path: root/2022/organizers-notebook.md

<!-- organizers-notebook.md is exported from organizers-notebook/index.org, please modify that instead. -->
[[!sidebar content=""]]

This file is automatically exported from [/2022/organizers-notebook/index.org](/2022/organizers-notebook/index.org). You might prefer to navigate this as an Org file instead. To do so, [clone the wiki repository](https://emacsconf.org/edit/).


# Table of Contents

-   [Cadence](#cadence)
-   [Overall priorities](#overall)
-   [Time-sensitive](#time-sensitive)
-   [Projects and other long-running tasks](#projects)
-   [Projects to bear in mind but which are not actual](#maybe-projects)
-   [Things to figure out / decisions to make](#decisions)
-   [Roles needed](#roles)
-   [Other tasks and processes](#other)
-   [Task archive](#archive)
-   [Communications](#comms)
-   [Supporting code](#code)
-   [Lessons learned](#lessons)

Time-sensitive tasks:

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

Other projects:

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


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

# Cadence

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


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

<col  class="org-left" />

<col  class="org-left" />

<col  class="org-left" />

<col  class="org-left" />
</colgroup>
<tbody>
<tr>
<td class="org-left">&#xa0;</td>
<td class="org-left">Work</td>
<td class="org-left">Speakers</td>
<td class="org-left">Volunteers</td>
<td class="org-left">Public</td>
</tr>


<tr>
<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-09-30 Fri]</span></span></td>
<td class="org-left">&#xa0;</td>
<td class="org-left"><a href="#acceptance">acceptance, reply to confirm</a></td>
<td class="org-left">&#xa0;</td>
<td class="org-left">&#xa0;</td>
</tr>


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


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


<tr>
<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-10-23 Sun]</span></span></td>
<td class="org-left"><a href="#upload">file upload</a></td>
<td class="org-left"><a href="#mail-upload">file upload instructions</a></td>
<td class="org-left">training</td>
<td class="org-left">&#xa0;</td>
</tr>


<tr>
<td class="org-left"><span class="timestamp-wrapper"><span class="timestamp">[2022-10-30 Sun]</span></span></td>
<td class="org-left"><a href="#intro">intro, exit</a></td>
<td class="org-left">&#xa0;</td>
<td class="org-left"><a href="#shifts">shifts</a></td>
<td class="org-left"><a href="#announce-program">schedule</a>, posters?</td>
</tr>


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


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


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


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


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

# Overall priorities

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

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


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

<col  class="org-left" />

<col  class="org-left" />

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

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


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


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


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


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


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


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


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


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


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


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


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


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


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


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


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


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


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


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


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


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

# Time-sensitive

Ordered chronologically (and therefore by importance).

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


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

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

Schedule is now available


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

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


### Template

Greetings, fellow Emacsians!

On behalf of the EmacsConf 2022 organizers team, I&rsquo;m very excited to
announce the schedule for EmacsConf 2022 (Dec 3 and 4), available at:

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

All of the times listed on the schedule are in EST (UTC-5). You can
click on each talk&rsquo;s title to open its page for more information,
including its scheduled time in your local time. (Displaying local time
requires running a tiny bit of AGPLv3+-licensed free/libre JavaScript
code, included on the talk pages.)

For prerecorded talks, this time is also when the talk&rsquo;s video will be
made available on the same page. Please note that the times are
approximations, and that the schedule may change leading up to the
conference.

As the conference approaches, we&rsquo;ll post more details on how to watch
and participate.

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

Want to help make EmacsConf even awesomer? Volunteer! 
<https://emacsconf.org/2022/volunteer/>

We hope to see you all around on Dec 3-4 for EmacsConf 2022!

P.S. please direct all replies to this post either to myself or to the
emacsconf-discuss list, so as to help avoid generating extra off-topic
chatter in the other lists cc&rsquo;d in this message; thank you.


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

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

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


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

# Projects and other long-running tasks

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

Ordered by importance.


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

## TODO Figure out web-based file upload     :needsowner:bandali:ansible:

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

Lesson learned from last year: &ldquo;Since people kept running into ftp
problems, we might want to set up a web-frontend next year to minimise
problems.&rdquo;

Maybe we could ask some of the volunteers who wanted to help us with
the infra? It shouldn’t be complicated to deploy a ready-made
solution.

&ldquo;file drop&rdquo; is a common keyword for looking for information.
Considerations:

-   Probably run it on media.emacsconf.org
-   Bonus features:
    -   password-protected or hidden behind some kind of authentication or hidden behind some kind of URL, so we don&rsquo;t have to worry too much about spam
    -   extra points for sending speakers links to upload to specific folders so that we can separate resources by talk
    -   Resumable uploads would be good, since some speakers had a hard time with unreliable connections
-   What other conferences do:
    -   LibrePlanet uses plain FTP and recommends FileZilla <https://libreplanet.org/wiki/Video_upload_instructions>
    -   FOSSDEM uses Pentabarf to receive uploads  <https://archive.fosdem.org/2022/manuals/program/speaker/>
    -   DebConf uses SReview(?)
    -   FOSSGIS uses Seafile <https://vmx.cx/cgi-bin/blog/index.cgi/video-uploads-for-an-online-conference%3A2021-06-12%3Aen%2Cconference%2Cgeo>
-   Some options:
    -   <https://www.projectsend.org/>
    -   <https://github.com/pomf/pomf>
    -   <https://github.com/dutchcoders/transfer.sh/>
    -   <https://github.com/epoupon/fileshelter>
    -   <https://github.com/mickael-kerjean/filestash>
    -   <https://gitlab.com/mojo42/Jirafeau>
    -   <https://github.com/eikek/sharry>
    -   <https://github.com/YouTransfer/YouTransfer>
    -   <https://github.com/psi-4ward/psitransfer>
    -   NextCloud


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


### BLOCKED Implement new workflow


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


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

## TODO Coordinate and help volunteers     :sachac:

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


### TODO Write playbooks


#### TODO Host


#### BLOCKED Streamer

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


#### DONE Check-in

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


#### DONE IRC

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


#### DONE Pad

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


#### DONE Captions

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


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


### BLOCKED Hold Q&A session with volunteers


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

## TODO Prepare for prerecs     :zaeph:


### INPROGRESS Optimize ffmpeg incantation

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


#### Incantation from last year

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


#### New candidate

Changelog:

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

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

Other considerations:

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


### TODO Figure out workflow for handling submitted prerecs

We need time after the prerecs get submitted to:

-   convert the videos and check that they&rsquo;ve been reencoded properly by watching the re-encoded ones all the way to the end
-   caption videos
-   capture any extra info
-   follow up with missing prerecs

Make changes in [As prerecorded talks come in](#prerec-process)


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

## INPROGRESS Plan Etherpad use and hosting     :sachac:ansible:

-   Relevant links:
    -   Per-pad, nicely structured info with abstract, watching information, etc. CarpentryCon 2022 Schedule • CarpentryCon 2022 <https://2022.carpentrycon.org/>
    -   One pad per session: <https://meta.wikimedia.org/wiki/Arctic_Knot_Conference_2021/Program#Friday,_June_25th>
    -   [Etherpad integration in Jitsi ](https://community.jitsi.org/t/tutorial-etherpad-integration-in-jitsi-meetings/99697)

-   Good: One pad per session
-   Better: Some kind of monitoring so that we can link to the pads or embed
    the pads even before the conference starts while not risking too
    much vandalism
-   Best:
    -   Pad can be easily regenerated from Emacs Lisp with a check to see if people have been adding to it
    -   Pad links to next talks

Where should we host this?

