <span class="underline">BBB room</span>
    -   [X] [Start talk]((emacsconf-update-talk-status "journalism" "." "PLAYING"))
    -   [X] [Start closed Q&A]((emacsconf-update-talk-status "journalism" "." "CLOSED_Q"))
    -   [ ] [Open Q&A]((emacsconf-update-talk-status "journalism" "." "OPEN_Q"))
    -   [ ] [Mark Q&A as unstreamed]((emacsconf-update-talk-status "journalism" "." "UNSTREAMED_Q"))
    -   [ ] [Finish talk]((emacsconf-update-talk-status "journalism" "." "TO_ARCHIVE"))
-   9:40 Handwritten
    -   [ ] [Start talk]((emacsconf-update-talk-status "handwritten" "." "PLAYING"))
    -   [ ] [Start closed Q&A]((emacsconf-update-talk-status "handwritten" "." "CLOSED_Q"))
    -   [ ] [Open Q&A]((emacsconf-update-talk-status "handwritten" "." "OPEN_Q"))
    -   [ ] [Mark Q&A as unstreamed]((emacsconf-update-talk-status "handwritten" "." "UNSTREAMED_Q"))
    -   [ ] [Finish talk]((emacsconf-update-talk-status "handwritten" "." "TO_ARCHIVE"))

See sat.org and sun.org in the conf private repo

Try them in an Etherpad

<https://media.emacsconf.org/2022/backstage/index-gen.html>
<https://media.emacsconf.org/2022/backstage/index-dev.html>
<https://media.emacsconf.org/2022/backstage/hyperlists/>

[How do we want to coordinate during the conference itself?](#coordination)


### DONE Try writing it to an Etherpad


### TODO Revisit the hyperlists to make sure they make sense


### DONE Add intro notes and specific talk notes to the hyperlist


### TODO Make a hyperlist for checking people in for easier copying and pasting


### TODO Send FlowyCoder hyperlist for checking people in

[Use Mumble for backchannel coordination and also on-stage](file:///home/sacha/proj/emacsconf/wiki/2022/organizers-notebook/index.md)


### DONE Make backstage redirects for pad and qa so that hosts and streamers can have an easier time

ex:
<https://media.emacsconf.org/2022/backstage/current/pad/journalism>
<https://media.emacsconf.org/2022/backstage/current/room/journalism>

Pattern:
<https://media.emacsconf.org/2022/backstage/current/slug/pad>
<https://media.emacsconf.org/2022/backstage/current/slug/room>
<https://media.emacsconf.org/2022/backstage/current/pad/slug>
<https://media.emacsconf.org/2022/backstage/current/room/slug>


### TODO Regenerate hyperlist if sched changes


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

## TODO Record intro/outro for day-1 and day-2     :zaeph:

-   Opening remarks
    -   Schedule overview
    -   How to participate

-   Closing remarks Sat
    -   Thanks
    -   Come back tomorrow
-   Closing remarks Sun
    -   Thanks
    -


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

## TODO Add category tags and possibly links between talks across 2022 and all previous years     :quiliro: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="watch-css"></a>

## TODO JS/CSS enhancement     :emacsconf:


### TODO Add start and end attributes to the brief stuff for possible JS/CSS


<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 restreamers on live0

[Set up stream events on Toobnix and YouTube](#other-streams)


### DONE icecast on live0

(find-file &ldquo;/ssh:live|sudo::/etc/icecast2/icecast.xml&rdquo;)


#### DONE Set up watch/gen-480p


### DONE publishing environment


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


### DONE Set up Etherpad with MySQL


<a id="breakouts"></a>

## SOMEDAY Consider breakout rooms for lunch break


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

## INPROGRESS Work on the OBS scenes     :zaeph:corwin:sachac:

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


<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


### DONE Link to pad from talk page


### DONE Add links to general conference pad

for collecting feedback


### TODO Prototype shift pads for easier scrolling

if we can get the anchor plugin


### DONE Be able to fall back to wikimedia if necessary, maybe with nginx redirects


### DONE Export pad initial content HTML to make it easier to reimport into wikimedia or elsewhere

`emacsconf-pad-export-initial-content-for-all-talks`


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

# Ideas for next year     :nextyear:


## SOMEDAY <https://www.reddit.com/r/i3wm/comments/b1hgxm/i3wm_over_vnc_with_dual_monitors/?utm_source=share&utm_medium=android_app&utm_name=androidcss&utm_term=2&utm_content=share_button> might be interesting to have dual monitors next year


## SOMEDAY Suggest public submissions next time

would it be interesting to see if other people can build on what&rsquo;s submitted?


## SOMEDAY Match /names with speakers, maybe make a page with people currently online


## SOMEDAY EmacsWiki: Erc Robot

<https://www.emacswiki.org/emacs/ErcRobot>

After I get ikiwiki sorted out, I can use Erc to control it so that I can test it a lot before letting it mess with the real thing

Goals:
Update schedule
Publish prerec when talk is playing


## TODO Consider making a bot to support announcing, updating, publishing, who&rsquo;s here, announcing when speakers are here

<https://salsa.debian.org/rhonda/schedulebot>

-   announces:
    -   $talk will start in $min minutes
    -   $talk has just begun
    -   $talk has just finished
-   seen


## SOMEDAY indentation - CSS - successive indenting of siblings after headings - Stack Overflow

<https://stackoverflow.com/questions/31872535/css-successive-indenting-of-siblings-after-headings>


## SOMEDAY html - Indent everything after h1, h2, etc. before the next, one, while stacking the indents, with CSS - Stack Overflow

<https://stackoverflow.com/questions/69711847/indent-everything-after-h1-h2-etc-before-the-next-one-while-stacking-the-in>


## Video


### SOMEDAY infrastructure/source-recording.sh at master · FOSDEM/infrastructure

<https://github.com/FOSDEM/infrastructure/blob/master/ansible/playbooks/roles/video-bbb/files/scripts/source-recording.sh>


### SOMEDAY c3voc/voctomix - Docker Image | Docker Hub

<https://hub.docker.com/r/c3voc/voctomix/>


### SOMEDAY DebConf video team / vogol · GitLab

<https://salsa.debian.org/debconf-video-team/vogol>


### SOMEDAY roles/vogol · master · DebConf video team / ansible · GitLab web interface for voctomix

<https://salsa.debian.org/debconf-video-team/ansible/-/tree/master/roles/vogol>


### SOMEDAY CarlFK/veyepar: Video Eyeball Processor and Review

<https://github.com/CarlFK/veyepar>


### SOMEDAY timvideos/streaming-system: Tim Video&rsquo;s - Live Streaming for user groups and other events.

<https://github.com/timvideos/streaming-system>


### SOMEDAY <no title> — DebConf Videoteam Ansible documentation

<https://debconf-video-team.pages.debian.net/ansible/ansible_roles/etherpad.html>


### SOMEDAY DebConf video team / ansible · GitLab

<https://salsa.debian.org/debconf-video-team/ansible>


## SOMEDAY handprint · PyPI

<https://pypi.org/project/handprint/>
That might be interesting for reviewing text recognition output


## TODO Update websocket


## TODO Idea for next year: save talk details in an org note so that I can easily send e-mails comparing previous with current

<file:///home/sacha/proj/emacsconf/wiki/2022/speakers.md>


## DONE 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


### SOMEDAY virtual-conf-resources/foss-north.md at master · e8johan/virtual-conf-resources

<https://github.com/e8johan/virtual-conf-resources/blob/master/foss-north.md>


### SOMEDAY e8johan/virtual-conf-resources: Resources for virtual conferences

<https://github.com/e8johan/virtual-conf-resources>


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

# Things to figure out / decisions to make

-   [How do we want to coordinate during the conference itself?](#coordination)
-   [How do we want to make the full schedule more manageable?](#sched-decision)
-   [Do we want to skip the closed Q&A and go straight to open?](#org4978bd8)
-   [How much do we want to enrich the wiki with JS?](#wiki-design)
-   [How do we want to make better use of Etherpad?](#pad-decision)
-   [Can we nudge people to ask IRC questions in a way that will make it easier for us to follow them?](#irc-markers)
-   [Do we want people to advertise any openings with their companies or any work that they&rsquo;re looking for?](#advertising)
-   [Decision archive](#decision-archive)
-   [Think about what to do with schedule gaps due to cancelled talks](#schedule-gaps):thoughts:


<a id="coordination"></a>

## How do we want to coordinate during the conference itself?

-   Considerations:
    -   Good to have something that the hosts and streamers can walk through step by step
    -   Do we want the check-in volunteer to also keep something
    -   Announcing and publishing are easier if the task states are updated

-   Mumble for walkie-talkie communications?
    -   Can we keep it off the stream more reliably, but still be able to choose to put it on the stream?
        -   We can keep it in the combined sink and then manually go to that
            channel in our clients when we want to talk on stream
    -   Should we have a Gen channel and a Dev channel so that we can choose to speak into ?
-   Checklist
    -   Etherpad
        -   All the volunteers can access it easily
        -   Tasks can be updated through SSH commands
    -   conf.org
        -   Run Emacs commands directly from it
        -   A little trickier in terms of access


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

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

Host role:

-   Give the speaker a heads-up before their Q&A session begins
-   If needed, read the questions from the pad to the speaker (Many speakers are comfortable reading the pad on their own.)
-   Give the speaker time warnings before the end of their Q&A session on the stream. Interested participants can continue

Streamer role:

-   Switch between playing the prerec and joining the Q&A session
-   Adjust audio volume at the beginning of the Q&A session
-   (optional) Switch scene layouts to focus on different things

Shifts will be Sat AM, Sat PM, Sun AM, or Sun PM per track. People can take multiple shifts.

<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="org4978bd8"></a>

## Do we want to skip the closed Q&A and go straight to open?

-   Closed: Less moderation needed in the beginning
-   Open: less coordination needed (since the host doesn&rsquo;t have to either tell me that it&rsquo;s okay to open it up or change the task status themselves), and people are generally good at meeting etiquette


<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? chapter markers?) - <https://github.com/sampotts/plyr> for video?


### SOMEDAY ?: Figure out JS and CSS niceties that will make organizers-notebook more enjoyable to browse through     :css:js:

-   TODO/DONE/etc. keyword highlighting?
-   Collapsible sections?


### SOMEDAY ?: Find a way to add JS libraries to the wiki but shield them from anon editing     :js:

gitolite should have some options to do this


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

Might not be necessary.


<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="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


### DONE How many BBB rooms do we want to set up?

-   One per talk
    -   We can send speakers a direct link to their room and they can check into it themselves
    -   Needs a little more work when setting up rooms and when extracting videos
    -   Easier for the host to join
    -   Check-in person can just keep an ear open in that room
-   Five or so, rotating among them
    -   Check-in person directs the speaker to the next available room
    -   Worked fine last time


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

Considerations:

-   It&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.

Change talk status to OPEN\_Q or UNSTREAMED\_Q, and change to TO\_ARCHIVE when done.
M-x emacsconf-publish-bbb-redirect to update the redirect for a single talk
M-x emacsconf-publish-bbb-redirect-all updates all the redirects


#### DONE Add nginx redirect from emacsconf.org

/ssh:front|sudo::/etc/nginx/sites-available/emacsconf.org


### DONE How do we want to name the BBB rooms?

Needs to be easy to:

-   share all the BBB rooms for a particular shift with the check-in volunteer
-   start the BBB rooms for the morning
-   match up the recordings with the talks afterwards
-   find the BBB room for a talk or speaker
-   remove all the BBB rooms for the year

ec22-sat-am-dev Speaker Name (slugs)


### SOMEDAY Do we want to make the ikiwiki web-editable?

Pain points:

-   Speakers usually ended up going through us

Options:

-   Web-editable:
    -   Speakers and general public will be able to edit it more easily
-   Git: (current)
    -   Haven&rsquo;t had a problem with spam
    -   Reduces merge conflict potential


<a id="schedule-gaps"></a>

## SOMEDAY Think about what to do with schedule gaps due to cancelled talks     :thoughts:

-   if the previous Q&A is still going, we can stream that one
-   if there are no previous Q&As running, options:
    -   just leave it on the in-between slide: no extra effort required
    -   host a breakout room in [ec22-open](https://media.emacsconf.org/current/bbb-open.html): gives people someplaco to go, might lead to interesting conversatinos
-   big gaps: consider:
    -   substitute talk
    -   rearrange conference schedule
    -   just show the IRC
    -   replay talks from previous years


### SOMEDAY Consider fillers covering conference stuff     :thoughts:


<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

-   Copy to backstage as &#x2013;original.webm and &#x2013;main.webm using M-x emacsconf-upload-copy-from-json
-   Copy to res /data/emacsconf/2022
-   Start /data/emacsconf/2022/process-captions.py if it&rsquo;s not already running
-   Use ~zaeph/scripts/reencode.sh on the file as well

-   Video processor (zaeph)
    -   Standardize and compress uploaded videos
-   Caption lead (sachac)
    -   Prepare videos and starting captions for captioning volunteers
-   Captioner
    -   Edit automatically-generated captions to correct misrecognized words
    -   Nice to have: Break up the captions in better places so that subtitles are neither too long nor too short
    -   Perk: Get access to prerecorded videos
-   Quality checker
    -   Doublecheck videos for potential encoding issues or compression artifacts that get in the way of viewing
    -   Doublecheck captions
-   Tech checker
    -   Help speakers check that their system works well with BBB for live Q&A


## During the conference

-   Streamer (STREAM)
    -   Download prerecorded videos
    -   Send the combined stream to Icecast for broadcasting
-   Director (DIR: corwin) - possibly same as streamer
    -   Switch scenes, manage audio volumes as needed
    -   Provide timekeeping information to host (especially go-live countdowns)
-   Host (HOST: zaeph)
    -   Introduce talks and speakers
    -   Read questions
    -   Give time warnings
    -   Thank speakers and transition to next talk
-   Timekeeper - possibly same as host
    -   Manage time based on all available information (prerecs durations, speakers not showing up, etc.)
-   Check in (CHECK)
    -   Notice speakers checking into IRC
    -   Get them into the correct room and help them doublecheck their audio and video quality
    -   Troubleshoot as needed
    -   Notify host about next room to join
    -   Follow up with speakers who haven&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 id="org974fe92" 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" />

<col  class="org-left" />
</colgroup>
<thead>
<tr>
<th scope="col" class="org-left">&#xa0;</th>
<th scope="col" class="org-left">Host</th>
<th scope="col" class="org-left">Streamer</th>
<th scope="col" class="org-left">Checkin</th>
<th scope="col" class="org-left">IRC</th>
<th scope="col" class="org-left">Pad</th>
<th scope="col" class="org-left">Coord</th>
</tr>
</thead>