-   live0: gets scaled up the most, lots of people connect to it for the conference, didn&rsquo;t hit performance constraints last time
-   front0: lower risk of interfering with stream
-   bbb: will already be put on strain with the concurrent streams (test showed it was stable with up to 10 concurrent video streams and 40 total participants)
-   opal’s: no news from owner, but beefy server that we used for reencode last  year
-   new Linode (probably 4GB or 8GB shared CPU): can easily be spun up, yay Ansible

[Ansible notes](#ansible)

Consider if we need extra scaling beyond being on a beefy live0?

-   Scale calculator: <https://scale.etherpad.org/>
    -   assuming 3 concurrent authors, 100 lurkers per pad, 3 concurrent pads
    -   1 core, 4GB RAM, bandwidth Mb/s: 7.488
-   <https://mclear.co.uk/2021/09/08/deploying-etherpad-at-scale-in-one-minute/>
-   <https://github.com/ether/etherpad-load-test>

Will need to try this again when we resize nodes. Probably just the extra memory will be enough and the CPU use from node won&rsquo;t step on the streaming, but not sure


### DONE Use the API to create pages based on all the slugs


### CANCELLED Figure out monitoring; maybe get everything daily and commit to git repo?

History or regeneration will be fine. We&rsquo;ll probably link to it shortly before the event, and we can also turn off the service until we&rsquo;re ready.


### DONE Generate talk-specific pad content


### DONE Set up nginx reverse proxy


### DONE Load-test

tl;dr: Either a separate 4GB Linode or being on live0 will probably be
okay, but I&rsquo;m not 100% sure due to the limitations of my load-testing
setup. I don&rsquo;t know if we need to shard by pad.

It looks like etherpad-load-test tends to max out at ~40 connections
on a specific node. I used GNU Parallel to run the loadtesting tool
against a 4GB Linode instance (shared CPU) from five nodes at the same
time (my X220, my 2GB Linode instance, front0, and the node with the
pad), and they all reached about 35-45 clients before failure (not
updating within 100ms).

    echo 'node node_modules/etherpad-load-test/app.js http://170.187.195.5:9001 -d 120 > ~/output.txt' | parallel -J loadtest -j 1 --onall --verbose --tag

    echo 'grep Local ~/output.txt | tail -1' | parallel -J loadtest -j 1 --onall --tag

Files were created at roughly the same time, so the max loads probably
overlapped. It would be good to have finer control over the
etherpad-load-test tool. Haven&rsquo;t figured out how to properly use `-l`
and `-a` yet.

    echo 'stat -c %y ~/output.txt' | parallel -J loadtest -j 1 --onall --tag

CPU graph went only up to 5%. Network max was 2.36 Mb/s in, 1.25 Mb/s out.
looking at top, CPU seems to go only up to about 12% or so.


### DONE Set up pad.emacsconf.org to point to live0.emacsconf.org     :bandali:


### DONE Set up letsencrypt

Waiting for DNS
add to /etc/dehydrated/domains.txt
sudo sh -x /etc/cron.daily/renew-https-cert-local


### TODO Link to pad from talk page


### TODO Add links to general conference pad

for collecting feedback


### TODO Prototype shift pads for easier scrolling

if we can get the anchor plugin


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


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

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


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

## DONE Update IRC instructions because of multiple tracks

Added to watch pages


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

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

-   Issue: zaeph was dropping frames and couldn’t pay attention to as many things as he wanted
-   Issue: corwin needs assistance to not be locked in his chair for the whole conf.  Premptively, zaeph can do it by broadcasting OBS scenes via the rtmp (instead of just his webcam).
-   With a long day, we may want to be able to schedule hosts/streamers/publishers in shifts
-   Ideal: Easy reproducible setup to spin up an OBS VM with scenes set up, allowing multiple users to connect to it at the same time. Maybe x2go or vnc? VMs with 8 vCPUs and a vGPU cost more, so it would be good to figure out what&rsquo;s needed, spin it down, and then spin it up maybe the day before or something like that.
-   Plus points if we can control the OBS via password-protected websocket so we can tell it to switch scenes (and even more points if we do so from Emacs, maybe via that obs-websocket.el ;) ). MPV is also controllable via IPC, so we can use the same MPV player and then switch videos around. Maybe mpvc? <https://unix.stackexchange.com/questions/664728/how-can-i-control-mpv-in-command-line>
-   Probably Linode&rsquo;s Dedicated 32 GB + RTX6000 GPU x1 at $1.50 an hour for 2-3 days + dev time, since live.emacsconf.org is in Linode as well
-   We should also look into normalization across the board, especially if we have BBB participants.  pipewire + easyeffects on the box might be the easiest way to do it.

Resources:

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

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


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


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


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


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

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

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


<a id="ical"></a>

## TODO Publish icals and pentabarf     :sachac:


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

## TODO Build up the ansible playbook     :sachac:opal:

git@git.emacsconf.org:pub/emacsconf-ansible

Goals:

Playbook will be able to reproduce:

-   [Etherpad](#etherpad): probably okay to deploy on VPS
-   web-based file upload: probably in a docker
-   publishing environment for schedule etc.

in prod or docker container


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


### DONE Set up Etherpad with MySQL


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

## BLOCKED Make something to display between talks

Goals:

-   Reassure people that they&rsquo;re in the right stream for the talk that they&rsquo;re looking for
-   Direct them to the pad and Q&A for the talk

What to show in between talks:

-   Previous talk: title, speaker, pronouns, talk page, Q&A information (if still live)
-   Next talk: title, speaker, pronouns, talk page, Q&A information, countdown

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

-   Good: Static image, maybe created with LaTeX
-   Better: Video with unobtrusive sound so people can doublecheck that their audio works
-   Best: Emacs thing so that we can have a dynamic timer and last-minute announcements, and so that it&rsquo;s Emacs =)
-   Even better than that: A compact view that can be overlaid on the Q&A session using OBS

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


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

## DONE Move scheduling and publishing code to Emacs on a VPS so that other people can help out     :sachac:

Ideal:

-   Update pages with watching information, additional resources, etc. as talks go live
-   Update the schedule as needed (cancelled or reordered talks, etc.)

Where:

-   front? my own VPS?
    
    Nice if there&rsquo;s an Ansible playbook
    
    sachac&rsquo;s notes:
    <file:///home/sacha/code/docker/emacsconf-publish/>
-   probably good to set it up on front

It&rsquo;s now on front. 


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

## TODO Create protocol for live Q&A     :zaeph:

Objective:

-   Move smoothly from the talk to live-questions, and have adaptations based on how many questions the talk receives.

Comments:

-   It would be nice to have a protocol with speakers to tell us that they’re uncomfortable with a question, just so that we can find a smooth way to skip it.


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

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


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

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

-   org-reveal config
-   SIL fonts choice


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

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


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


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

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


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

From previous years:

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


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

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

Extra stuff to consider adding:

-   Suggestions for mpv-filter to invert colourscape.

Also add to watch page

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


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


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

Maybe links to the current shift&rsquo;s pads


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


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


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

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


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

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

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


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

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

so that people on other platforms can come across EmacsConf

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


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

## TODO Prepare to announce talks on IRC

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


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

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

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


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

## BLOCKED Do a dry run

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


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

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

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


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

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

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

-   List of talks for EmacsConf 2022:  <https://emacsconf.org/talks/>
-   List of talks: <https://emacsconf.org/talks/>
-   List of categories: <https://emacsconf.org/CategoryCategory/>
-   To add something to a category, add `\[[!taglink CategoryName]]` to the bottom of its talk page (ex: 2022/talks/maint.md is in CategoryCommunity)
-   You can create new categories by making up new CategoryNames.
-   You can also link to a talk with a link like this: `\[[/2022/talks/maint|Maintaining the Maintainers: Attribution as an Economic Model for Open Source]]`
    You can make a new heading called `# Related talks`


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

# Projects to bear in mind but which are not actual


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

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

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


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

# Things to figure out / decisions to make

-   [How do we want to make the full schedule more manageable?](#sched-decision)
-   [How much do we want to enrich the wiki with JS?](#wiki-design)
-   [What ideas do we want to borrow from other conferences?](#other-confs)
-   [Do we want to make the ikiwiki web-editable?](#cgi)
-   [How do we want to make better use of Etherpad?](#pad-decision)
-   [Can we nudge people to ask IRC questions in a way that will make it easier for us to follow them?](#irc-markers)
-   [How many BBB rooms do we want to set up?](#bbb-rooms)
-   [How easy do we want to make it to join the BBB session?](#org4e17dc7)
-   [How do we want to name the BBB rooms?](#orgbba679d)
-   [Uh&#x2026; how should ikiwiki be set up?](#org2d4c8a8)
-   [Do we want people to advertise any openings with their companies or any work that they&rsquo;re looking for?](#advertising)
-   [Decision archive](#decision-archive)


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

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

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

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

Host role:

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

Streamer role:

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

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

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

-   Figure out how hosting can be done in shifts
    -   Add notes in one place
-   Figure out how streaming can be done in shifts: OBS in the cloud?
    -   [Investigate streaming options, maybe OBS in the cloud](#streaming)
-   Figure out how publishing can be done in shifts
    -   Console Emacs in a VM with everything set up for publishing to the wiki

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

-   Added option H: general starts with general Org use cases and moves on to more niche things on day 2.
    -   compared to A, general audience will be more interested in Org use
        cases than in Hyperbole, and then we can look at specific
        techniques on day 2

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

-   Discussed option G with zaeph on #emacsconf-org. zaeph prefers
    option A over option G because it gives people more choices -
    they can hop from talk to talk.

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

-   Discussed with bandali and zaeph on #emacsconf-org
-   Decided on Option A with B, C, or F as fallbacks depending on volunteer roster
-   Better for the viewers and the volunteers


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

## How much do we want to enrich the wiki with JS?

Ideas to consider:

-   Toggling local time display on the schedule
-   Making organizers-notebook nicer to browse through (or maybe use organice?)
-   Improve the video player (resolution switching?)


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

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


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

gitolite should have some options to do this


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

Might not be necessary.


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

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

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


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

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

Pain points:

-   Speakers usually ended up going through us

Options:

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


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

## How do we want to make better use of Etherpad?

Pain points:

-   Lots of scrolling for speakers
-   Takes some effort to move questions from IRC to the pad


### How many pads do we want?

-   One pad for everything
    -   Scroll down, down, down
    -   Easy to set up at the beginning
    -   Inertia
-   One pad per set of talks (Saturday AM, Saturday PM, Sunday AM, Sunday PM)
    -   Less scrolling
-   One pad per talk, plus one meta pad
    -   Very little scrolling
    -   Can send people directly to the pad


### Do we want to host our own?

-   Use etherpad.wikimedia.org
    -   Worked fine last year
-   Host our own
    -   Might be able to use API to append questions to it, if we want to get super fancy


### Do we want to embed the pad as an iframe on the watch page? on talk pages?

This guides people to use the pad for discussion/questions instead of IRC

Options:

-   Current: None, just a link
-   Big pad on the watch page:
-   Individual pads:
    -   Watch page needs to be updated with current pad and link to previous pad
    -   Individual talk page can embed the iframe
-   Embed the IRC channel instead


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

## Can we nudge people to ask IRC questions in a way that will make it easier for us to follow them?

Two tracks mean two IRC channels with lots of space for Q&A, so this may become less of an issue

Pain points:

-   Q&A/discussions often overlap with the next talks
-   Sometimes questions don&rsquo;t get copied to the pad
-   Fast discussions can get overwhelming

Ideas:

-   Announce pad link at the beginning of the talk and at the start of
    live Q&A, encourage most people to ask questions there
-   Encourage people to start questions with Q:
    -   A little extra work, but not as much as including the slug
    -   Easier to pick out when people search
    -   Volunteers can restate questions easily if people forget the Q:
-   Encourage people to start questions with Q-slug: (ex: Q-news: question about Emacs News Highlights, Q-journalism: &#x2026;)
    -   Easier to pick out questions even with overlapping Q&A/talks
-   Use two or three IRC channels so that talks can rotate among channels
    -   Easier to pick out questions even with overlapping Q&A/talks
    -   Needs logging and more organizer attention
-   Maybe a volunteer can have an ERC command that copies a question into a buffer, or even into the Etherpad


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

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

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


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

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

Considerations:

-   It&rsquo;s easier for the checkin person to deal with only the speaker
-   We may not want people to join the Q&A session at the beginning
-   We want to make it easy for people to join the Q&A session eventually

Options:

-   PROBABLY EASIEST: Set it to anyone can join, but the meeting needs to be started by a
    moderator. Start the meeting on the day of the talk. Announce the
    BBB URL in the pad, IRC channel, and on the talk page when the host
    is ready. Maybe add a rewrite rule when the host is ready.
-   Set an access code. Announce the access code when the host is ready.
    -   Access codes are annoying to copy and paste.
    -   Access codes might get accidentally unset or regenerated.
-   Set room so that moderators have to approve waiting users.
    -   Check-in has to watch out for waiting speaker.
    -   Host sets it to accept everyone who&rsquo;s waiting when the host is ready.
    -   Changing it to turn the option off doesn&rsquo;t seem to affect an
        ongoing meeting, even though the web interface says you should be
        able to change the setting any time.
    -   Waiting users don&rsquo;t make the user notification go ding.


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

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

Needs to be easy to:

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

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


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

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

-   remove the ikiwiki\_src clone from the ansible config

<https://ikiwiki.info/rcs/git/>
bare repo has a post-update hook that updates the src repo
src repo is ~ikiwiki/emacsconf
~git/repositories/pub/emacsconf-wiki.git/hooks/post-update runs ~git/repositories/pub/emacsconf-wiki.git/hooks/post-update.h00-ikiwiki-wrapper
there is an anon mirror that&rsquo;s updated with sudo -u anon /home/anon/fetch-wiki
the git wrapper is
/home/ikiwiki/hooks/emacsconf

~anon/emacsconf-wiki.git has origin  git@git.emacsconf.org:pub/emacsconf-wiki (fetch)
but git log does not have the new stuff
Where is the new stuff?
&#x2026; hah, maybe I forgot to push