<tbody>
<tr>
<td class="org-left">Gen AM</td>
<td class="org-left">zaeph</td>
<td class="org-left">corwin</td>
<td class="org-left">sachac</td>
<td class="org-left">sachac</td>
<td class="org-left">publicvoit</td>
<td class="org-left">sachac</td>
</tr>


<tr>
<td class="org-left">Gen PM</td>
<td class="org-left">zaeph</td>
<td class="org-left">corwin</td>
<td class="org-left">FlowyCoder</td>
<td class="org-left">dto</td>
<td class="org-left">publicvoit</td>
<td class="org-left">sachac</td>
</tr>


<tr>
<td class="org-left">Dev AM</td>
<td class="org-left">bandali</td>
<td class="org-left">bandali</td>
<td class="org-left">sachac</td>
<td class="org-left">dto</td>
<td class="org-left">&#xa0;</td>
<td class="org-left">sachac</td>
</tr>


<tr>
<td class="org-left">Dev PM</td>
<td class="org-left">vetrivln</td>
<td class="org-left">bandali</td>
<td class="org-left">FlowyCoder</td>
<td class="org-left">vetrivln</td>
<td class="org-left">&#xa0;</td>
<td class="org-left">sachac</td>
</tr>
</tbody>
</table>

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

Sunday Dec 4

<table id="orgedda767" 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" />

<col  class="org-left" />
</colgroup>
<thead>
<tr>
<th scope="col" class="org-left">&#xa0;</th>
<th scope="col" class="org-left">Host</th>
<th scope="col" class="org-left">Streamer</th>
<th scope="col" class="org-left">Checkin</th>
<th scope="col" class="org-left">IRC</th>
<th scope="col" class="org-left">Pad</th>
<th scope="col" class="org-left">Coord</th>
</tr>
</thead>

<tbody>
<tr>
<td class="org-left">Gen AM</td>
<td class="org-left">zaeph</td>
<td class="org-left">corwin</td>
<td class="org-left">sachac</td>
<td class="org-left">sachac</td>
<td class="org-left">publicvoit</td>
<td class="org-left">sachac</td>
</tr>


<tr>
<td class="org-left">Gen PM</td>
<td class="org-left">zaeph</td>
<td class="org-left">jman</td>
<td class="org-left">FlowyCoder</td>
<td class="org-left">dto</td>
<td class="org-left">publicvoit</td>
<td class="org-left">sachac</td>
</tr>


<tr>
<td class="org-left">Dev AM</td>
<td class="org-left">bandali</td>
<td class="org-left">bandali</td>
<td class="org-left">sachac</td>
<td class="org-left">dto</td>
<td class="org-left">&#xa0;</td>
<td class="org-left">sachac</td>
</tr>


<tr>
<td class="org-left">Dev PM</td>
<td class="org-left">vetrivln</td>
<td class="org-left">bandali</td>
<td class="org-left">FlowyCoder</td>
<td class="org-left">vetrivln</td>
<td class="org-left">&#xa0;</td>
<td class="org-left">sachac</td>
</tr>
</tbody>
</table>

Backups:

-   dev host/streamer: bandali, sachac
-   gen host/streamer: zaeph, sachac
-   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.

    `(setq emacsconf-shifts
           (list
           ,@(apply #'append
                   (mapcar
                    (lambda (day)
                      (let ((headers (mapcar (lambda (field) (intern (concat ":" (downcase field))))
                                             (cdr (car (cadr day))))))
                        (mapcar
                         (lambda (row)
                              (apply #'append
                                     (list 'list :id
                                           (when (string-match "^\\([^ ]+\\) \\(AM\\|PM\\)" (car row))
                                             (format "%s-%s-%s"
                                                     (car day)
                                                     (downcase (match-string 2 (car row)))
                                                     (downcase (match-string 1 (car row)))))
                                           :track
                                           (if (string-match "^Gen" (car row)) "General" "Development")
                                           :start
                                           (format "%sT%s:00:00%s"
                                                   (elt day 2)
                                                   (if (string-match "AM" (car row)) "08" "13")
                                                   emacsconf-timezone-offset)
                                           :end
                                           (format "%sT%s:00:00%s"
                                                   (elt day 2)
                                                   (if (string-match "AM" (car row)) "12" "18")
                                                   emacsconf-timezone-offset))
                                     (seq-map-indexed
                                      (lambda (value index)
                                        (unless (string= value "")
                                          (list (elt headers index) value)))
                                      (cdr row))))
                            (cdr (cadr day)))
                          ))
                    (list
                     (list "sat" sat "2022-12-03")
                     (list "sun" sun "2022-12-04"))))))


## After the conference

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


<a id="infra"></a>

# Infrastructure notes


## 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


## Backstage


### File suffixes, and what they correspond to

Per categories, earlier suffixes come earlier in the process.

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


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

<col  class="org-left" />
</colgroup>
<thead>
<tr>
<th scope="col" class="org-left">Suffix</th>
<th scope="col" class="org-left">Description</th>
</tr>
</thead>

<tbody>
<tr>
<td class="org-left">VIDEO</td>
<td class="org-left">&#xa0;</td>
</tr>


<tr>
<td class="org-left">&#x2013;original.EXT</td>
<td class="org-left">File as submitted by speaker</td>
</tr>


<tr>
<td class="org-left">&#x2013;reencoded.webm</td>
<td class="org-left">Reencode via ffmpeg incantation</td>
</tr>


<tr>
<td class="org-left">&#x2013;final.webm</td>
<td class="org-left">Broadcast-ready reencode with normalized audio</td>
</tr>
</tbody>

<tbody>
<tr>
<td class="org-left">AUDIO</td>
<td class="org-left">&#xa0;</td>
</tr>


<tr>
<td class="org-left">&#x2013;original.EXT</td>
<td class="org-left">Extracted audio track from speaker upload; used for speech-recognition</td>
</tr>


<tr>
<td class="org-left">&#x2013;normalized.opus</td>
<td class="org-left">Normalized audio track</td>
</tr>
</tbody>

<tbody>
<tr>
<td class="org-left">SUBTITLES</td>
<td class="org-left">&#xa0;</td>
</tr>


<tr>
<td class="org-left">&#x2013;?(incomplete-)transcript</td>
<td class="org-left">Transcript provided by speaker</td>
</tr>


<tr>
<td class="org-left">&#x2013;main.EXT</td>
<td class="org-left">Broadcast-ready reencode; different formats for different uses</td>
</tr>
</tbody>
</table>


<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)


<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 (zaeph,
or bandali as a backup). This is because the changes need to be made
in the gitolite-admin repo that can only be accessed by admins. In a
pinch, people with access to the \`orga\` user on front0 can manually
add themselves to the list of admins and manually rebuild the
instance.

Regular process:

-   Get public key from volunteer,
-   Add key under `./key/dir/`,
-   Update permissions on `./conf/gitolite.conf`,
-   Push to origin.


<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


### sachac

-   download to local cache
    ~/proj/emacsconf/private/sync-cache
-   upload to YouTube in case we can get autogenerated subtitles from there
    <https://studio.youtube.com/channel/UCwuyodzTl_KdEKNuJmeo99A/videos/upload?filter=%5B%5D&sort=%7B%22columnType%22%3A%22date%22%2C%22sortOrder%22%3A%22DESCENDING%22%7D>
-   upload to res:~/2022/captions
-   caption.sh
-   sync-cache to copy the vtt
-   emacsconf-make-backstage-index
-   send confirmation e-mail


### Confirmation e-mail


#### DONE Make sure all submissions have been acknowledged

-   [X] sibi
-   [X] vidianos
-   [X] bhavin
-   [X] gopar
-   [X] bala
-   [X] andrea
-   [X] andrew
-   [X] zachary for asmblox (reception confirmed by zaeph, and no problem
    with video)
-   [X] ramin (ack’d by zaeph)
-   [X] abin (meain, ack’d by zaeph)


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

#### Acknowledge pre-rec submission

    (defun emacsconf-mail-acknowledge-submission (talk &optional template)
      (interactive (list (emacsconf-complete-talk-info)))
      (save-window-excursion
        (emacsconf-with-talk-heading (plist-get talk :slug)
          (emacsconf-cache-video-data talk)
          (when (string= (plist-get talk :status) "WAITING_FOR_PREREC")
            (org-todo "TO_PROCESS"))))
      (emacsconf-publish-backstage-index)
      (emacsconf-mail-prepare
       (or template (emacsconf-mail-merge-get-template "ack-prerec"))
       (plist-get talk :email)
       (list
       :backstage "https://media.emacsconf.org/2022/backstage/"
       :backstage-user "emacsconf"
       :backstage-password emacsconf-backstage-password
       :time (plist-get talk :time)
       :title (plist-get talk :title)
       :email (plist-get talk :email)
       :minutes (plist-get talk :video-time)
       :speakers-short (plist-get talk :speakers-short)
       :url (concat emacsconf-base-url (plist-get talk :url))
       :year emacsconf-year)))


#### Template

Hi, ${speakers-short}!

Just a quick note to let you know that I&rsquo;ve downloaded your submission
for &ldquo;${title}&rdquo;. We&rsquo;ve added your submission to the backstage area at
${backstage} (username: ${backstage-user}, password:
${backstage-password}), and we&rsquo;ll post the files on your talk page
when the talk is public. A quick check shows that your video is about
${minutes} minutes long (${time} minutes budgeted).

We&rsquo;ll be working on captioning it over the next few weeks. We&rsquo;ll
e-mail again a little closer to the conference with schedule updates
and other useful information. If you want to upload a new version, you
can upload it the same way you did the previous one.

Please feel free to e-mail us at emacsconf-submit@gnu.org if you need
help updating the talk wiki page at ${url} or if you have other
questions.

Thank you so much for all the work you put into preparing a talk for
EmacsConf ${year}, and thank you for submitting the prerecorded video
before the conference!

Sacha Chua


<a id="mastering"></a>

### Mastering the prerec’s audio-track

Mastering is the process of preparing an audio-track for a purpose.  For
us, the purpose is quite simple: maximize the intelligibility of the
speaker and minimize the noise.

We can get great results with Audacity for the vast majority of
audio-tracks.  Sometimes, however, some audio-tracks have intractable
noise-profile that require the use of model-based denoising filters that
can applied with ffmpeg.

We’ll start with the average Audacity workflow, and we’ll move on to the
model-based filters after.


#### Audacity workflow

When we process a prerec, we extract the audio of the original upload
and add it to the backstage. You should be able to find it under the
name &#x2013;original.$audio\_format or &#x2013;main.$audio\_format. If it’s not
there, it’s easy to extract the audio from the original video, but
we’d prefer if you warned core-organizers about it because it’s not
normal.

We’ve simplified the process down to these steps:

1.  Open the audio file in Audacity.
    
    You might want to increase the size of the waveform by pulling on the
    bottom of the bottom of the track.
    
    [audacity-demo-noise-reduction.webm](https://media.emacsconf.org/misc/audacity-demo-noise-reduction.webm)

2.  Find a moment of quiet in the video, and select it.
    
    We ask our speakers to include 5 seconds of quiet at the beginning or
    end of their prerecs, but even if they don’t, it’s relatively.

3.  Effects → Noise Reduction → Get Noise Profile

4.  Select → All

5.  Effects → Noise Reduction → OK
    
    You can select a spoken portion of the track before applying the
    effect and preview it to test your settings.  The default are usually
    enough (Noise reduction (dB): 12, Sensitivity: 6.00, Frequency smoothing
    (bands): 3).
    
    [audacity-demo-noise-reduction.webm](https://media.emacsconf.org/misc/audacity-demo-noise-reduction.webm)

6.  Tools → Apply Macro → Alpha
    
    Before you can apply the Alpha macro, you need to save its content to
    disk and import it via Tools → Macro Manager → Import.

    Reverb:Delay="20" DryGain="5" HfDamping="99" Reverberance="15" RoomSize="70" StereoWidth="25" ToneHigh="0" ToneLow="100" WetGain="-13" WetOnly="0"
    Amplify:Ratio="1"
    FilterCurve:f0="79.621641" f1="101.02321" FilterLength="8191" InterpolateLin="0" InterpolationMethod="B-spline" v0="5.9148936" v1="0.042552948"
    Normalize:ApplyGain="1" PeakLevel="-3" RemoveDcOffset="1" StereoIndependent="1"
    Compressor:AttackTime="0.1" NoiseFloor="-50" Normalize="1" Ratio="2" ReleaseTime="1" Threshold="-30" UsePeak="0"

1.  Export → Export Audio… → Opus Files (.opus format)
    
    Use the following settings:
    
    [audacity-export-settings.png](https://media.emacsconf.org/misc/audacity-export-settings.png)
    
    > Bit Rate: 64 kbps
    > VBR Mode: On
    > Compression: 10
    > Application: Audio
    > Frame Duration: 20 ms
    > Cutoff: Disabled


#### Model-based denoising filter

If you can’t manage to get a good result with Audacity, chances are it’s
because there’s too much noise in the video, even after profile-based
denoising.  This usually happens when the noise-pattern of an
audio-track evolves over the video, or if has an aperiodic quality.  For
those, we’re going to need a bigger boat.

Model-based denoising means using an AI-generated model to remove the
audio frequencies that are usually associated to noise and preserve
those that aren’t.  A different context (e.g. noisy room with statics,
noisy room with people chatting, etc.) means a different model; for us,
this means a model that minimizes background noise and maximizes clear
voices (the speakers’).

This is the model we’ve been using:

[audio-denoiser-model-mp.rnnn](https://media.emacsconf.org/misc/audio-denoiser-model-mp.rnnn) (download link)

Source: [rnnoise-models](https://github.com/GregorR/rnnoise-models), Model: [marathon-prescription](https://raw.githubusercontent.com/GregorR/rnnoise-models/master/marathon-prescription-2018-08-29/mp.rnnn)

You should always apply the filter on the original’s audio, as opposed
to an Audacity-processed audio.  This is to ensure that we have the most
information about the signal, which means we can have gather the most
information about the noise-profile.

Following is the ffmpeg incantation to use to apply the filter-model.
Make sure to modify the `DENOISER` variable and adapt input/output.

    DENOISER="/path/to/audio-denoiser-model-mp.rnnn"
    input="original.opus"
    output="denoised.opus"
    ffmpeg -i "$input" -af "arnndn=m=$DENOISER" "$output"

There’s no need to customize the libopus export information; the default
is more than enough for human-speech.

When you’re done with this step, you can then process the outputted
audio-track with Audacity, skipping the denoising steps (1 to 5).


#### Questions?

If you’ve got any question on the process, you canget in touch with me (zaeph)!


<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


### TODO Update ansible configuration     :sachac:

in prod-vars.yml

media\_protect\_root: true
icecast\_save\_dump: false

Clean up the media root

then

ansible-playbook -i inventory.yml prod-playbook.yml &#x2013;tags media,stream


### Test stream setup

[Stream](#other-streams)


<a id="mpv-captions"></a>

### Set up MPV for captions

mpv.conf profile tips are now at <https://emacsconf.org/mpv/> .


#### Suggested 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


#### TODO Make sure VTTs only get published when they&rsquo;re edited


##### publishing


##### webm


##### media directory


#### DONE Fix mapconcat error in updating task status


#### TODO Add intros to wiki pages


### 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="org4812264" 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

-   [Common broadcast (gen and dev)](#common)
-   [Stuck wiki](#ikiwiki-stuck)
-   [Cancelled talk](#cancelled)
-   [Last-minute prerecording submission](#last-minute-prerec)
-   [Last-minute caption update](#last-minute-captions)
-   [Speaker has not checked in](#missing)
-   [Speaker does not have a prerec and has not checked in](#really-missing)
-   [Pad malfunction or mess-up](#pad-broken)
-   [Conduct guidelines issue](#conduct)
-   [CHECK is unavailable](#check-gone)
-   [HOST is unavailable](#host-gone)
-   [Technical issues during a live presentation](#live-issues)
-   [Big technical issues with streaming](#stream-issues)
-   [live0 can&rsquo;t handle the load or is close to network transfer limit](#network)
-   [People have a hard time seeing dark-mode presentations (or light-mode)](#dark-mode)
-   [Schedule update](#update-sched)
-   [New talk](#new-talk)
-   [In case we need to do things manually because the task status hooks don&rsquo;t work](#manual)
-   [Alternate stream volunteer wants to stream](#alternate)


<a id="common"></a>

## Common broadcast (gen and dev)

Options:

-   mpv <https://live.emacsconf.org/emacsconf/gen.webm>
-   mpv the same video
-   join the BBB room


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

## Stuck wiki

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


<a id="cancelled"></a>

## Cancelled talk

1.  Update conf.org to mark the talk as cancelled.
2.  Update the `schedule-choices` block to fix the time for the following talk, or recalculate all the schedules. Check for any validation errors in the `:results:` block.
3.  When you&rsquo;re happy with the schedule, run the `draft-schedule` block.
4.  Update the talk page to add CANCELLED to the title.
5.  Publish the wiki and doublecheck it.
    -   Talk gone from the schedule?
    -   Talk listed among the cancelled talks?
    -   Talk page has cancelled info?
6.  Remove the talk from the [one-track emergency schedule](#one-track)


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

## Last-minute prerecording submission

-   COORD will copy it from the FTP upload server to orga@res.emacsconf.org:~/stream -p 46668 and name it appropriately.
-   COORD will notify STREAM with the scp command and the mpv command so that STREAM can choose.


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

## Last-minute caption update

-   CHECK uploads the &#x2013;main.vtt file to orga@res.emacsconf.org:~/stream -p 46668
-   If streaming locally, STREAM copies the VTT file and loads it into MPV with `--sub-file`


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

## Speaker has not checked in

-   Let the previous talk run a little longer for Q&A; end at least in time for the prerec
-   After the previous Q&A wraps up, play the prerec
-   [? still not around after prerec finishes]
    -   HOST: Speaker might be having some difficulty connecting, but we&rsquo;ll collect your questions on the pad and send them afterwards.
    -   Show the questions and discussion, invite people into the Q&A to talk about the talk. They can share their experiences and comments.


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

## Speaker does not have a prerec and has not checked in

-   Let the previous talk do extended Q&A
-   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


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

## Pad malfunction or mess-up

-   PAD resets the pad using the time slider
-   [? still not recovered]
    -   PAD reimports the pad from backup


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

## Conduct guidelines issue

-   [? IRC]: IRC operator addresses it with a reminder and/or a kick or a ban
-   [? not resolved, or onscreen]
    -   HOST addresses it (on-camera if needed) with a reminder and/or a kick or a ban


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

## CHECK is unavailable

-   COORD or STREAM does check-ins
-   HOST refers to the shift pad for Q&A preference etc.
-   STREAM checks ~/stream for prerec filenames etc.
-   Dropped goals:
    -   Publishing recordings ASAP
    -   Updating schedule/wiki on the fly


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

## HOST is unavailable

-   STREAM will do the hosting.


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

## Technical issues during a live presentation

-   HOST tries to contact the speaker
-   [? back on track]
    -   [? can be squeezed into remaining time]: Continue
    -   [? need extra time]: CHECK fiddles with buffer of following talks in conf.org and updates schedule
    -   [? need too much extra time (ex: 10min)]: HOST acknowledges
        technical issues and says we may be able to follow up after the
        conference
-   [? can&rsquo;t resume]: HOST acknowledges technical issues and says we may
    be able to follow up after the conference


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

## Big technical issues with streaming

-   HOST notifies #emacsconf and #emacsconf-org and adds a note at the top of the ${pad}.
-   HOST updates the 2021.md wiki page
-   CHECK publishes prerecordings
    -   media.emacsconf.org
    -   wiki
    -   Toobnix
    -   Peertube
-   STREAM e-mails the mailing list


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

## live0 can&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
    -   Consider dropping the restream to Toobnix (lower audience?) or to Youtube
    -   Add additional node to Linode account for shared transfer pool (TODO: doublecheck)


<a id="dark-mode"></a>

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

mpv &#x2013;vf=negate $url


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

## Schedule update

-   Test the new schedule using the blocks near the beginning of conf.org
-   emacsconf-publish-update-schedule
-   E-mail affected speakers - see emacsconf-mail-schedule-update function


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

## New talk

-   Create entry in conf.org
-   Fit it into the schedule using the emacsconf-schedule-plan variable
-   When happy, execute the draft-schedule block to update the SCHEDULED properties
-   emacsconf-generate-talk-page
-   emacsconf-update-schedule
-   emacsconf
-   emacsconf-stream-generate-assets-for-talk


<a id="manual"></a>

## In case we need to do things manually because the task status hooks don&rsquo;t work

export SLUG=the ID of the talk

-   [CLOSED\_Q -> OPEN\_Q](#open)
-   [OPEN\_Q -> TO\_ARCHIVE](#archive)


<a id="open"></a>

### CLOSED\_Q -> OPEN\_Q

Example for mail talk:

STATE=open; ssh orga@media.emacsconf.org &ldquo;cp *home/orga/backstage/assets/redirects/$STATE/bbb-$SLUG.html /home/orga/2022/current*&rdquo;


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

### OPEN\_Q -> TO\_ARCHIVE

Example for mail talk:

STATE=after; ssh orga@media.emacsconf.org &ldquo;cp *home/orga/backstage/assets/redirects/$STATE/bbb-$SLUG.html /home/orga/2022/current*&rdquo;

If you need to reset the state:

STATE=before; ssh orga@media.emacsconf.org &ldquo;cp *home/orga/backstage/assets/redirects/$STATE/bbb-$SLUG.html /home/orga/2022/current*&rdquo;


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

## Alternate stream volunteer wants to stream

-   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


<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"))
         (car group)
         (list
          :titles
          (mapconcat (lambda (o) (format "%s: %s"
                                         (plist-get o :slug)
                                         (format-time-string
                                          "%b %-e %-I:%M %#p %Z"
                                          (plist-get o :start-time)
                                          emacsconf-timezone)))
                     (cdr group) "; ")
          :draft-schedule
          draft-schedule
          :speakers-short
          (plist-get (cadr group) :speakers-short)
          :plural
          (if (= (length (cdr group)) 1) "" "s")
          :email
          (plist-get (cadr group) :email)
          :year
          (or (plist-get (cadr group) :year) emacsconf-year)
          :coordination-note
          (if (seq-find (lambda (o) (member (plist-get o :slug) '("journalism" "rolodex" "orgsuperlinks" "buttons" "hyperorg" "science")))
                        (cdr group))
              "I've changed the order slightly from the coordination e-mail I sent you. The sequence is now journalism - science - rolodex - orgsuperlinks - buttons - hyperorg. science is now second instead of last, and the first two talks are on Sat while the last four are on Sun. That probably means you don't have to coordinate as much, but you can still do so if you would like to build on other people's talks."
            "")
          :schedule
          (mapconcat
           (lambda (o) (format "* TODO Check time for \"%s\" (%s)  :emacsconf:\nDEADLINE: %s\n(Not a hard deadline, just encouragement to e-mail us before that date if you can)\nPlease e-mail [[mailto:emacsconf-submit@gnu.org]] if you need it changed\n%s track\n%s\nIn context: %s"
                               (plist-get o :title)
                               (plist-get o :slug)
                               (format-time-string (car org-time-stamp-formats) reply-by-date emacsconf-timezone)
                               (plist-get o :track)
                               (string-join
                                (let ((emacsconf-timezones
                                       (if (plist-get o :timezone)
                                           (seq-uniq (append (list emacsconf-timezone)
                                                             (split-string (plist-get o :timezone) " ")
                                                             (list "UTC")))
                                         emacsconf-timezones)))
                                  (emacsconf-timezone-strings o))
                                "\n")
                               draft-schedule))
           (cdr group)
           "\n----------------------------------------------------------------\n")
          :reply-by
          (format-time-string "%b %-e (%a)" reply-by-date emacsconf-timezone)
          :timezone-note
          (if (plist-get (cadr group) :timezone)
              (format "I've included timezone conversion to %s. Let me know if you'd like me to use a different timezone in future e-mails."
                      (plist-get (cadr group) :timezone) " ")
            "I can translate times into your local timezone. Let me know what timezone you'd like me to use.")
          :availability-note
          (cond
           ((seq-find (lambda (o) (string-match "yes" (or (plist-get o :availability) ""))) (cdr group))
            (format "I think you've indicated that you're available during the conference."))
           ((seq-find (lambda (o) (string-match "not indicated" (or (plist-get o :availability) ""))) (cdr group))
            (format "I think you didn't indicate any particular availability constraints in your submission."))
           (t (format "I think it respects your indicated availability, which we've noted as %s."
                      (string-join
                       (seq-uniq
                        (mapcar
                         (lambda (o) (format "\"%s\"" (plist-get o :availability)))
                         (cdr group)))
                       " and "))))))))
    
    (defun emacsconf-mail-schedule-update (group &optional template)
      "Send draft schedule update.
    GROUP is (email . (talk talk))"
      (interactive (list (emacsconf-mail-complete-email-group)))
      (require 'emacsconf-ical)
      (let ((reply-by-date (date-to-time "2022-10-14"))
            (draft-schedule (concat emacsconf-base-url emacsconf-year "/draft-schedule/")))
        (emacsconf-mail-prepare
         (or template (emacsconf-mail-merge-get-template "check-sched"))
         (car group)
         (list
          :titles
          (mapconcat (lambda (o) (format "%s: %s"
                                         (plist-get o :slug)
                                         (format-time-string
                                          "%b %-e %-I:%M %#p %Z"
                                          (plist-get o :start-time)
                                          emacsconf-timezone)))
                     (cdr group) "; ")
          :draft-schedule
          draft-schedule
          :speakers-short
          (plist-get (cadr group) :speakers-short)
          :plural
          (if (= (length (cdr group)) 1) "" "s")
          :email
          (plist-get (cadr group) :email)
          :year
          (or (plist-get (cadr group) :year) emacsconf-year)
          :coordination-note
          (if (seq-find (lambda (o) (member (plist-get o :slug) '("journalism" "rolodex" "orgsuperlinks" "buttons" "hyperorg" "science")))
                        (cdr group))
              "I've changed the order slightly from the coordination e-mail I sent you. The sequence is now journalism - science - rolodex - orgsuperlinks - buttons - hyperorg. science is now second instead of last, and the first two talks are on Sat while the last four are on Sun. That probably means you don't have to coordinate as much, but you can still do so if you would like to build on other people's talks."
            "")
          :schedule
          (mapconcat
           (lambda (o) (format "\"%s\" (%s)\n%s track\n%s\nIn context: %s"
                               (plist-get o :title)
                               (plist-get o :slug)
                               (plist-get o :track)
                               (replace-regexp-in-string
                                "^\\(.*\\)\n\\(.*\\)"
                                "\\1\nIn other timezones:\n\\2"
                                (string-join
                                 (let ((emacsconf-timezones
                                        (if (plist-get o :timezone)
                                            (seq-uniq (append (list emacsconf-timezone)
                                                              (split-string (plist-get o :timezone) " ")
                                                              (list "UTC")))
                                          emacsconf-timezones)))
                                   (emacsconf-timezone-strings o))
                                 "\n"))
                               draft-schedule))
           (cdr group)
           "\n----------------------------------------------------------------\n")
          :reply-by
          (format-time-string "%b %-e (%a)" reply-by-date emacsconf-timezone)
          :timezone-note
          (if (plist-get (cadr group) :timezone)
              (format "I've included timezone conversion to %s. Let me know if you'd like me to use a different timezone in future e-mails."
                      (plist-get (cadr group) :timezone))
            "I can translate times into your local timezone. Let me know what timezone you'd like me to use.")
          :availability-note
          (cond
           ((seq-find (lambda (o) (string-match "yes" (or (plist-get o :availability) ""))) (cdr group))
            (format "I think you've indicated that you're available during the conference."))
           ((seq-find (lambda (o) (string-match "not indicated" (or (plist-get o :availability) ""))) (cdr group))
            (format "I think you didn't indicate any particular availability constraints in your submission."))
           (t (format "I think it respects your indicated availability, which we've noted as %s."
                      (string-join
                       (seq-uniq
                        (mapcar
                         (lambda (o) (format "\"%s\"" (plist-get o :availability)))
                         (cdr group)))
                       " and "))))))))


### Template

Hi, ${speakers-short}!

Here&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.

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}

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!

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


### Schedule change for buddy/meetup

Hi ${speakers-short}!

I tweaked the schedule to allocate a little more time for the meetups
talk, and I moved the buddy talk earlier to make space. I think this
might improve the flow as well, since the meetups will refer to how
meeting up with a buddy is a good way to get a public Emacs meetup off
the ground. If you&rsquo;d like to see the latest schedule for your talk,
you can go to <https://emacsconf.org/${year}/talks/> . Thanks for your
patience!

---

${schedule}

---

(no need to reply to this to confirm, unless I broke the schedule for
you and you want me to fix it)

Sacha


## DONE Volunteer communications: E-mail update for Oct 9, 2022     :email:volunteers:

Add your news and requests to this.