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

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

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


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

## Decision archive


### Where should volunteers e-mail?

-   **Default to emacsconf-org and offer emacsconf-org-private as an option**
-   emacsconf-org-private
    -   less public, e.g. if for whatever reason we might have to decline an offer of help
    -   Also, some people want to volunteer but do not want to be in the public’s eye.
-   emacsconf-org
    -   If you’re thinking about the enticement factor of having people
        volunteer publicly, we’ll still have a well-furnished list of people
        helping us run the conf somewhere on the wiki.  [11:22]
    -   i would think if someone doesn&rsquo;t want to do it publicly, they could
        opt to write to -org-private instead, but otherwise the defacto
        should be public (-org)
    -   i just think most folks would want to do this publicly unless for
        specific reasons, rather than the other way around


### CANCELLED Do we want to do alt-stream the same way again this year?

Superseded by decision to have multiple tracks

-   Alt stream joins the current session and then continues with it until the Q&A finishes; people join the BBB room if they want to ask questions
    -   Nice and convivial, Q&A still gets captured
    -   Inertia means most people get the main message
-   Multiple streams with more space between talks, people choose which stream they want to watch
    -   How other conferences do it
    -   Speakers can attend related talks more easily


### DONE Shall we put a generic e-mail address for sending feedback, maybe with different mailtos?

Pain points:

-   Many talk pages don&rsquo;t have public e-mail addresses, so it takes a
    little extra work (or is sometimes impossible) for people to follow
    up if they have questions

Options:

-   Do nothing (current)
-   Add a mailto link to emacsconf-discuss that prepopulates the subject
-   Add a mailto link to emacsconf-org
    -   Wider discussion
-   **Add a mailto to emacsconf-org-private**
    -   Private feedback that can be forwarded to the speaker


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

# Roles needed

Each role comprises different responsibilities.  A person may have multiple roles.  An organizer might take the lead for a role, but if you want to volunteer, speak up and they&rsquo;ll probably be glad to share the load.

Some roles are also described on the <https://emacsconf.org/2022/volunteer> page. If you want to encourage people to volunteer to help, add a role description there.


## During the proposal stage

The roles below are related to the proposals in the early stages of the preparation.

-   Scheduler (SCHED: sachac)
    -   Process talks as they come and find the best place for them in the timeline
    -   Keep track of availability and thematic constraints and find solutions that accommodate most
-   Reviewer
    -   Review the proposals sent to emacsconf-submit before the speaker-notification deadline
    -   Raise flags if there are problems with a proposal (e.g. too much content for the short format)
-   Listener
    -   Receive emails from emacsconf-submit
    -   Ensure that candidates are sticking to the prescribed format (esp. the 10/20/40 duration rule)
    -   Respond to people&rsquo;s requests and suggestions, pulling in other people to help as needed
-   Publisher (PUB: sachac)
    -   Set up the wiki page
-   Infrastructure
    -   Figure out streaming options
    -   Set up file upload system that speakers will use
    -   Plan other systems that people will use


## When speakers have submitted their pre-recorded videos

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


## During the conference

-   Streamer (STREAM)
    -   Download prerecorded videos
    -   Send the combined stream to Icecast for broadcasting
-   Director (DIR: corwin) - possibly same as streamer
    -   Switch scenes, manage audio volumes as needed
    -   Provide timekeeping information to host (especially go-live countdowns)
-   Host (HOST: zaeph)
    -   Introduce talks and speakers
    -   Read questions
    -   Give time warnings
    -   Thank speakers and transition to next talk
-   Timekeeper - possibly same as host
    -   Manage time based on all available information (prerecs durations, speakers not showing up, etc.)
-   Check in (CHECK)
    -   Notice speakers checking into IRC
    -   Get them into the correct room and help them doublecheck their audio and video quality
    -   Troubleshoot as needed
    -   Notify host about next room to join
    -   Follow up with speakers who haven&rsquo;t checked in yet
    -   Check on speakers periodically so that they&rsquo;re not waiting alone
-   Questions
    -   Copy questions from IRC and the pad to wherever the host and speaker are looking
-   Pad scribe
    -   Organize and format people&rsquo;s contributions
    -   Add notes about links, key points, questions, answers
-   Accessibility (ACCESS: dto)
    -   Describe visuals in #emacsconf-accessible
    -   Nice to have: echo the captions into #emacsconf-accessible
-   Quality checker
    -   Doublecheck stream quality and audio volume
-   Publisher (PUB: sachac)
    -   Announce talks in the IRC channels
    -   Nice to have: Update the wiki page with resources (video)
    -   Nice to have: Set resources to public as each talk is played (Toobnix, YouTube)
    -   Nice to have: Update the schedule to reflect changes throughout the day


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

### Shifts

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

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

Saturday Dec 3

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


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

<col  class="org-left" />

<col  class="org-left" />

<col  class="org-left" />

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


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


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


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


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


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

Sunday Dec 4

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


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

<col  class="org-left" />

<col  class="org-left" />

<col  class="org-left" />

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


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


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


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


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


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

Backups:

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

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


## After the conference

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


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

# Other tasks and processes

-   [Giving conf.org access to a new volunteer or fake user](#private-access)
-   [As prerecorded talks come in](#prerec-process)
-   [When a talk is captioned](#when-captioned)
-   [Other tasks before the conference](#before)
-   [During the conference](#during-conference)
-   [After the conference](#after-conference)
-   [In case of](#exceptions)


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

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

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

Regular process:

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


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

## As prerecorded talks come in

-   Sacha: Parcel out captioning work to volunteers, help them get set up
-   Volunteers: Caption pre-recorded videos (usually starting from autogenerated ones for easier work)
-   Make sure all the links/resources mentioned are written down somewhere (web page and enriched captions for pasting into #emacsconf-accessible)


### Compress the video

Usage: `compress-video.sh original-file output-file`:

(zaeph might tinker with this)

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

We tried using q56 before, but it was a little too aggressive. Q=32 is the default and is probably a reasonable space vs. quality compromise.

2020 version used with parallel

    Q=$1
    WIDTH=1280
    HEIGHT=720
    AUDIO_RATE=48000
    VIDEO_FILTER="scale=w=${WIDTH}:h=${HEIGHT}:force_original_aspect_ratio=1,pad=${WIDTH}:${HEIGHT}:(ow-iw)/2:(oh-ih)/2,fps=25,colorspace=all=bt709:iall=bt601-6-625:fast=1"
    FILE=$2
    SUFFIX=$Q
    shift
    shift
    if [ ! -f $FILE ]; then
        wget https://mirror.csclub.uwaterloo.ca/emacsconf/2020/$FILE
    fi
    ffmpeg -y -i "$FILE"  -pixel_format yuv420p -vf $VIDEO_FILTER -colorspace 1 -color_primaries 1 -color_trc 1 -c:v libvpx-vp9 -b:v 0 -crf $Q -aq-mode 2 -tile-columns 0 -tile-rows 0 -frame-parallel 0 -cpu-used 8 -auto-alt-ref 1 -lag-in-frames 25 -g 240 -pass 1 -f webm -an -threads 8 /dev/null &&
    if [[ $FILE =~ "webm" ]]; then
        ffmpeg -y -i "$FILE" $*  -pixel_format yuv420p -vf $VIDEO_FILTER -colorspace 1 -color_primaries 1 -color_trc 1 -c:v libvpx-vp9 -b:v 0 -crf $Q -tile-columns 2 -tile-rows 2 -frame-parallel 0 -cpu-used -5 -auto-alt-ref 1 -lag-in-frames 25 -pass 2 -g 240 -ac 2 -threads 8 -c:a copy "${FILE%.*}--compressed$SUFFIX.webm"
    else
        ffmpeg -y -i "$FILE" $*  -pixel_format yuv420p -vf $VIDEO_FILTER -colorspace 1 -color_primaries 1 -color_trc 1 -c:v libvpx-vp9 -b:v 0 -crf $Q -tile-columns 2 -tile-rows 2 -frame-parallel 0 -cpu-used -5 -auto-alt-ref 1 -lag-in-frames 25 -pass 2 -g 240 -ac 2 -threads 8 -c:a libvorbis "${FILE%.*}--compressed$SUFFIX.webm"
    fi
    rm $FILE