### Template so far

Hello, EmacsConf volunteers!

We&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


## DONE Publish icals     :sachac:

It would be nice to have track-specific icals as well.


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

## DONE Figure out web-based file upload     :needsowner:sachac:ansible:

zaeph: I can work on it, but I’m not experienced in this domain, so I’d prefer to be a back-up.
task is currently with bandali

Lesson learned from last year: &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:
    
    <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">Project</td>
    <td class="org-left">Docker</td>
    <td class="org-left">Buster</td>
    <td class="org-left">Base</td>
    <td class="org-left">Notes</td>
    </tr>
    
    
    <tr>
    <td class="org-left"><a href="https://www.projectsend.org/">https://www.projectsend.org/</a></td>
    <td class="org-left">&#xa0;</td>
    <td class="org-left">&#xa0;</td>
    <td class="org-left">php+mysql</td>
    <td class="org-left">&#xa0;</td>
    </tr>
    
    
    <tr>
    <td class="org-left"><a href="https://github.com/pomf/pomf">https://github.com/pomf/pomf</a></td>
    <td class="org-left">&#xa0;</td>
    <td class="org-left">&#xa0;</td>
    <td class="org-left">php+mysql</td>
    <td class="org-left">&#xa0;</td>
    </tr>
    
    
    <tr>
    <td class="org-left"><a href="https://github.com/psi-4ward/psitransfer">https://github.com/psi-4ward/psitransfer</a></td>
    <td class="org-left">official</td>
    <td class="org-left">&#xa0;</td>
    <td class="org-left">node</td>
    <td class="org-left">can set upload password, resumable; data volume needs uid 1000</td>
    </tr>
    
    
    <tr>
    <td class="org-left"><a href="https://github.com/epoupon/fileshelter">https://github.com/epoupon/fileshelter</a></td>
    <td class="org-left">official</td>
    <td class="org-left">ppa</td>
    <td class="org-left">C++</td>
    <td class="org-left">&#xa0;</td>
    </tr>
    
    
    <tr>
    <td class="org-left"><a href="https://github.com/mickael-kerjean/filestash">https://github.com/mickael-kerjean/filestash</a></td>
    <td class="org-left">official</td>
    <td class="org-left">&#xa0;</td>
    <td class="org-left">&#xa0;</td>
    <td class="org-left">general FTP client</td>
    </tr>
    
    
    <tr>
    <td class="org-left"><a href="https://gitlab.com/moejo42/Jirafeau">https://gitlab.com/moejo42/Jirafeau</a></td>
    <td class="org-left">official</td>
    <td class="org-left">&#xa0;</td>
    <td class="org-left">php</td>
    <td class="org-left">&#xa0;</td>
    </tr>
    
    
    <tr>
    <td class="org-left"><a href="https://github.com/YouTransfer/YouTransfer">https://github.com/YouTransfer/YouTransfer</a></td>
    <td class="org-left">official</td>
    <td class="org-left">&#xa0;</td>
    <td class="org-left">node</td>
    <td class="org-left">looking for maint</td>
    </tr>
    
    
    <tr>
    <td class="org-left"><a href="https://github.com/dutchcoders/transfer.sh/">https://github.com/dutchcoders/transfer.sh/</a></td>
    <td class="org-left">&#xa0;</td>
    <td class="org-left">&#xa0;</td>
    <td class="org-left">&#xa0;</td>
    <td class="org-left">&#xa0;</td>
    </tr>
    
    
    <tr>
    <td class="org-left"><a href="https://github.com/eikek/sharry">https://github.com/eikek/sharry</a></td>
    <td class="org-left">&#xa0;</td>
    <td class="org-left">&#xa0;</td>
    <td class="org-left">&#xa0;</td>
    <td class="org-left">&#xa0;</td>
    </tr>
    </tbody>
    </table>
    
    -   NextCloud
    
    anon FTP upload currently goes to *srv/ftp/anon* on media.emacsconf.org
    
    <file:///ssh:media|sudo>
    
    Maybe I&rsquo;ll do psitransfer as a direct install


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


### DONE Implement new workflow


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

## DONE Update IRC instructions because of multiple tracks

Added to watch pages


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

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


### Code

    (defun emacsconf-mail-upload (group &optional template)
      "Send upload instructions and reminder.
    GROUP is (email . (talk talk))"
      (interactive (list (emacsconf-mail-complete-email-group)))
      (let ((action-date (date-to-time "2022-11-04")))
        (emacsconf-mail-prepare
         (or template (emacsconf-mail-merge-get-template "upload"))
         (car group)
         (list
          :slugs (mapconcat (lambda (o) (plist-get o :slug)) (cdr group) " or ")
          :speakers-short (plist-get (cadr group) :speakers-short)
          :plural (if (= (length (cdr group)) 1) "" "s")
          :email (plist-get (cadr group) :email)
          :year (or (plist-get (cadr group) :year) emacsconf-year)
          :prerec-note (emacsconf-surround
                        (make-string 64 ?-)
                        (string-join (seq-uniq (mapcar
                                                (lambda (o)
                                                  (plist-get o :prerec-info))
                                                (cdr group)))
                                     "\n")
                        (make-string 64 ?-)
                        "")))))


### Template

Hi, ${speakers-short}!

${prerec-note}Here are the instructions for uploading the
video${plural} for your talk${plural}. You can find the latest version
of the instructions at https://emacsconf.org/2022/upload/ . There are
two ways to upload your talk${plural} this year, so you can pick the
one that works best for you:

-   Web-based: <https://ftp-upload.emacsconf.org> , password emacsconf
-   FTP: host: ftp-upload.emacsconf.org, port: 21, username: anonymous
    folder: upload-here

If you upload slides and other resources, we can include them on the
talk page when your talk goes live. If you happen to have a script or
a transcript, please include them as well (it’ll speed up the
captioning for us).

Please add a comment or start your filenames with the ID for the talk
that it&rsquo;s for: ${slugs}.

If you&rsquo;re still working on your talk, you might find the tips at
<https://emacsconf.org/2022/prepare> useful. In brief:

-   at least 1280x720 resolution
-   we recommend dark text on a light background, with enough contrast
    to make it easy to read
-   if possible, use a headset or external microphone to record audio
    in order to minimize computer noise
-   upload a separate 5 second recording of quiet or leave 5 seconds
    of quiet at the end of your talk video so that we can process your
    video for noise reduction

Please plan to upload your talk by November 4 (next Friday) so that we
can get started preparing it for streaming. If you can&rsquo;t make it by
then, we can accept later submissions, although it&rsquo;s a bit more of a
scramble and our stress levels go up as the conference approaches. =)
We&rsquo;d really appreciate the extra time for captioning and
double-checking. Thank you for your help in getting ready for a smooth
EmacsConf 2022!

Sacha Chua


## DONE Send backstage email

    (defun emacsconf-mail-backstage-info (group &optional template)
      (interactive (list (emacsconf-complete-talk-info)))
      (emacsconf-mail-prepare
       (or template (emacsconf-mail-merge-get-template "backstage"))
       (plist-get group :email)
       (append group
               (list
                :backstage "https://media.emacsconf.org/2022/backstage/"
                :backstage-user "emacsconf"
                :backstage-password emacsconf-backstage-password
                :conf-name emacsconf-name
                :year emacsconf-year))))
    (defun emacsconf-mail-backstage-info-to-speakers-and-captioners ()
      (interactive)
      (let ((template (emacsconf-mail-merge-get-template "backstage"))
            (speaker-groups
             (seq-uniq
              (mapcar
               (lambda (talk)
                 (list
                  :name (plist-get talk :speakers-short)
                  :email (plist-get talk :email)
                  :role "speaker"
                  :backstage-use
                  "As we add more talks, you can skim through any relevant ones to
    see if there are any points you'd like to build on in your talk.
    Also, you can get a sense of what we do behind the scenes to try
    to get as many talks captioned for broadcast, and what you can do
    to make it easier. (A text file with names and technical terms
    can be helpful. No need to type out a manual transcript if you
    don't start from a script.) After you upload your talk and we
    process the files, you can use the backstage area to check the
    quality of the reencoded video."))
               (seq-filter (lambda (o) (string= (plist-get o :status) "WAITING_FOR_PREREC"))
                           (emacsconf-filter-talks (emacsconf-get-talk-info))))))
            (volunteer-groups
             (with-current-buffer (find-file-noselect emacsconf-org-file)
               (org-map-entries (lambda ()
                                  (list :name (org-entry-get (point) "NAME_SHORT")
                                        :email (org-entry-get (point) "EMAIL")
                                        :role "captioning volunteer"
                                        :backstage-use "If you see a talk that you'd like to caption, you can e-mail me at sacha@sachachua.com and I can reserve it for you."))
                                "captions"))))
        (mapcar (lambda (g) (emacsconf-mail-backstage-info g template))
                (append
                 speaker-groups
                 (seq-remove (lambda (v) (seq-find (lambda (s) (string= (plist-get s :email)
                                                                        (plist-get v :email)))
                                                   speaker-groups))
                             volunteer-groups)))))


### Template

Hi ${name}!

You&rsquo;re getting this e-mail because you are a ${role} for ${conf-name}
${year}. (Thanks!)

I&rsquo;m so excited! =) A number of speakers have uploaded their videos,
and OpenAI Whisper looks like a promising way to get automatically
generated captions that we can use as a starting point.

We&rsquo;ve set up ${backstage} as the backstage area where you can view the
videos and resources uploaded so far. You can access it with the
username "${backstage-user}&ldquo; and the password &rdquo;${backstage-password}&ldquo;.
Please keep the backstage password and other speakers&rsquo; talk resources
secret. ${backstage-use}

Thank you!

Sacha Chua


## DONE Write playbooks


### DONE Host     :zaeph:

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


### CANCELLED Streamer     :zaeph:

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

bandali and corwin/zaeph will do the streaming, so writing the streaming playbook is a little lower priority for now


### DONE Check-in

<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/>


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

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


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

-   org-reveal config
-   SIL fonts choice


<a id="volunteer-2022-10-23"></a>

## DONE Write volunteer update 2022-10-23     :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. =)

-   We&rsquo;ve e-mailed the speakers instructions for uploading their files through either a web browser or an FTP client, and three speakers have already done so! Those talks are now available in the backstage area (<https://media.emacsconf.org/2022/backstage/>), along with the first set of edited captions (thanks Jai Vetrivelan!). If you don&rsquo;t have the username and password for the backstage area and you would like to access it, please e-mail me and I&rsquo;ll send you the details.
-   We&rsquo;ve created a BBB room for each speaker&rsquo;s live Q&A session. The URLs are in conf.org in the private repository if you need them.
-   We&rsquo;ve drafted some documentation for different volunteer roles. If you&rsquo;d like to volunteer as a captioner, check-in person (hmm, reception?), Etherpad scribe, IRC monitor, or host, please check out the appropriate link and let me know if I need to add anything to the docs:
    -   <https://emacsconf.org/2022/volunteer/caption>
    -   <https://emacsconf.org/2022/volunteer/irc>
    -   <https://emacsconf.org/2022/volunteer/pad>
    -   <https://emacsconf.org/2022/volunteer/checkin>
    -   <https://emacsconf.org/2022/volunteer/host>
-   Thanks to David O&rsquo;Toole for signing up for some IRC shifts! If you would like to volunteer for a shift, check out <https://emacsconf.org/2022/organizers-notebook/#shifts> .
-   We&rsquo;ve updated our streaming configuration for the General and Development tracks, and have started testing them using mpv and the watch pages. Videos aren&rsquo;t currently streaming, but you can check out the layout of the watch pages at:
    
    -   <https://emacsconf.org/2022/watch/gen/>
    -   <https://live.emacsconf.org/2022/watch/gen/>
    -   <https://emacsconf.org/2022/watch/dev/>
    -   <https://live.emacsconf.org/2022/watch/dev/>
    
    These pages could probably be a lot prettier and easier to use. If you have some ideas for improving them or if you&rsquo;d like to work on the HTML/CSS/JS, we&rsquo;d love your help!
-   There are now Q&A waiting rooms with friendly URLs so that it&rsquo;s easier for people to join the live Q&A when the host decides it&rsquo;s okay to let everyone in. They&rsquo;re linked on the watch pages (along with the pads) and they&rsquo;ll be linked from the talk pages once we&rsquo;re ready to share them.
-   zaeph has been busy tweaking the ffmpeg workflow for reencoding and normalizing videos. Thanks to Ry P. for sharing the res.emacsconf.org server with us - we&rsquo;ve been using it for all the processing that our laptops can&rsquo;t handle.
-   We experimented with using the OpenAI Whisper speech-to-text toolkit to create the auto-generated captions that captioning volunteers can edit. Looks promising! If you&rsquo;d like to compare the performance between small, medium, and large models, you can look at the VTT files for the sqlite talk in the backstage area. I&rsquo;ve also added support for tab-separated values (like Audacity label exports) and a subed-convert command to subed.el, which might give us a more concise format to work with. I&rsquo;ll work on getting word-level timing data so that our captioning workflow can be even easier.

Next week, we hope to:

-   improve the prerec and captioning workflows
-   get more captions underway

Lots of good stuff happening!

Sacha Chua  


## DONE 2022-10-30 volunteer update

Hello, everyone! Here&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. =)

-   Help wanted - Captioning: There are three talks open for captioning
    in <https://media.emacsconf.org/2022/backstage/> , so feel free to
    e-mail me if you&rsquo;d like to reserve one. I&rsquo;ve tweaked the captioning
    process a little bit so that I can reflow the transcripts into
    shorter subtitles before people edit the captions, so editing is
    easier to do because you don&rsquo;t have to split along the way. (If
    you&rsquo;re curious about the technical stuff, I switched to manually
    splitting the text using emacsconf-reflow from emacsconf-el and then
    the using aeneas for forced alignment, because I couldn&rsquo;t figure out
    how to get torchaudio unstuck sometimes.)
    
    If you don&rsquo;t have the username and password for the backstage area
    and you would like to access it, please e-mail me and I&rsquo;ll send you
    the details.

-   Help wanted - tech checks: For sessions with live Q&A, we&rsquo;d like to
    set up tech-checks with speakers to make sure that their setup works
    well with BigBlueButton. A rough outline of the process is in the
    tech-checking protocol heading at
    <https://emacsconf.org/2022/organizers-notebook/#tech-checks> . If you
    would like to help with tech-checks, please e-mail us with your
    general availability (including timezones) and preferred public
    contact information so that we can include you on the list at
    <https://emacsconf.org/2022/prepare/#tech-check> and in the e-mail to
    speakers.

-   Help wanted - intro/intermission slides, OBS overlay, ??: It might
    be interesting to design something to show right before and right
    after a talk so that people can see the title, speaker name, talk
    page URL, Q&A info, pad URL, pronouns, etc. Ideally we&rsquo;d be able to
    generate a whole bunch of these from the talk data, so maybe SVG or
    a TikZ picture? If this is your jam, let us know.

-   OBS in the cloud: We&rsquo;ve been able to figure out how to stream both
    streams using OBS, VNC, and PulseAudio on Ry P.&rsquo;s virtual server, so
    it&rsquo;s even more likely that we&rsquo;re going to pull off two tracks this
    year. Yay!

-   Tom Purl has joined as a captioning volunteer. Hi Tom!

This week we hope to get lots of talks submitted, processed, and on
the way to being captioned. We&rsquo;re also planning to make the captioning
workflow even better, and to improve the OBS streaming workflow. Whee!

Sacha <sacha@sachachua.com>


## Volunteer update 2022-11-07

Hi everyone!

Here&rsquo;s what&rsquo;s been happening backstage.

-   Speakers have been submitting their videos, hooray! I added a
    schedule to the backstage page at
    <https://media.emacsconf.org/2022/backstage/> so that people can see
    how the schedule&rsquo;s coming along. We expect more talks to come in the
    next two weeks. Not panicking yet. =)

-   Thanks to all the people who&rsquo;ve been working on captions so far!
    Bhavin, Andrea, and Ramin did the captions for their talks, and Jai
    captioned Bala&rsquo;s talk. Tom, Bhavin, and Hannah are currently working
    on captions. There are three more talks backstage if anyone wants to
    work on them.

-   I just posted some notes on how I reflow and edit subtitles in case
    they&rsquo;re helpful:
    <https://media.emacsconf.org/2022/backstage/editing-captions.html>
    It&rsquo;s also linked from the backstage page under More info: editing
    captions.

-   We added the Emacs development updates talk from John Wiegley and
    updated the times of other talks based on messages from the
    speakers.

-   We did a dry run of the OBS streaming setup with Leo, Amin, and
    Corwin. I think we&rsquo;re on track to being able to broadcast two
    streams this year.

-   IRC announcements, BBB redirection, and media file publishing can
    now all automatically happen when the talk status changes,
    simplifying our work during the conference. Video playback and Q&A
    browser windows can happen automatically if streaming from
    res.emacsconf.org. I want to get the publishing workflow all
    smoothed out too, so that talks and transcripts can be more easily
    published to the wiki pages during the conference.

Plans for this week:

-   More videos and captions!
-   I plan to work on talk page publishing so that it happens smoothly during the conference
-   Leo&rsquo;s going to review the videos submitted so far and prepare intros for them
-   Might be a good idea to reach out to speakers for tech checks and bios

EmacsConf is a little less than four weeks away. Stuff is happening!

Sacha


## DONE Send prerec reminder     :sachac:


### DONE Update logbook with notes from e-mails     :sachac:


### DONE Follow up with speakers based on their availability


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

## DONE Send schedule-published email for emacsconf-discuss     :needsowner:timesensitive:email:

Schedule is now available; post to emacsconf-discuss, emacs-tangents
<https://lists.gnu.org/archive/html/emacsconf-discuss/2022-10/msg00000.html>


### DONE Post it to r/emacs as well     :reddit:zaeph:

Please let zaeph know when it’s live so that the post can be distinguished.


### Template

Greetings, fellow Emacsians!

On behalf of the EmacsConf 2022 organizers team, I&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.


## DONE Flesh out prepare.md for audio-recording tips before the prerec-deadline     :zaeph:


## DONE Write speaker e-mail for people who have already submitted their talks

To: speakers who have already submitted their talks (so that we don&rsquo;t distract people who are still working on their talks)

    (defun emacsconf-mail-speaker-after-video (group &optional template)
      (interactive (list (emacsconf-mail-complete-email-group
                          (seq-filter (lambda (o) (plist-get o :intro-note))
                                      (emacsconf-active-talks (emacsconf-get-talk-info))))))
      (setq template (or template (emacsconf-mail-merge-get-template "speaker-after-video")))
      (let ((talks (cdr group)))
        (emacsconf-mail-prepare
         template
         (car group)
         (list :speakers-short (plist-get (cadr group) :speakers-short)
               :plural (if (= (length (cdr group)) 1) "" "s")
               :email (plist-get (cadr group) :email)
               :in-between (mapconcat (lambda (talk)
                                        (emacsconf-surround "<https://media.emacsconf.org/2022/in-between/" (plist-get talk :slug) ".png>" ""))
                                      (cdr group)
                                      ", ")
               :intro
               (mapconcat (lambda (talk)
                            (string-join (org-wrap (emacsconf-surround "- " (plist-get talk :intro-note) "\n" "") 70) "\n"))
                          (cdr group)
                          "")
               :chapters
               (mapconcat (lambda (talk)
                            (format "<https://media.emacsconf.org/2022/backstage/#%s>:\n%s"
                                    (plist-get talk :slug)
                                    (mapconcat
                                     (lambda (chapter)
                                       (concat (format-seconds "%.2h:%z%.2m:%.2s"
                                                               (floor (/ (elt chapter 1) 1000)))
                                               " "
                                               (elt chapter 3) "\n"))
                                     (subed-parse-file
                                      (expand-file-name (concat (plist-get talk :video-slug) "--main--chapters.vtt") emacsconf-cache-dir)))))
                          (cdr group)
                          "\n\n")
               :caption-note
               (if (seq-find (lambda (o) (not (string= (plist-get o :status) "TO_STREAM"))) (cdr group))
                   " The captions haven't been fully edited yet, so please ignore any errors in the captions themselves."
                 "")
               :urls
               (mapconcat (lambda (o) (concat "<" emacsconf-base-url (plist-get o :url) ">"))
                          (cdr group) " , ")
               :tech-check-note
               (if (string-match "live" (or (mapconcat (lambda (o) (or (plist-get o :q-and-a) "")) (cdr group) " ") ""))
                   (format 
                    "*Tech check*
    
    Since you're planning to do a live Q&A session, you may want to
    connect to the test BBB room at <%s> to make sure you can share
    your audio, your window or screen, and your webcam (optional). Sharing
    system audio or multi-monitor setups can sometimes be tricky, so
    please let us know if you need help figuring things out. You can
    double-check by connecting with a separate device, or you can arrange
    to meet with one of the tech-check volunteers
    (<https://emacsconf.org/2022/prepare/#tech-check>).${wrap}
    
    " emacsconf-test-bbb-room) "")))
        (add-hook 'message-sent-hook
                  `(lambda ()
                     (mapc (lambda (o)
                             (emacsconf-add-to-talk-logbook o "Sent speaker-after-video email"))
                           (list
                            ,@(mapcar (lambda (talk) (plist-get talk :slug)) talks))))
                  nil t)))
    
    (defun emacsconf-mail-speakers-after-videos ()
      (interactive)
      (let* ((info (seq-filter (lambda (o) (plist-get o :intro-note))
                               (emacsconf-active-talks (emacsconf-get-talk-info))))
             (grouped (seq-group-by (lambda (o) (plist-get o :email)) info))
             (template (emacsconf-mail-merge-get-template "speaker-after-video")))
        (mapc (lambda (group)
                (emacsconf-mail-speaker-after-video group template))
              grouped)))


### Template

Hi, ${speakers-short}!

Thank you for uploading your video early! Let&rsquo;s get a few more things
sorted out for a smooth EmacsConf 2022.

${tech-check-note}\*Intro\*

I&rsquo;ve written a brief (and possibly inaccurate! =) ) intro that the
host can read out before your talk while the in-between slide
(${in-between}) is being displayed:

${intro}

Would you like to tweak it to better reflect your talk?

**Chapter markers**

I&rsquo;ve added chapter markers to your video in the backstage area to help
with navigation. You can click on them in the backstage area if you
want to easily jump around, or review the list that I&rsquo;ve included for
your convenience:

${chapters}
If you prefer other headings or timestamps, please let me know!${caption-note}

**Bio, community support links**

People often want to learn more about speakers and show their
appreciation. If you&rsquo;d like to include an author bio and any
social/support links to your talk page${plural} (${urls}), please
e-mail us the text that you&rsquo;d like to include. You can also follow the
instructions at <https://emacsconf.org/edit/> to edit your talk
page${plural} directly yourself, if you want to.${wrap}

Thanks again for all your contributions!

Sacha


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

## DONE Prepare for prerecs     :zaeph:


### DONE Optimize ffmpeg incantation

Remember to update <../prepare.md> with the new incantation.


#### Incantation from last year

    Q=32
    ffmpeg -y -i "$1" -c:v libvpx-vp9 -b:v 0 -crf $Q -aq-mode 2 -an -tile-columns 0 -tile-rows 0 -frame-parallel 0 -cpu-used 8 -auto-alt-ref 1 -lag-in-frames 25 -g 240 -pass 1 -f webm -threads 8 /dev/null &&
    ffmpeg -y -i "$1" -c:v libvpx-vp9 -b:v 0 -crf $Q -c:a copy -tile-columns 2 -tile-rows 2 -frame-parallel 0 -cpu-used -5 -auto-alt-ref 1 -lag-in-frames 25 -pass 2 -g 240 -threads 8 "$2"


#### New candidate

Changelog:

-   Disable adaptive quantization by setting aq-mode to 0 (TODO: compare samples)
-   Add `-row-mt 1` needed to support `tile-rows` (2×2 is enough for 720p)
-   Also use tiles for first pass
-   Remove `-frame-parallel 0` because it’s disabled by default (see [Notes on encoding settings · Kagami/webm.py Wiki](https://github.com/Kagami/webm.py/wiki/Notes-on-encoding-settings))
-   Put number of CPU in variable and use it for `cpu-used` and `threads`
-   Stick to default for `auto-alt-ref`
-   Stick to default for `lag-in-frames`

    Q=32
    CPU=8
    ffmpeg -y -i "$1" -c:v libvpx-vp9 -b:v 0 -crf $Q -an -row-mt 1 -tile-columns 2 -tile-rows 2 -cpu-used $CPU -g 240 -pass 1 -f webm -threads $CPU /dev/null &&
        ffmpeg -y -i "$1" -c:v libvpx-vp9 -b:v 0 -crf $Q -c:a copy -row-mt 1 -tile-columns 2 -tile-rows 2 -cpu-used $CPU -pass 2 -g 240 -threads $CPU "$2"

Other considerations:

-   We might want to tweak the time before keyframes (`-g`).


### DONE Figure out workflow for handling submitted prerecs

We need time after the prerecs get submitted to:

-   convert the videos and check that they&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="intro"></a>

## DONE Make something to display between talks     :akshay196:

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

<https://media.emacsconf.org/2022/backstage/gen-in-between.pdf>
<https://media.emacsconf.org/2022/backstage/dev-in-between.pdf>

-   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/>

OBS scenes (maybe?):

-   splash-screen when we’re on break
-   scene when broadcasting a talk (where we might want a logo and a bar or surrounding to broadcast messages like time left in
    recording); and
-   Q&A scene with host-webcam, optional speaker-webcam, and pad with questions.
-   Q&A scene focusing on shared screen from speaker
-   Q&A scene with IRC and pad

Nothing is urgent, blocking it, or being blocked by it, so you can
play around with ideas.

We&rsquo;re experimenting with two tracks this year, so we expect that some
people will join midway through a talk or Q&A session and
would like to reorient themselves. Some Q&A sessions may end
early, so we would like to reassure people that they&rsquo;re in
the right spot for the next talk. Most Q&As will be done
live, but some Q&As will be done over IRC, so we need to
point people to the right place.

and if there&rsquo;s room for a little extra info like public e-mail
addresses or pronouns, that can help people when they discuss
things. That info will be in the pad and IRC, though, so it&rsquo;s
also okay to omit it

We can programmatically replace strings in
SVG from Emacs, so we can easily use that as an overlay.

<zaeph> …Or, if you just want to focus on the look of
things, we can think of the content on our own. 

<sachac> oh yeah, totally, you can just focus on the design and use
placeholder text

Overlay considerations:

-   talk videos will likely have subtitles; no subtitles for Q&A
-   zaeph doesn&rsquo;t like vertical text


### DONE Generate talk banners     :sachac:

![img](https://gitlab.com/akshay196/emacsconf-artwork/-/blob/main/2022/talk-banner/sample.svg)


### TODO Make a list of different things to plug during commercial breaks, like Mastodon     :sachac:


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


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


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

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


### DONE Write the tech-checking protocol (formerly referred to as “tech-checklist”)

From previous years:

> -   Can you speak and be heard? Is there echo?
> -   Can you hear the organizer?
> -   Can you share your screen? Is the screen readable?
> -   If you plan to show your keystrokes, is that display visible?
> -   If you want to share your webcam (optional), can you enable it? Is it visible? Will there likely be distractions in the background?
> -   Can you view the collaborative pad? Will you be comfortable reviewing questions on your own (perhaps by keeping it open beside your shared window), or will you need a volunteer to relay questions to you?
> -   Can you share contact information (ex: phone number) so that we can get in touch with you in case of technical issues or scheduling changes?
> -   Do you need help finding your way around IRC so that you can check into \`#emacsconf-org\`? What is your IRC nickname?


<a id="conforg"></a>

## DONE Move conf.org management to orga@res.emacsconf.org     :sachac:

so that more people can work with it during the conference
See the publish role in the ansible playbook


## DONE Ask speakers for bios or support nudges to include on their talk pages     :wiki:

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


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

1.  Log on to bbb.emacsverse.org as an admin.
2.  Create a room. Enable **Mute users when they join**.
    
    The code below doesn&rsquo;t quite work, but might be a good starting point for future automation.
    