2022 version used with parallel to compress low version

    Q=$1
    WIDTH=1280
    HEIGHT=720
    AUDIO_RATE=48000
    VIDEO_FILTER="scale=w=${WIDTH}:h=${HEIGHT}:force_original_aspect_ratio=1,pad=${WIDTH}:${HEIGHT}:(ow-iw)/2:(oh-ih)/2,fps=25,colorspace=all=bt709:iall=bt601-6-625:fast=1"
    FILE=$2
    SUFFIX=$Q
    shift
    shift
    ffmpeg -y -i "$FILE"  -pixel_format yuv420p -vf $VIDEO_FILTER -colorspace 1 -color_primaries 1 -color_trc 1 -c:v libvpx-vp9 -b:v 0 -crf $Q -aq-mode 2 -tile-columns 0 -tile-rows 0 -frame-parallel 0 -cpu-used 8 -auto-alt-ref 1 -lag-in-frames 25 -g 240 -pass 1 -f webm -an -threads 8 /dev/null &&
    if [[ $FILE =~ "webm" ]]; then
        ffmpeg -y -i "$FILE" $*  -pixel_format yuv420p -vf $VIDEO_FILTER -colorspace 1 -color_primaries 1 -color_trc 1 -c:v libvpx-vp9 -b:v 0 -crf $Q -tile-columns 2 -tile-rows 2 -frame-parallel 0 -cpu-used -5 -auto-alt-ref 1 -lag-in-frames 25 -pass 2 -g 240 -ac 2 -threads 8 -c:a copy "${FILE%.*}--compressed$SUFFIX.webm"
    else
        ffmpeg -y -i "$FILE" $*  -pixel_format yuv420p -vf $VIDEO_FILTER -colorspace 1 -color_primaries 1 -color_trc 1 -c:v libvpx-vp9 -b:v 0 -crf $Q -tile-columns 2 -tile-rows 2 -frame-parallel 0 -cpu-used -5 -auto-alt-ref 1 -lag-in-frames 25 -pass 2 -g 240 -ac 2 -threads 8 -c:a libvorbis "${FILE%.*}--compressed$SUFFIX.webm"
    fi


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

## When a talk is captioned

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


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

## Other tasks before the conference

-   Coordinate volunteer schedules so all the roles are covered


### Test stream setup

[Stream](#other-streams)


### Set up MPV for captions


#### mpv profile

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

    # Uncomment this line to load the profile by default
    # Otherwise, use `--profile=emacsconf-talks`
    # profile=emacsconf-talks
    
    [emacsconf-talks]
    # Positioning
    video-zoom=-0.15
    video-pan-y=-0.055
    sub-use-margins=yes
    sub-scale-by-window=yes
    sub-pos=103
    sub-margin-x=150
    sub-margin-y=40
    # Style
    sub-font="Clear Sans Bold"
    sub-color="1/0.82/0"
    sub-blur=0.2
    sub-scale=0.9
    sub-font-size=40
    sub-border-size=0
    sub-border-color=0/1
    sub-shadow-color=0/1
    sub-shadow-offset=1.2
    sub-ass-force-style=Kerning=yes
    sub-ass-line-spacing=0

(Thanks, zaeph)


#### Font: Clear Sans

Links:

-   tar.gz with all fonts: [from zaeph&rsquo;s server](https://zaeph.tk/files/emacsconf/captions/fonts.tar.gz) (more convenient)
-   WOFF from GitHub repo: [clear-sans/WOFF at main · intel/clear-sans](https://github.com/intel/clear-sans/tree/main/WOFF)


### Download prerecorded videos from ${protected}

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


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

## During the conference


### Set up


#### Arrange screens

-   CHECK:
    -   Share ${upcoming}, ${playbook}, and ${conf} via CRDT: `conf-crdt-connect-and-share`
        -   Current schedule, filenames/commands for playing, Q&A preference, IRC nick, pronunciation, intro notes, prerec duration, emergency contact information
        -   `conf-upcoming-add-subtree`
    -   Have #emacsconf-org, #emacsconf, #emacsconf-accessible, and #emacsconf-questions open
    -   Use `/opall` to get op privileges in all the channels
    -   Start backup process for pad
        
            while true; do
                curl https://etherpad.wikimedia.org/p/emacsconf-2021/export/html > emacsconf-$(date +"%Y%m%d-%H%M%S").html
              sleep 15m
            done
    -   Computer for alternate streaming:
        -   Open browser for joining BBB
        -   Open MPV for playing <http://live0.emacsconf.org:8000/main.webm>
-   HOST:
    -   rsync the newest &#x2013;main.webm from front: rsync -avze ssh front:/var/www/media.emacsconf.org/2021/protected/\*&#x2013;main.webm .
    -   Check OBS scenes for sharing windows/tabs as a virtual camera:
        -   chat.emacsconf.org with #emacsconf
        -   Etherpad
        -   Schedule
        -   next talk page
        -   Clock with current time on screen: `watch TZ=America/Toronto date`
    -   Set up backchannel for easy viewing
        -   ${upcoming}
        -   \#emacsconf-org and #emacsconf channels
    -   (?) Join organizer room S


#### Start streaming     :stream:

-   HOST: Display getting-ready message and start streaming to main.webm
-   HOST: Confirm that the stream is live at <https://live.emacsconf.org/main.webm>
-   B: Update ${status} to say that the stream is live
-   CHECK: Start low-resolution stream, confirm at <https://live.emacsconf.org/main-480p.webm>
    Call this on live0 with $CONF480PASS as the first parameter. The Icecast configuration is on `live0` at <file:///ssh:live|sudo:/etc/icecast2/icecast.xml>=.
    
        PASS=$1
        while true; do ffmpeg -loglevel 24 -f webm -reconnect_at_eof 1 -reconnect_streamed 1  -re -i http://localhost:8000/main.webm -vf scale=854:480 -f webm -c:a copy -b:v 500k -maxrate 1M -bufsize 1M  -content_type video/webm -c:v libvpx icecast://ec2020main480pmu:$PASS@localhost:8000/main-480p.webm; done
-   CHECK: Start Youtube and Toobnix streams. Call this with $YOUTUBE1PASS, $YOUTUBE2PASS, or $TOOBNIX as the parameter
    
        MOUNT=$1
        while true; do ffmpeg -loglevel 24 -i http://localhost:8000/main.webm -cluster_size_limit 2M -cluster_time_limit 5100 -b:v 1M -crf 30 -g 125 -deadline good -threads 4 -vcodec libx264 -acodec libmp3lame -f flv $MOUNT; done
-   CHECK: Verify YouTube and Toobnix streams and the CPU load on live0.
-   CHECK: Set the YouTube and Toobnix streams to public.
-   B: Verify with #emacsconf that the stream is active.
-   CHECK: Play main stream on alternate laptop. Start alternate stream and verify. Update ${status}.
-   CHECK: Announce on Twitter (@emacs, @emacsconf, @sachac) and in #emacs
    EmacsConf 2021 starting now: <https://emacsconf.org/2021/>