        (setq list (seq-drop (emacsconf-bbb-room-title-list) 3)) ; skip some if needed
        (progn
          (setq name (pop list))
          (kill-new (format "name=\"%s\";$('#create-room-block').click();$('#create-room-name').val(name);$('#room_mute_on_join').click();$('.create-room-button').click();\n"
                            name))
          (sleep-for 1)
          (shell-command "xdotool key alt+Tab sleep 3 key ctrl+v sleep 1 key Return"))

console.log(JSON.stringify([&#x2026;document.querySelectorAll(&rsquo;.delete-room&rsquo;)].map((o) => { return { name: o.getAttribute(&rsquo;data-name&rsquo;), path: o.getAttribute(&rsquo;data-path&rsquo;) }}).filter((o) => o.name.match(*^ec22*))))

see conf.org for the rest of the process


### DONE Add volunteers to the BBB rooms

-   vetrivln: sat-am-dev, sun-am-dev
-   FlowyCoder: sat-pm-gen, sun-pm-gen
-   jman: sun-pm-gen


### DONE Doublecheck mute on join

[Shifts](file:///home/sacha/proj/emacsconf/wiki/2022/organizers-notebook/index.md)

    list = [...document.querySelectorAll('.room-name-editable')].filter((o) => o.value.match(/^ec22-(sat|sun)/));
    list.reduce(async(prev, elem) => {
      await prev;
      if (!sessionStorage.getItem(elem.value)) {
        return new Promise(async (resolve, reject) => {
          card = elem.closest('.card-body');
          card.querySelector('.item-action.dropdown a').click();
          await new Promise(r => setTimeout(r, 1000));
          card.querySelector('.update-room').click();
          await new Promise(r => setTimeout(r, 1000));
          if (!document.querySelector('#room_mute_on_join').checked) {
            document.querySelector('#room_mute_on_join').click();
            sessionStorage.setItem(elem.value, true);
            await new Promise(r => setTimeout(r, 1000));
            document.querySelector('.update-only.create-room-button').click();
          } else {
            sessionStorage.setItem(elem.value, true);
            document.querySelector('#createRoomModal').click();
          }
          resolve(true);
        });
      }
    });


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

## DONE 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)


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


### CANCELLED Hold Q&A session with volunteers


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

## DONE Investigate streaming options, maybe OBS in the cloud     :sachac:

Current status:

-   res.emacsconf.org seems to be able to handle 2x (OBS + TigerVNC + MPV, should test with Firefox as well)
-   corwin and jman will stream gen from OBS on res
-   bandali will stream dev from his laptop
-   let sachac know if you want manual control or more autopilot for the gen stream

Goals:

-   [X] Be able to start a VNC server with OBS, MPV, and Firefox, connect to it, and stream
-   [X] Have another session with the sound isolated
-   [-] Split the audio so that we can join the Q&A room before the MPV ends - handled by automatic scene switcher detecting mpv, but we can&rsquo;t share just a window, so we might as well just wait
-   [X] Control MPV from the commandline: track-mpv appears in the correct display, and it can also be controlled via the socket like this: echo &rsquo;{ &ldquo;command&rdquo;: [&ldquo;loadfile&rdquo;, &ldquo;test2.webm&rdquo;] }&rsquo; | socat - ~/mpv-socket-emacsconf-dev
-   [ ] Share the window instead of the desktop?

Prerequisites:

-   You need to be able to SSH out to res.emacsconf.org on port 46668
    and forward ports, so one of the main organizers needs to add your
    SSH public key to the authorized\_keys file. Please e-mail your SSH
    public key to sacha@sachachua.com and test that port 46668 is not
    blocked.
-   For streaming from OBS in VNC, you will need a VNC viewer like
    tigervnc-viewer.
-   For streaming from your local computer, you will need OBS and FFmpeg.

During the conference, you will:

-   play the talk video (unless it&rsquo;s automatically managed by the agenda) and update the overlays
-   display intro/intermission information as needed
-   open the Q&A windows, like the pad and the BBB room/IRC (unless it&rsquo;s automatically managed by the agenda)
-   adjust the volume if needed
-   arrange windows and focus the BBB room on the speaker&rsquo;s webcam if needed
-   if you like, you can be responsible for managing the track from conf.org on orga@res.emacsconf.org

Dry run checklist:

-   [ ] Connect to the server
    ssh orga@res.emacsconf.org -p 46668
    emacsconf   # runs emacsclient -c -a emacs
-   [ ] Forward ports and connect via VNC
-   [ ] Find the OBS or start it if it is not running
-   [ ] Start recording
-   [ ] Play a video
-   [ ] Open two Firefox windows and arrange them
-   [ ] Manage windows on the workspace
-   [ ] Adjust the volume in OBS
-   [ ] SSH to the server and play a video off-screen
-   [ ] SSH to the server with X forwarding and adjust the volume off-screen


### Broadcasting from local OBS (option A)

-   You can copy the profile from your track or look inside it for the icecast mount point details:
    -   Gen: rsync -avze &rsquo;ssh -p 46668&rsquo; emacsconf-gen@res.emacsconf.org:~/.config/obs-studio/basic/profiles/ ~/.config/obs-studio/basic/profiles/
    -   Dev: rsync -avze &rsquo;ssh -p 46668&rsquo; emacsconf-dev@res.emacsconf.org:~/.config/obs-studio/basic/profiles/ ~/.config/obs-studio/basic/profiles/

-   Sacha will turn off the OBS recordings on res so that you can test streaming from your computer
    -   If you&rsquo;re doing this independently, you can jump ahead to &ldquo;Connecting to VNC&rdquo; in order to stop the recording yourself

-   Verify with MPV:
    
        mpv https://live0.emacsconf.org/emacsconf/gen.webm
        mpv https://live0.emacsconf.org/emacsconf/dev.webm

-   With luck, the 480p streams will be up automatically as well
    
        mpv https://live0.emacsconf.org/emacsconf/gen-480p.webm
        mpv https://live0.emacsconf.org/emacsconf/dev-480p.webm


### Connecting to VNC (option B)

1.  Stop broadcasting locally if you were testing local OBS.

2.  Install a VNC viewer on your system (ex: tigervnc-viewer).

3.  Set up your local environment:
    -   gen: export TRACK=gen; export TRACK\_PORT=5905; export SSH\_PORT=46668
    -   dev: export TRACK=dev; export TRACK\_PORT=5906; export SSH\_PORT=46668

4.  Copy the password:
    
    scp emacsconf-$TRACK@res.emacsconf.org:~/.vnc/passwd vnc-passwd-$TRACK -p $SSH\_PORT

5.  Forward your local ports and connect via VNC viewer to the
    appropriate forwarded port from your laptop:
    
        ssh emacsconf-$TRACK@res.emacsconf.org -N -L $TRACK_PORT:127.0.0.1:$TRACK_PORT -p $SSH_PORT &
        sleep 5   # Give it time to establish the tunnels
        xvncviewer 127.0.0.1:$TRACK_PORT -shared -geometry 1280x720 -passwd vnc-passwd-$TRACK &
    
    (If this doesn&rsquo;t find a VNC server to connect to, you can start it with `ssh emacsconf-$TRACK@res.emacsconf.org -p $SSH_PORT /home/emacsconf-$TRACK/bin/track-vnc`)

6.  Start **recording** (not streaming). If you don&rsquo;t see OBS when you connect, it&rsquo;s probably on workspace 2, so you can switch with Alt-2. If you still don&rsquo;t see it there, you can open a terminal with Alt-Enter and then run `track-obs`. After you start recording, confirm that it is now broadcasting to the stream.

7.  Verify with MPV on your local system:
    
        mpv https://live0.emacsconf.org/emacsconf/$TRACK.webm &

8.  With luck, the 480p streams will be up automatically as well. On your local system:
    
        mpv https://live0.emacsconf.org/emacsconf/$TRACK-480p.webm &

9.  Play a video. It should display the video and update the overlays. If you need to update the overlays manually, you can copy files from `/data/emacsconf/overlays` onto `$HOME/other.png` and `$HOME/video.png`.
    
    You can play a video with `play video-id` (ex: `play meetups`), or you can specify the filename (ex: ~play ~/stream/emacsconf-2022-meetups\*.webm).
    
    termit: Ctrl-Shift-t makes a new tab
    
    i3 cheat sheet:
    
    -   Alt-Enter creates a terminal
    -   Alt-d runs a command
    -   Alt-e toggles horizontal/vertical split
    -   Alt-f toggles full-screen
    -   Alt-w switches to tabbed view
    -   Alt-1 switches to workspace 1, Alt-2 switches to workspace 2
    -   Alt-Shift-2 moves things to workspace 2
    -   Alt-Shift-Left moves the current window to the left
    -   Alt-Shift-Right moves the current window to the right

10. Test Q&A. You can either wait for the video to finish or quit it with &ldquo;q&rdquo;.
    You can paste in the URLs or use
    `firefox /data/emacsconf/2022/index-$TRACK.html`

11. Test adjusting the audio
    -   `ssh emacsconf-$TRACK@res.emacsconf.org -p 46668`
    -   Then use `qa-louder`, `qa-quieter`, or `qa-vol vol%` (ex: `qa-vol 90%`)

Other notes and tips:

-   You can use Emacs for emergency or ad-hoc announcements.
-   Use OBS or `pavucontrol` to adjust the volume of BBB as needed. You might be able to manage `pavucontrol` off-screen with `ssh emacsconf-$TRACK@res.emacsconf.org -X -p $SSH_PORT pavucontrol`.
-   You can also `ssh emacsconf-$TRACK@res.emasconf.org -p 46668` and start new processes from the command-line, such as using `track-mpv`. If you specify commands when you call SSH instead of using an interactive shell, you may need to also specify DISPLAY=:5 (for the gen track) or DISPLAY=:6 (for the dev track), since ssh won&rsquo;t pick up the variables from  `.bashrc`.
-   If you have a Wayland-only desktop without any X11 compatibility layer (example: [Sway](https://swaywm.org) with `xwayland disable`) the suggested software (`tigervnc`) might no work. You can use instead for example `gnome-remote-desktop`. The password for the VNC connection can be retrieved from the file `vnc-passwd-$TRACK` (3DES encrypted).


### Managing the stream from the agenda (option B2)

ssh orga@res.emacsconf.org -p $SSH\_PORT
emacsconf     # runs emacsclient -c -a emacs

You can then use

-   emacsconf-stream-play-video
-   emacsconf-stream-open-qa-windows-on-change
-   emacsconf-agenda-by-track
-   emacsconf-agenda

If things are going well, you can use C-c C-t on the agenda view to change a talk to PLAYING, CLOSED\_Q, or OPEN\_Q, and various things should happen in the background. If they don&rsquo;t happen in the background, use emacsconf-add-org-after-todo-state-change-hook to add the todo state change hook, then try again.

Task state shortcuts for C-c C-t:

-   **m (mpv):** PLAYING - -stream-play-video, emacsconf-stream-set-talk-info, publish the files to the media directory
-   **q (Q&A):** CLOSED\_Q
-   **o (open):** update the BBB redirect URLs to let people into the room
-   u (unstreamed)
-   r (to archive)

You can leave the emacsclient with `C-x 5 0`


#### Do Q&A

From the emacsclient on orga@res.emacsconf.org, you can open various talk-related things:

-   emacsconf-stream-open-pad
-   emacsconf-stream-join-qa
-   emacsconf-stream-join-chat

Alternatively, you can switch to the VNC viewer and use the links in
<file:///data/emacsconf/2022/index-gen.html> or
<file:///data/emacsconf/2022/index-dev.html> .

For Q&A, you may want to have the Etherpad on the left, the BBB Q&A or
IRC chat on the right, and the terminal and OBS windows on
workspace 2.


### Other tasks as needed


#### Display emergency news / announcements

M-x emacsconf-stream-broadcast  to send a message to both streams
or M-x emacsconf-stream-set-news to send a message to one stream.

If that doesn&rsquo;t work, edit the news file directly with:
`ssh emacsconf-$TRACK@res.emacsconf.org > ~/news.txt`

If that doesn&rsquo;t work, use the VNC session to switch to an Emacs window
and type your message in.


#### Kill the VNC server:

ssh emacsconf-$TRACK@res.emacsconf.org &ldquo;vncserver -kill&rdquo;

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


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

<col  class="org-left" />
</colgroup>
<tbody>
<tr>
<td class="org-left">~/bin/track-obs</td>
<td class="org-left">start OBS with the track&rsquo;s profile and scene collection</td>
</tr>


<tr>
<td class="org-left">~/bin/track-mpv file.webm</td>
<td class="org-left">play the file using the track&rsquo;s sink</td>
</tr>
</tbody>
</table>


#### Making OBS scenes

Making OBS scenes is pretty straightforward as you can move the
different blocks on your scene in the preview window.  However, it’s
important to make sure that your video-captures and your overlays are
snapping properly to the edges of the view-port.  To do this, make sure
to right-click on the block inside the preview window, and try the
different fitting options (fit by width, height, etc.) until you find
one that works best.

We’ll probably be streaming at 720p, but since we’re also considering
a 1080p update, try to create your overlays in a format or a resolution
that would support resizing.


### Other notes

There are sockets in the home directory for MPV control if you want to keep that process.
echo &rsquo;{ &ldquo;command&rdquo;: [&ldquo;loadfile&rdquo;, &ldquo;test2.webm&rdquo;] }&rsquo; | socat - ~/mpv-socket-emacsconf-dev 


### DONE Test and document command-line way of managing audio     :sachac:


### DONE Move my conf.org setup to res so that we can control everything from there


### DONE Set timers for changing todo state

    (defun emacsconf-schedule-test-buffer (info)
      (mapcar (lambda (o) (plist-put o :buffer "1") o) info))
    (let ((emacsconf-schedule-strategies '(emacsconf-schedule-test-buffer)))
    (emacsconf-stream-schedule-timers (emacsconf-schedule-prepare
     (emacsconf-schedule-inflate-sexp
      `(("Test gen" :start ,(format-time-string "%Y-%m-%d %H:%M"
    					(time-add (current-time) (seconds-to-time 60))))
        (journalism :time "1")
        (school :time "2")
        (handwritten :time "1")
        ("Test dev" :start ,(format-time-string "%Y-%m-%d %H:%M"
    					(time-add (current-time) (seconds-to-time 60))))
        (treesitter :time "2")
        (lspbridge :time "1")
        (asmblox :time "1"))))))

the dev one worked, but the gen one gets
Couldn’t find local shell prompt for /bin/sh
Tramp: Opening connection **Async Shell Command** for emacsconf-gen@res.emacsconf.org using ssh&#x2026;failed

Maybe I need to stagger them, or maybe I need to use a shell command.
Changed to call ssh directly instead of using tramp.


### DONE Figure out how to work with the layout

<https://i3wm.org/docs/layout-saving.html>


### DONE Allow per-track configuration of todo hooks     :sachac:

emacsconf-todo-hooks


### CANCELLED Use xdotool to automate joining BBB in Firefox (signing in, clicking on listen only)


### CANCELLED Experiment with sharing part of the screen so that there&rsquo;s space for us to work a little off-screen

We might just have to rely on xdotool to move windows the way we want them
Window fixes that didn&rsquo;t work

-   <https://obsproject.com/forum/threads/solved-window-capture-black-screen.47082/>
-   <https://www.reddit.com/r/obs/comments/kas5ka/obs_window_capture_xcomposite_black_screen/>


### DONE Set up scenes and try them


### DONE Set up text source for URL


### DONE Create Ansible tasks for setting up sinks for MPV and Firefox for the streams, and adding the scenes appropriately


### DONE See if I can even Ansible-up the rest of the tasks

like starting up Firefox and mpv and everything


### CANCELLED obs-websocket control of OBS on the server

so that the streamer can adjust volume offscreen?


### DONE document such that someone else could use/fix it


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


### Other notes

-   bandali doesn&rsquo;t have much cognitive bandwidth at the moment, so we can keep things simple with OBS on laptops

-   Issue: zaeph was dropping frames and couldn’t pay attention to as many things as he wanted
-   Issue: corwin needs assistance to not be locked in his chair for the whole conf.  Premptively, zaeph can do it by broadcasting OBS scenes via the rtmp (instead of just his webcam).
-   With a long day, we may want to be able to schedule hosts/streamers/publishers in shifts
-   Ideal: Easy reproducible setup to spin up an OBS VM with scenes set up, allowing multiple users to connect to it at the same time. Maybe x2go or vnc? VMs with 8 vCPUs and a vGPU cost more, so it would be good to figure out what&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.

-   <https://docs.vdo.ninja/>
-   Live Streaming using low configuration vps <https://www.youtube.com/watch?v=3iBYYgkG1eM&t=953>
-   <https://snowmix.sourceforge.io/Examples/input.html>
-   <https://www.google.com/url?sa=t&source=web&rct=j&url=https://m.youtube.com/watch%3Fv%3D1y-DUYiECWQ&ved=2ahUKEwjPru_TqOv6AhVMkokEHXL9Dm4QtwJ6BAgqEAI&usg=AOvVaw17mbCEiFL6dGVY4YEBufcy>
-   [OBS Studio 26.0 | Hacker News](https://news.ycombinator.com/item?id=24633139)
-   <https://github.com/mviereck/x11docker#sound>
-   <https://vcs.fsf.org/?p=streamdesktop.git;a=tree>
-   <https://opensource.com/article/20/5/conference-free-software>
-   <https://github.com/soonum/hubangl>
-   <https://obsproject.com/forum/threads/run-obs-on-vm-in-the-cloud.122543/>


### TODO Automate in-between display?

[Think about what to do with schedule gaps due to cancelled talks](file:///home/sacha/proj/emacsconf/wiki/2022/organizers-notebook/index.md)


### DONE Separate mumble audio so that panic button can still bring in our audio


### SOMEDAY Prepare for rms talk and Q&A with bandali

Mumble?


#### TODO Reflow and edit VTT for RMS TEDx talk so that things are on one line

<file:///home/sacha/proj/emacsconf/lisp/emacsconf-stream.el>


### TODO Add panic button to OBS settings


<a id="caption-workflow"></a>

## DONE Smoothen captioning workflow     :sachac:

It looks like OpenAPI needs a little less editing in terms of
capitalization and punctuation, but it produces longer captions
(likely a 30-second sliding window). I&rsquo;ll try to upload both YT and
OpenAPI captions so that people can decide what they like.

[Set up MPV for captions](#mpv-captions)


### DONE Figure out why it&rsquo;s choking on SRV2

Can I use aeneas for alignment instead?

Reflow the .txt file and reupload to res if needed
call ../run-aeneas.sh from the directory with the opus or ogg and the txt file

sachac@res-https://emacsconf.org/2022/talks/~/current/meetups$ python3 -m aeneas.tools.execute\_task emacsconf-2022-meetups&#x2013;attending-and-organizing-emacs-meetups&#x2013;bhavin-gandhi&#x2013;main.opus reflowed.srt &ldquo;task\_language=eng|os\_task\_file\_format=json|is\_text\_type=subtitles&rdquo; output.json

I might try out lhotse and torchaudio someday, but it&rsquo;s low priority. aeneas seems to do a reasonable job of 


### DONE Move publishing the backstage index to res so that we can trigger it after the files are uploaded


### DONE Compare large, medium, and small models

12 threads

Original file: 21:16  21 minutes

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


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

<col  class="org-right" />

<col  class="org-right" />

<col  class="org-left" />
</colgroup>
<tbody>
<tr>
<td class="org-left">&#xa0;</td>
<td class="org-right">Hours</td>
<td class="org-right">Mult</td>
<td class="org-left">Notes</td>
</tr>


<tr>
<td class="org-left"><a href="https://media.emacsconf.org/2022/backstage/emacsconf-2022-sqlite--using-sqlite-as-a-data-source-a-framework-and-an-example--andrew-hyatt--large.vtt">Large</a></td>
<td class="org-right">2:49</td>
<td class="org-right">8</td>
<td class="org-left">&#xa0;</td>
</tr>


<tr>
<td class="org-left"><a href="https://media.emacsconf.org/2022/backstage/emacsconf-2022-sqlite--using-sqlite-as-a-data-source-a-framework-and-an-example--andrew-hyatt--medium.vtt">Medium</a></td>
<td class="org-right">2:03</td>
<td class="org-right">5.9</td>
<td class="org-left">&#xa0;</td>
</tr>


<tr>
<td class="org-left"><a href="https://media.emacsconf.org/2022/backstage/emacsconf-2022-sqlite--using-sqlite-as-a-data-source-a-framework-and-an-example--andrew-hyatt--small.vtt">Small</a></td>
<td class="org-right">0:40</td>
<td class="org-right">2</td>
<td class="org-left">More run-on sentences</td>
</tr>
</tbody>
</table>

Large and medium might do better on a system with a GPU. I&rsquo;ll default to the small model for now.


### DONE Commit subed-tsv so that people can try a cleaner output


### DONE Investigate more granular timestamps for the output from OpenAPI Whisper

<https://git.emacsconf.org/emacsconf-ansible/tree/roles/caption/templates>


### DONE Upload srv2 from YouTube for word-level


### CANCELLED Compare with Google Cloud Speech API

~/code/speech


### DONE E-mail for bringing new captioning volunteers onboard

    (defun emacsconf-mail-backstage-intro (volunteer &optional template)
      (interactive (list (emacsconf-complete-volunteer)))
      (emacsconf-mail-prepare
       (or template (emacsconf-mail-merge-get-template "backstage-intro"))
       (assoc-default "EMAIL" volunteer 'string=)
       (list
        :backstage "https://media.emacsconf.org/2022/backstage/"
        :backstage-user "emacsconf"
        :backstage-password emacsconf-backstage-password
        :conf-name emacsconf-name
        :year emacsconf-year
        :name (assoc-default "NAME_SHORT" volunteer 'string=)
        :email (assoc-default "EMAIL" volunteer 'string=))))


#### Template

Hi ${name}!

Thank you for volunteering for ${conf-name} ${year}!

We&rsquo;ve set up ${backstage} as the backstage area where you can view the
videos and resources uploaded so far. You can access it with the
username "${backstage-user}&ldquo; and the password &rdquo;${backstage-password}&ldquo;.
Please keep the backstage password and other speakers&rsquo; talk resources
secret.

For some ideas on ways to help, you can check out
<https://emacsconf.org/2022/volunteer/> . You can also suggest other
things you might be interested in.

You can ask questions or chat with other volunteers by e-mailing the
mailing list at emacsconf-org@gnu.org or dropping by #emacsconf on the
libera.chat IRC network. You can also e-mail me or
emacsconf-org-private@gnu.org if you have private questions.

Thank you again for your help! =)

Sacha Chua


### DONE E-mail for bringing new captioning volunteers onboard

    (defun emacsconf-mail-captioning-intro (volunteer &optional template)
      (interactive (list (emacsconf-complete-volunteer)
                         (emacsconf-mail-merge-get-template "captioning-intro")))
      (emacsconf-mail-prepare
       (or template (emacsconf-mail-merge-get-template "captioning-intro"))
       (assoc-default "EMAIL" volunteer 'string=)
       (list
        :backstage "https://media.emacsconf.org/2022/backstage/"
        :backstage-user "emacsconf"
        :backstage-password emacsconf-backstage-password
        :conf-name emacsconf-name
        :year emacsconf-year
        :name (assoc-default "NAME_SHORT" volunteer 'string=)
        :email (assoc-default "EMAIL" volunteer 'string=))))


#### Template

Hi ${name}!

Thank you for volunteering to help with the captions for ${conf-name}
${year}! Last year, we were able to get almost all the talks captioned
in time for streaming. Participants found them very useful for
understanding different technical terms, names, accents, and so on.
We&rsquo;d love to be able to pull that off again this year, and it would be
great to have you on board.

We&rsquo;ve set up ${backstage} as the backstage area where you can view the
videos and resources uploaded so far. You can access it with the
username "${backstage-user}&ldquo; and the password &rdquo;${backstage-password}&ldquo;.
Please keep the backstage password and resources secret. If you see a
talk that you&rsquo;d like to caption, you can e-mail me at
sacha@sachachua.com and I can reserve it for you. Then you can correct
any misrecognized words, fix capitalizations, remove filler words as
needed, and so on.

You&rsquo;ll probably want to work with either the VTT or the TXT versions
(VTT is WebVTT format and has timestamps), but you can check the other
talk resources in case the speaker has posted scripts or other useful
things. Both VTT and TXT are plain text, so feel free to use your
favourite text or subtitle editor. I&rsquo;ve posted a brief demo of how I
edit captions at
<https://media.emacsconf.org/2022/backstage/editing-captions.html> , and
you can find more captioning tips at <https://emacsconf.org/captioning/>
. You can convert it to whatever format you like. If you prefer to
work with plain text, we can figure out the timestamps afterwards.

Let me know if you want to reserve a talk for captioning or if you have
any questions or suggestions. We&rsquo;re also in the #emacsconf-org channel
on the libera.chat IRC network, which you can connect to with your
favourite IRC client or through the web-based interface at
<https://chat.emacsconf.org/> .

Sacha Chua


### DONE Support cue IDs in subed-vtt.el


### CANCELLED jiwer · PyPI - measure error rate

<https://pypi.org/project/jiwer/>


## DONE Find a way to accommodate a specific return-speaker

We’re not sure if we’re going to get a presentation or a prerec for them
this year, but we need to keep this at the back of our minds.

Note on how DebConf handled incidents:
<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>


## DONE Write check-in email     :sachac:


### DONE Switch all the rooms to allow anyone to start them - one less step for the check-in person

    //list = [...document.querySelectorAll('.room-name-editable')].filter((o) => o.value.match(/^ec22-(sat|sun)/));
    card = document.querySelector('a[href=\"%s\"] .card-body');
    card.querySelector('.item-action.dropdown a').click()
    card.querySelector('.update-room').click()
    if (!document.querySelector('#room_anyone_can_start').checked) {
        document.querySelector('#room_anyone_can_start').click();
    }
    document.querySelector('.update-only.create-room-button').click();

okay, next thing, it automatically refreshes. so I can&rsquo;t run the whole Javascript, I need to xdotool it.

    (setq list (mapcar (lambda (o) (plist-get o :bbb-room)) (emacsconf-get-talk-info)))
    (setq list (seq-drop list (seq-position list "https://bbb.emacsverse.org/b/sac-rvc-kd2-pev")))
    (progn
      (setq item (pop list))
      (when (string-match "/b/\\(.*\\)" item)
        (kill-new (format "card = document.querySelector('a[href=\"%s\"] .card-body');
    card.querySelector('.item-action.dropdown a').click()
    card.querySelector('.update-room').click()
    if (!document.querySelector('#room_anyone_can_start').checked) {
        document.querySelector('#room_anyone_can_start').click();
    }
    document.querySelector('.update-only.create-room-button').click();
    "
                          (match-string 0 item)))
        (sleep-for 2)
        (shell-command "xdotool key alt+Tab")))

Relying on xdotool seems a little fragile. Let&rsquo;s just check the page
itself for the next one that needs to be done.

    list = [...document.querySelectorAll('.room-name-editable')].filter((o) => o.value.match(/^ec22-(sat|sun)/));
    list.reduce(async(prev, elem) => {
      await prev;
      if (!sessionStorage.getItem(elem.value)) {
        return new Promise((resolve, reject) => {
          card = elem.closest('.card-body');
          card.querySelector('.item-action.dropdown a').click();
          card.querySelector('.update-room').click();
          sessionStorage.setItem(elem.value, true);
          setTimeout(function() {
            if (!document.querySelector('#room_anyone_can_start').checked) {
              document.querySelector('#room_anyone_can_start').click();
              document.querySelector('.update-only.create-room-button').click();
            } else {
              document.querySelector('#createRoomModal').click();
            }
            resolve(true);
          }, 500);
        });
      }
    });


### DONE Update checkin instructions


### Templates

Goals:

-   Ask speaker verify their scheduled time
    It has already been confirmed with them, but it might have changed slightly
    -   HOW: They should check the time at the top of their talk page on the day of the conference
-   Double-check Q&A preference, encourage tech checks for live talks/Q&A
    -   If they are available:
        -   Direct to tech-checks via <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.
-   Warning about potential emergency changes