##### Stream


###### Low-res stream

Needs the `$main480p` environment variable set to something of the form `icecast://username:password@site:port/mount-point.webm`. Icecast configuration can be found on `live0` at `/etc/icecast2/icecast.xml`. It was okay to run this command directly on `live0` in 2020, since that kept the speed at roughly 1x.

    while true; do ffmpeg -f webm -reconnect_at_eof 1 -reconnect_streamed 1  -re -i http://localhost:8000/main.webm -vf scale=854:480 -f webm -c:a copy -b:v 500k -maxrate 1M -bufsize 1M  -content_type video/webm -c:v libvpx  $main480p done


###### Youtube


### Check in a speaker

Exception: [CHECK is unavailable](#check-gone)

-   Speaker checks in on #emacsconf-org via IRC or via e-mail ~30m before
-   CHECK notes IRC nick for speaker.
-   CHECK confirms Q&A preference: live/IRC/Etherpad, preferred way of getting questions
-   [? unknown] Thanks for checking in! How would you like to handle Q&A
    today - live video, the collaborative Etherpad at
    <https://etherpad.wikimedia.org/p/emacsconf-2021> , or IRC (like
    this)?
-   [? IRC] Thanks for checking in! Feel free to keep an eye on
    \#emacsconf for questions and discussion, and we&rsquo;ll copy things from
    the pad to there. If the volume gets overwhelming, let us know and
    we can forward questions to #emacsconf-questions for you. If you&rsquo;d
    like to try Q&A over live video or the collaborative pad instead, or
    if you need help, please let us know.
-   [? Etherpad] Thanks for checking in! The collaborative pad we&rsquo;ll be
    using for questions is at
    <https://etherpad.wikimedia.org/p/emacsconf-2021> . We&rsquo;ll collect
    questions from #emacsconf and put them there. If you&rsquo;d like to jump
    to your part of the document, you might be able to keep an eye on
    questions. Please let us know if you need help, or if you want to
    switch to live Q&A.
-   [? live] Thanks for checking in! I&rsquo;ll send you some private messages
    with instructions, so please check there. Let me know if you don&rsquo;t
    get them.
    -   Private messages:
        -   (erc-message &ldquo;PRIVMSG&rdquo; (format &ldquo;%s You can use this BBB room: %s . I&rsquo;ll join you there shortly to set up the room and do the last-minute tech check.&rdquo; nick room-url))
        -   (erc-message &ldquo;PRIVMSG&rdquo; (format &ldquo;%s The collaborative pad we&rsquo;ll be using for questions is at %s . We&rsquo;ll collect questions from #emacsconf and put them there. If you&rsquo;d like to jump to your part of the document, you might be able to keep an eye on questions. Alternatively, we can read questions to you.&rdquo; nick conf-collaborative-pad))
        -   (erc-message &ldquo;PRIVMSG&rdquo; (format &ldquo;%s Leo Vivier will join when it&rsquo;s time, and he will give you the go-ahead when it&rsquo;s time to present. See you in the BBB room!&rdquo; nick))
    -   CHECK directs speaker to available room with `/checkin <room> <nick>`
    -   Speaker joins talk room
    -   CHECK makes speaker presenter and moderator, does last-minute tech check
        -   Hello, thanks
        -   Speaker tries screen sharing and webcam (optional)
        -   check screen readability
        -   CHECK briefs speaker on process, including:
            -   live Q&A: reading questions themselves (can do in any order,
                can skip; coach possible responses for awkward things) or asking HOST to read questions to them
                -   HOST can share the pad or IRC; speaker shares screen only if doing demo
            -   encouragement of webcam, although it&rsquo;s optional
            -   how HOST will join shortly before the prerec ends and then
                give them the go-ahead
            -   closing any tabs watching the stream as their talk starts
                (otherwise the audio is confusing)
        -   If the speaker will be giving a live presentation, CHECK
            collects emergency contact information (in case of technical
            issues) and shares it with HOST in the CRDT buffer
        -   Okay to do other things until the prerec ends
    -   CHECK updates ${upcoming} with link to the talk room and
        preferences for Q&A-. CHECK will also /msg the relevant
        information.


#### bandali&rsquo;s check-in steps

-   please leave webcam quality on &rsquo;medium&rsquo;
-   please read each audience question out loud before responding
-   please mute stream on your machine if you&rsquo;re watching
-   would you like to stay around for a longer q&a?
-   would you like to share your webcam or screen? (quickly mention how)


### Present talk

-   CHECK announces the next talk on IRC and marks the previous talk as done. (`conf-announce`)
-   PAD clears pad colours.
-   [? prerec]
    -   HOST switches to MPV scene in OBS and plays the video (with captions if available).
        -   Exception: [Last-minute prerecording submission](#last-minute-prerec)
        -   Exception: [Last-minute caption update](#last-minute-captions)
    -   [CHECK publishes information](#publish)
    -   [HOST gets a head start on handling Q&A](#questions)
    -   When prerec finishes, HOST switches the OBS scene to show BBB.
-   [? live]
    -   Exception: [Speaker does not have a prerec and has not checked in](#really-missing)
    -   HOST joins the BBB room and double-checks that recording is on.
    -   CHECK-alternate joins the BBB room and pauses main MPV.
    -   HOST switches to OBS scene for BBB.
    -   Speaker presents.
        -   Exception: [Technical issues during a live presentation](#live-issues)
    -   [? talk needs to be wrapped up]
        -   HOST nudges speaker verbally.


### Publish information

-   CHECK updates the schedule in:
    -   ${conf}
    -   ${upcoming}
    -   wiki
-   CHECK publishes the video to media.emacsconf.org using `conf-publish-files`
-   CHECK commits the wiki page and the captions for the talk.
-   CHECK publishes the video on YouTube and ToobNix using `conf-video-share`.
    -   Update description:
        
            This video is available under the terms of the
            Creative Commons Attribution-ShareAlike 4.0 International (CC
            BY-SA 4.0) license.
            
            You can view it using free and open source software at
            ${url}
            
            ${description}
    -   Mark it as public.
    -   Add it to EmacsConf 2021 playlist.
    -   Update title and description.
    -   Mark it as public.
    -   Doublecheck subtitles
    -   Add it to the EmacsConf 2021 playlist.
-   [? live sections]
    -   CHECK does a rough-cut of the recording from ${dump} to get the last X minutes or by time range. There&rsquo;s about a 1-2 minute delay.
        Ex: `(kill-new (conf-dump-get "alt" "10:24" "10:30" "qa_"))`
    -   When there&rsquo;s an opportunity to do so:
        -   CHECK finetunes the rough-cut recording (trim start and end) and posts it to:
            -   media.emacsconf.org/2021
            -   wiki page for talk


### Handle Q&A

Exceptions:

-   [Speaker has not checked in](#missing)

-   [? live]
    -   CHECK-alternate joins the BBB room and pauses MPV.
    -   HOST joins the BBB room
    -   HOST starts recording in BBB or confirms that it&rsquo;s already recording
    -   HOST switches to the BBB scene in OBS.
    -   HOST describes how to ask questions.
    -   [? No questions yet]
        -   HOST thanks speaker, says nice things about talk, and asks a couple of prepared questions
    -   [? Awkward question]
        -   HOST can try rephrasing the question.
        -   HOST adds note to IRC/Etherpad that speakers can answer in any order, skip questions, answer afterwards, etc.
    -   [? Q&A needs to be wrapped up]
        -   HOST writes in Etherpad/IRC or nudges speaker verbally.
    -   CHECK notes the time that the live Q&A finished and switches back to the main stream on CHECK-alternate.
-   [? IRC/pad]
    -   HOST switches to pad/chat OBS scene.
    -   HOST describes Q&A method and shows it on the screen.
    -   While there&rsquo;s buffer time before the next talk, HOST can read out
        questions and answers, or transition to the next talk early
    -   HOST: It&rsquo;s time for the next talk, but if you want to keep
        discussing the previous talk, please feel free to continue doing
        so on IRC or the pad.
-   [? speaker will answer after the conference]
    -   HOST switches to pad/chat OBS scene.
    -   HOST says the speaker is not available right now, but we&rsquo;ll
        forward the questions to the speaker and we&rsquo;ll post the speaker&rsquo;s
        answers on the wiki page. Leave your contact information if you
        want to be notified, or subscribe to the emacsconf-discuss mailing
        list to get the announcement. Please feel free to continue
        discussing the talk on IRC or the pad.
-   [Present next talk](#present)

\*


### During each talk

-   Volunteers: post links/resources/descriptions/captions (depending on your level of energy) to #emacsconf-accessible
-   Volunteers: making sure questions get posted somewhere the speaker can see them


### Break time

-   CHECK marks the last talk as done. `conf-end-current-talk`
-   CHECK stops and restarts the Toobnix restreaming process, and re-checks the stream
-   CHECK uses `conf-upcoming-add-subtree` to add the afternoon talks to upcoming.org
-   HOST doublechecks network transfer limit and server health


### End of stream

-   CHECK removes live Q&A links
-   CHECK stops ffmpeg process for Youtube
-   CHECK stops ffmpeg process for Toobnix
-   CHECK stops ffmpeg process for main-480p
-   STREAM stops streaming
-   B updates the status pages
-   bandali figures out the downstream


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

## After the conference


### Send thanks

[Thank you, next steps](#thanks)


### Extract the opening and closing remarks


### Extract the Q&A recordings, trimming as needed

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

    console.log([...document.querySelectorAll('.email-link')].map((o) => '| ' + o.closest('tr').querySelector('time').getAttribute('datetime') + ' | ' + o.closest('tr').querySelector('#recording-text').innerHTML.trim() + ' | ' + o.getAttribute('data-pres-link').trim() + ' |').join('\n'))

Make an `ids.txt` with the IDs extracted from BBB.

In the same directory:

    while read p; do
        mkdir -p "$p";
        cd "$p";
        wget "https://bbb.emacsverse.org/presentation/${p}/slides_new.xml"			\
             "https://bbb.emacsverse.org/presentation/${p}/video/webcams.webm"		\
             "https://bbb.emacsverse.org/presentation/${p}/deskshare.xml"			\
             "https://bbb.emacsverse.org/presentation/${p}/deskshare/deskshare.webm"	\
             "https://bbb.emacsverse.org/presentation/${p}/metadata.xml"
        cd ..;
    done <ids.txt

Resource explanation:

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

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

    (defun emacsconf-extract-chat (slug speaker)
      (interactive (list
                    (emacsconf-complete-talk)
                    (completing-read "Speaker: "
                                     (seq-uniq
                                      (mapcar (lambda (node) (dom-attr node 'name))
                                              (dom-by-tag (xml-parse-region (point-min) (point-max)) 'chattimeline)))
                                     )))
      (let ((text
             (mapconcat (lambda (node)
                          (when (string= (dom-attr node 'target) "chat")
                            (let ((message
                                   (replace-regexp-in-string
                                    "\\(^[^ +]?\\): " ""
                                    (replace-regexp-in-string "<a href=\"\\(.+?\\)\" rel=\"nofollow\"><u>\\(.+?\\)</u></a>"
                                                              "<\\1>" (dom-attr node 'message)))))
                              (if (string-match speaker (dom-attr node 'name))
                                  (format "- %s: %s\n" speaker message)
                                (format "- %s\n" message)))))
                        (dom-by-tag (xml-parse-region (point-min) (point-max)) 'chattimeline)
                        "")))
        (emacsconf-edit-wiki-page slug)
        (if (re-search-forward "# Discussion" nil t)
            (progn
              (goto-char (match-end 0))
              (insert "\n\n"))
          (goto-char (point-max)))
        (kill-new text)))
    ;; TODO: Combine lines from same nick, or identify speakers with anon1/2/etc.
    (defun emacsconf-extract-chat-from-dired ()
      (interactive)
      (find-file (expand-file-name "slides_new.xml" (dired-get-file-for-visit)))
      (call-interactively 'emacsconf-extract-chat))

    (defun emacsconf-make-webcams-deskshare-spans (deskshare start-ms stop-ms strategy source-dir)
      (let ((secs (/ start-ms 1000.0))
            (webcam-video (expand-file-name "webcams.webm" source-dir))
            (deskshare-video (expand-file-name "deskshare.webm" source-dir))
            spans)
        (mapc (lambda (o)
                (unless (or (= secs (string-to-number (dom-attr o 'start_timestamp)))
                            (= (string-to-number (dom-attr o 'start_timestamp)) 0)
                            (> secs (/ stop-ms 1000.0)))
                  (setq spans (cons (list :source webcam-video
                                          :start-ms (* secs 1000)
                                          :stop-ms
                                          (* 1000
                                             (if (eq strategy 'test)
                                                 (+ secs 3)
                                               (max secs (string-to-number (dom-attr o 'start_timestamp))))))
                                    spans)))
                (when (and (<= (string-to-number (dom-attr o 'start_timestamp))
                               (/ stop-ms 1000.0))
                           (>= (string-to-number (dom-attr o 'stop_timestamp))
                               (/ start-ms 1000.0)))
                  (setq spans (cons (list :source deskshare-video
                                          :start-ms (max (* 1000 (string-to-number (dom-attr o 'start_timestamp)))
                                                         start-ms)
                                          :stop-ms
                                          (if (eq strategy 'test)
                                              (* 1000 (+ (string-to-number (dom-attr o 'start_timestamp)) 3))
                                            (min (* 1000 (string-to-number (dom-attr o 'stop_timestamp)))
                                                 stop-ms)))
                                    spans))
                  (setq secs (string-to-number (dom-attr o 'stop_timestamp)))))
              (dom-by-tag deskshare 'event))
        (unless (>= (floor (* secs 1000)) stop-ms)
          (setq spans (cons (list :source webcam-video
                                  :start-ms (* 1000 secs)
                                  :stop-ms (if (eq strategy 'test)
                                               (* 1000 (+ secs 3))
                                             stop-ms))
                            spans)))
        (if (eq strategy 'test)
            `((video ,@(reverse spans))
              (audio ,@(mapcar (lambda (o)
                                 (list :source webcam-video
                                       :start-ms (plist-get o :start-ms)
                                       :stop-ms (plist-get o :stop-ms)))
                               (reverse spans))))
          `((video ,@(nreverse spans))
            (audio (:source ,webcam-video :start-ms ,start-ms :stop-ms ,stop-ms))))))
    