Slightly more complex because of the conditionals

    (defun emacsconf-mail-checkin-instructions (group &optional template)
      "Send checkin instructions.
    GROUP is (email . (talk talk))"
      (interactive (list (emacsconf-mail-complete-email-group
                          (seq-filter
                           (lambda (o)
                             (or
                              (string= (plist-get o :status) "CANCELLED")
                              (null (plist-get o :email))
                              (string-match "after" (or (plist-get o :q-and-a) ""))))
                           (emacsconf-get-talk-info)))))
      (let* ((talks (seq-remove
                    (lambda (o)
                      (or
                       (string= (plist-get o :status) "CANCELLED")
                       (null (plist-get o :email))
                       (string-match "after" (or (plist-get o :q-and-a) ""))
                       (save-window-excursion
                         (emacsconf-with-talk-heading o
                           (re-search-forward "checkin instructions" (save-excursion (org-end-of-subtree)) t)))))
                    (cdr group)))
             (waiting-talks (seq-find (lambda (o) (string= (plist-get o :status) "WAITING_FOR_PREREC")) talks)))
        (when talks 
          (emacsconf-mail-prepare
           (or template (emacsconf-mail-merge-get-template "checkin-at-conf"))
           (car group)
           (list
            :year emacsconf-year
            :base-url emacsconf-base-url
            :conf-name emacsconf-name
            :email (plist-get (car talks) :email)
            :emergency emacsconf-emergency-contact
            :plural (if (> (length (cdr group)) 1) "s" "")
            :speakers-short (plist-get (car talks) :speakers-short)
            :url (mapconcat (lambda (o) (concat emacsconf-base-url (plist-get o :url)))
                            talks" , ")
            :waiting
            (cond
             ((> (length waiting-talks) 1)
              " If you can upload your talk videos before the conference, I think that might be much less stressful for everyone than doing it live. =) Please note that we will turn off the web-based upload on Dec 1 to free up memory on the server, so please upload them as early as you can.${wrap}")
             ((= (length waiting-talks) 1)
              " If you can upload your talk video before the conference, I think that might be much less stressful for everyone than doing it live. =) Please note that we will turn off the web-based upload on Dec 1 to free up memory on the server, so please upload it as early as you can.${wrap}")
             (t ""))
            :checkin-info
            (mapconcat
             (lambda (o)
               (let ((base-checkin (format-time-string "%b %-d %-l:%M %p" (plist-get o :checkin-time) emacsconf-timezone))
                     (speaker-checkin (format-time-string "%b %-d %-l:%M %p" (plist-get o :checkin-time) (plist-get o :timezone))))
                 (emacsconf-replace-plist-in-string
                  (append (list :base-url emacsconf-base-url
                                :check-in
                                (concat
                                 "Before " 
                                 base-checkin " in " emacsconf-timezone
                                 (if (string= base-checkin speaker-checkin)
                                     ""
                                   (concat
                                    ", which is the same as " speaker-checkin " in " (plist-get o :timezone))) "\n"
                                 "  (this is " (plist-get o :checkin-label) ")")
                                :qa-info-speakers
                                (cond
                                 ;; aaaaah, no prerec yet
                                 ((string= (plist-get o :status) "WAITING_FOR_PREREC")
                                  (concat "Talk and Q&A BigBlueButton room: " (plist-get o :bbb-room)))
                                 ((null (plist-get o :q-and-a)) "")
                                 ((string-match "live" (plist-get o :q-and-a)) (concat "Q&A BigBlueButton room: " (plist-get o :bbb-room)))
                                 ((string-match "irc" (plist-get o :q-and-a)) (concat "Q&A: " (plist-get o :channel) " (" (plist-get o :webchat-url) ")"))
                                 ((string-match "pad" (plist-get o :q-and-a)) "Q&A: On the pad")
                                 (t "Q&A: After the event")))
                          o)
                  "- ${title}
      Info and sched: ${base-url}${url}
      Check-in: ${check-in}
      Pad: ${pad-url}
      ${qa-info-speakers}")))
             talks "\n\n")))
          (mapc (lambda (o)
                  (emacsconf-mail-log-message-when-sent o "Sent checkin instructions"))
                talks))))


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

Hello, ${speakers-short}!

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

We&rsquo;ve updated the schedule based on the submissions and cancellations,
and we&rsquo;ll probably update the schedule even on the day of the
conference. You can get a rough idea of your schedule on your talk
page${plural}. You might want to check your talk page${plural} some time next
week to get a rough sense of where it is, and then check it again on
the day of your talk${plural}. Please let me know if the times don&rsquo;t
work for you.

We&rsquo;ll try our best to keep your talk in the same general timeslot (ex:
Saturday morning, Saturday afternoon, Sunday morning, Sunday
afternoon). We&rsquo;ve done some dry-runs, but just in case it turns out
that running two tracks at the same time leaves us too frazzled, we
may drop back to one track with Q&A on an alternate stream, like last
year. If there are big changes to your schedule on the day of your
talk${plural}, you&rsquo;ll get an e-mail from us with a subject like
&ldquo;URGENT: EmacsConf 2022: &#x2026;&rdquo;.${wrap}

Here&rsquo;s your talk page URL and checkin information:

${checkin-info}

Please check in early so that we can deal with scheduling changes or
technical issues, and so that we don&rsquo;t worry too much about whether
you&rsquo;ll be ready to go for Q&A. =) You can find the check-in process at
${base-url}${year}/speakers/ .${waiting}

If something comes up, please let us know as soon as you can. Here&rsquo;s
my emergency contact information: ${emergency}

Thank you for sharing your time and energy with the EmacsConf community!

Sacha

p.s. If you need to cancel, that&rsquo;s okay too, life happens. Let me know
as soon as you can and I&rsquo;ll try to shuffle things around. Thank you!


#### E-mail for speakers who are not planning to be around, but who have sent us their prerecs

Hello, ${name}!

Thank you so much for contributing a talk for EmacsConf ${year}! We&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


### CANCELLED Draft e-mail to send speakers who may need to do it live


<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 (car group) attrs)))
    
    (defun emacsconf-draft-all-acceptances ()
      (interactive)
      (let* ((emacsconf-talk-info-functions (append emacsconf-talk-info-functions '(emacsconf-get-talk-comments-from-subtree)))
             (info (seq-filter (lambda (o) (string= (plist-get o :status) "TO_ACCEPT"))
                               (emacsconf-filter-talks (emacsconf-get-talk-info))))
             (grouped (seq-group-by (lambda (o) (plist-get o :email)) info))
             (template (emacsconf-mail-merge-get-template "acceptance")))
        (mapc (lambda (group)
                (emacsconf-draft-acceptance-for-email-group group template))
              grouped)))


### Speaker acceptance

Hi, ${speakers-short}!

Summary:
,${acceptance-tasks}

We&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.

---

${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}?

${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


### Captions for approval

    (defun emacsconf-mail-captions-for-approval (talk)
      (interactive (list (emacsconf-complete-talk-info)))
      (let ((captions (expand-file-name (concat (plist-get talk :video-slug) "--main.vtt")
                                        emacsconf-cache-dir))
            (captioner-info
             (with-current-buffer (find-file-noselect emacsconf-org-file)
                       (org-entry-properties (org-find-property "CUSTOM_ID" (plist-get talk :captioner))))))
        (emacsconf-mail-prepare
         (emacsconf-mail-merge-get-template "captions")
         (plist-get talk :email)
         (list
          :speakers-short (plist-get talk :speakers-short)
          :year emacsconf-year
          :email (plist-get talk :email)
          :title (plist-get talk :title)
          :captioner (assoc-default "NAME_SHORT" captioner-info)
          :url
          (format "https://media.emacsconf.org/%s/backstage/#%s" emacsconf-year
                  (plist-get talk :slug))
          :password emacsconf-backstage-password
          :captioner-email (assoc-default "EMAIL" captioner-info)
          :captioner-volunteered
          (if (string= (plist-get talk :captioner) "sachac")
              ""
            (format "%s volunteered to edit the captions for your video. " (assoc-default "NAME_SHORT" captioner-info)))
          :chapters-note
          (if (file-exists-p
               (expand-file-name (concat (plist-get talk :video-slug) "--main--chapters.vtt")
                                 emacsconf-cache-dir))
              "I've come up with some potential chapter headings which you can see as NOTE in the transcript or in the backstage entry for your video. Let me know if you want to tweak those.\n\n"
            "")
          :intro-note
          (emacsconf-surround
           "${wrap}Also, I drafted a quick intro for the host to read. Let me know if you want to tweak this: " (plist-get talk :intro-note) "\n\n"
           "") 
          :captioner-thanks
          (if (string= (plist-get talk :captioner) "sachac")
              ""
            (format "%s: Thank you for editing the captions!\n\n" (assoc-default "NAME_SHORT" captioner-info)))
          :captions (with-temp-buffer (insert-file-contents captions) (buffer-string))))
        (mml-attach-file captions "text/vtt" "Subtitles" "attachment")))


<a id="approve-captions"></a>

#### Template

Hi ${speakers-short}!

Because you sent in your video before the conference, we were able to
caption it so that more people can find and enjoy your talk.
${captioner-volunteered} I&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} (username: emacsconf,
password: ${password}). I&rsquo;ve also included the captions at the end of
this e-mail for your convenience.${wrap}

${chapters-note}${intro-note}Do you have a bio or social/donation links you&rsquo;d like us
to add to the wiki page for your talk?

Thanks again for your contribution!

${captioner-thanks}Sacha

${captions}


### 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


### 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!")


## Prerecs


### Receive notification when new prerecs are available

    #!/usr/bin/env sh
    
    set -eu
    
    sleep_duration=600
    
    data="$(basename "$0" ".sh").data"
    
    plural () {
        if [ "$2" = 1 ] || [ "$2" = -1 ]; then
            echo "${1}"
        else
            case $1 in
                "is" )
                    echo "are"
                    ;;
                * )
                    echo "${1}s"
            esac
        fi
    }
    
    current_time() {
        date +"[%T]"
    }
    
    log() {
        printf "%s $1\n" "$(current_time)"
    }
    
    color_green="\e[32m"
    color_white="\e[0m"
    
    log2() {
        log "${color_green}$1${color_white}"
    }
    
    notify() {
        log2 "$1"
        notify-send -t 0 "EmacsConf" "$(log "$1")"
    }
    
    _sleep() {
        log "Checking again in ${sleep_duration}s"
        sleep "$sleep_duration"
    }
    
    fetch() {
        TERM=xterm ssh orga@media.emacsconf.org -- ls -1 /srv/upload | wc -l
    }
    
    clean() {
        rm -f "$data"
        log "Data file has been cleaned"
    }
    
    if [ "$#" -gt 0 ]; then
        command="$1"
        if [ "$command" = "clean" ]; then
            clean
            exit 0
        fi
    
        if [ "$command" = "clean-start" ]; then
            clean
        fi
    fi
    
    touch "$data"
    
    log2 "Currently waiting for prerec"
    
    while true; do
        prerecs_number_past=$(cat "$data")
        diff=0
    
        while true; do
            log "Checking..."
            prerecs_number_current="$(fetch)"
            diff=$((prerecs_number_current - prerecs_number_past))
            if [ $diff -gt 0 ]; then
                break
            fi
            log "No new prerec"
            _sleep
        done
    
        notify "$diff new $(plural "prerec" $diff) $(plural "is" $diff) available!"
    
        echo "$prerecs_number_current" > "$data"
    
        _sleep
    done


### Fetch upload data

    #!/usr/bin/env sh
    
    set -eu
    
    current_time() {
        date +"[%T]"
    }
    
    log() {
        printf "%s $1\n" "$(current_time)"
    }
    
    if [ -t 0 ]; then
        log "Fetching data..."
    fi
    
    TERM=xterm ssh orga@media.emacsconf.org -- cat /srv/upload/*/*json


### Fetch new talk data formatted

    #!/usr/bin/env sh
    
    set -eu
    
    echo "Fetching data..."
    data_raw="$(./fetch-upload-data.sh)"
    
    echo
    
    echo "$data_raw" | awk "$(cat << EOF
    func dewrap(a) {gsub(/^ *".*": "|",$/, "", a); return a};
    BEGIN {i=0};
    /^    "sid"/ { a[0] = dewrap(\$0); };
    /^    "name"/ { a[2] = sprintf("%s\t", dewrap(\$0)) };
    /^    "comment"/ { a[3] = sprintf("%s\t", dewrap(\$0)); if (a[3] == "\t"){a[3] = "No comment"} };
    /^    "key"/ { a[1] = dewrap(\$0); };
    /^\}/ { printf "[%d]\t%s\t%s\t%s\n\t%s\n\n", i, a[0], a[1], a[2], a[3]; i=i+1};
    EOF
          )"


## Publish this page

    (defun emacsconf-org-publish-this-page ()
      (interactive)
      (org-md-export-to-markdown)
      (org-babel-tangle)
      (magit-stage-modified)
      (magit-commit-create (list "-m" (read-string "Commit message: ")))
      (call-interactively #'magit-push-current-to-pushremote))


### Export to markdown

    (defun emacsconf-export-md-on-save ()
      "Export markdown on save.
    Meant to be used with `after-save-hook'."
      (org-md-export-to-markdown)
      (org-babel-tangle))
    
    (defvar emacsconf-export-md-on-save-configured t
      "Non-nil when the setup code-block has been executed.")

    (unless (bound-and-true-p emacsconf-export-md-on-save-configured)
       (org-babel-ref-resolve "md-export-on-save-setup()"))
    
    (add-hook 'after-save-hook #'emacsconf-export-md-on-save nil t)
    
    (when (memq #'emacsconf-export-md-on-save after-save-hook)
      (message "Hook is active"))

    (remove-hook 'after-save-hook #'emacsconf-export-md-on-save t)
    
    (unless (memq #'emacsconf-export-md-on-save after-save-hook)
      (message "Hook is no longer active"))


## Tangle and publish on save

    (defun emacsconf-export-md-on-save ()
      "Export markdown on save.
    Meant to be used with `after-save-hook'."
      (org-md-export-to-markdown)
      (org-babel-tangle))
    
    (defvar emacsconf-export-md-on-save-configured t
      "Non-nil when the setup code-block has been executed.")

    (unless (bound-and-true-p emacsconf-export-md-on-save-configured)
       (org-babel-ref-resolve "md-export-on-save-setup()"))
    
    (add-hook 'after-save-hook #'emacsconf-export-md-on-save nil t)
    
    (when (memq #'emacsconf-export-md-on-save after-save-hook)
      (message "Hook is active"))

    (remove-hook 'after-save-hook #'emacsconf-export-md-on-save t)
    
    (unless (memq #'emacsconf-export-md-on-save after-save-hook)
      (message "Hook is no longer active"))


## Review agenda

    (defcustom emacsconf-org-tag nil "Tag for your nick, for easier agenda filtering"
      :group 'emacsconf
      :type 'string)

    (defun emacsconf-show-my-agenda ()
      (interactive)
      (let* ((org-agenda-files (list (buffer-file-name)))
             (tag-filter (if emacsconf-org-tag (concat "+" emacsconf-org-tag) ""))
             (org-agenda-tag-filter-preset (list (when emacsconf-org-tag (concat "+" emacsconf-org-tag))))
             (org-agenda-custom-commands `(("a" "Agenda"
                                            ((agenda ,tag-filter)
                                             (tags-todo ,(concat tag-filter "-SCHEDULED={.+}-DEADLINE={.+}")))
                                             ((org-agenda-span 14))))))
        (org-agenda nil "a")))


## Process review comments from pad

see emacsconf-import-comments-from-etherpad-text


<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
-   Check with John Wiegley re: schedule - we always happen to coincide with his work trips


### When processing prerecs

-   We should flesh out the prepare.md section on audio-recording because
    some speakers have annoying coil-whines when recording from their
    laptop’s microphone which are particularly hard to remove.  We should
    ask speaker to record some silence, listen to it in isolation, and
    gauge how silent it actually is.  It’s not a biggie though, since we
    can usually degrade the audio quality for the sake of removing the
    noise.
-   We can ask for silence in a separate recording so that we don&rsquo;t have to worry about cutting it out.


## Possible big projects for next year


### Prolog’ing the schedule


### Designing the EmacsConf suite (to make it easier for people other us to run their own versions)