    (defun emacsconf-get-ffmpeg-to-splice-webcam-and-recording (slug start-ms stop-ms info &optional strategy)
      "Return FFMPEG command for slicing.
    Strategies:
    - 'fast-cut-start-keyframe - find the keyframe before the start ms and cut from there, doing a fast copy.
    - 'start-keyframe-and-reencode - find the keyframe before the start ms and cut from there, reencoding.
    - 'cut-and-concat - seek to the keyframe before, slowly find the start-ms, reencode the snippet, and then do a fast copy of the remaining. May have encoding errors.
    - default: copy from start-ms to stop-ms, reencoding.
    "
      (let* ((source-dir (expand-file-name (concat "../questions/by-slug/" slug) emacsconf-captions-directory))
             (video-slug (plist-get (seq-find (lambda (o) (string= (plist-get o :slug) slug)) info) :video-slug))
             (output (expand-file-name (concat video-slug "--answers.webm") emacsconf-captions-directory))
             (webcam-video (expand-file-name "webcams.webm" source-dir)))
        (if (file-exists-p (expand-file-name "deskshare.webm" source-dir))
            ;; Has deskshare
            (let* ((deskshare (xml-parse-file (expand-file-name "deskshare.xml" source-dir)))
                   (final-size (compile-media-max-dimensions
                                (expand-file-name "deskshare.webm" source-dir)
                                (expand-file-name "webcams.webm" source-dir)))
                   (duration (compile-media-get-file-duration-ms (expand-file-name "webcams.webm" source-dir)))
                   (spans (emacsconf-make-webcams-deskshare-spans deskshare start-ms stop-ms strategy source-dir))
                   (compile-media-output-video-width (car final-size))
                   (compile-media-output-video-height (cdr final-size)))
              (compile-media-get-command spans output))
          ;; Just webcams
          (compile-media-get-command
           (compile-media-split-tracks
            (list (list :source webcam-video :start-ms start-ms :stop-ms stop-ms)))
           output))))

Make a table of the form

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


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

<col  class="org-left" />

<col  class="org-left" />

<col  class="org-left" />

<col  class="org-left" />

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

    (defun emacsconf-process-qa-recordings (qa dir)
    ;; (setq conf-qa-recordings qa)
    ;; (memoize 'conf-ffmpeg-get-closest-keyframe-in-msecs)
    ;; (memoize 'conf-ffmpeg-get-keyframes-between)
    ;; (memoize 'conf-video-dimensions)
    ;; (memoize 'compile-media-get-file-duration-ms)
    ;; (memoize-restore 'conf-ffmpeg-get-keyframes-around)
    
    (let ((info (emacsconf-get-talk-info)))
      (replace-regexp-in-string
       "captions/" "answers-slow/"
      (replace-regexp-in-string
       dir ""
       (string-join
        (nreverse
         (sort
          (delq nil
          (mapcar
           (lambda (o)
             (when (> (length (car o)) 0)
               (emacsconf-get-ffmpeg-to-splice-webcam-and-recording
                (elt o 2)
                (compile-media-timestamp-to-msecs (elt o 0))
                (compile-media-timestamp-to-msecs (elt o 1))
                info)))
    ;       (seq-take qa 2)                                 
           qa
           ))
          (lambda (a b) (string-match "trim" a))))   
        "\n")))))


### Update the wiki


### Update captions

-   Merge them into the video with `add-captions.sh`
    
        #!/usr/bin/zsh
        BASE="${1%.*}"
        BASE="${BASE%--main}"
        ffmpeg -y -i "$1" ${BASE}--main.vtt
        if [ -f "${BASE}--normalized.webm" ]; then
           ffmpeg -y -i "$1" -i "${BASE}--normalized.webm" -c:a copy -c:v copy "${BASE}--captioned.webm"
        else  
           ffmpeg -y -i "$1" -i "${BASE}--compressed.webm" -c:a copy -c:v copy "${BASE}--captioned.webm"
        fi
        cp ${BASE}--main.vtt ${BASE}--chapters.vtt ~/vendor/emacsconf-wiki/2021/captions
        scp "${BASE}--captioned.webm" "${BASE}--main.webm"
        scp "${BASE}--main.webm" front:~/protected
        scp "${BASE}--main.vtt" front:~/protected
        scp "${BASE}--chapters.vtt" front:~/protected
        ssh front 'cd protected; chmod ugo+r *'
-   Update Toobnix and Youtube captions with `conf-video-share`.
-   Update Toobnix and Youtube descriptions with chapters.
-   Update ${conf-year}/${captions}/${slug}.md in the wiki. To make this from scratch, use `M-x conf-prepare-transcript-directives` from the talk heading in the conference Org file.


### BLOCKED Downsize the server     :bandali:


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

## In case of


### Stuck wiki

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


### Last-minute prerecording submission

-   CHECK will copy it from the FTP upload server to ${protected} and name it appropriately.
-   CHECK will notify STREAM with the scp command and the mpv command so that STREAM can choose.


### Last-minute caption update

-   CHECK uploads the &#x2013;main.vtt file to ${protected}
-   CHECK notifies STREAM via ${upcoming}
-   STREAM uses the provided commands to download the VTT file and load it into MPV with `--sub-file`


### Speaker has not checked in

-   Let the previous talk run a little longer for Q&A; end at least in time for the prerec
-   After the previous Q&A wraps up, play the prerec
-   [? still not around after prerec finishes]
    -   HOST: Speaker might be having some difficulty connecting, but we&rsquo;ll collect your questions on the pad and send them afterwards.
    -   Can play next prerec a few minutes early


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

-   Let the previous talk do live Q&A/demo if ready
-   Close to the time of the missing talk:
    -   See if any of the previous speakers want to be set up for an impromptu talk/extension in a BBB room, just in case
    -   HOST: The next speaker might be having some difficulty connecting. In the meantime, let&rsquo;s&#x2026;
        -   OR:
            -   highlight ongoing discussions
            -   invite another speaker for an impromptu extension; mplsCorwin will keep a list of possible speakers who are still active
            -   replay a short prerec
            -   let mplsCorwin or zaeph fill in


### Speaker whose talk was reallocated shows up and has a prerec

-   CHECK copies it to ${protected}
-   Plan to play prerec at the end of the day, or in any gaps if a live talk falls through


### Speaker whose talk was reallocated shows up and wants to do it live

-   See if there&rsquo;s enough time if buffers are shuffled back; if so, set up for a live presentation
-   Check for alternate stream volunteers
-   [? not enough time] Offer to set up a BBB room for recording or to
    accept a prerecording afterwards, then include it on the site and in
    post-conference communication


### Alternate stream volunteer wants to stream  (nice to have, at risk)

-   CHECK gives ALTERNATE the BBB room URL for the talk they are interested in
-   ALTERNATE starts streaming to assigned end point
-   CHECK confirms stream
-   CHECK updates ${stream-status}
-   CHECK notifies STREAM and HOST
    -   After prerec plays:
        -   HOST: This talk has an extended demo/Q&A. You can go to ${alternate-url} to watch it, and we&rsquo;ll post a recording afterwards.
        -   HOST sends ${alternate-url} to IRC: Alternate stream for ${title}: ${alternate-url}
-   ALTERNATE notifies #emacsconf-org when the stream is done.
-   CHECK updates ${stream-status} to note that the alternate stream is finished.
    
    FFMPEG process for sending the desktop and audio to the $CONFALT mountpoint on Linux with X11 and Alsa:
    
    1.  Set the CONFALT environment variable to icecast://user:password@live0.emacsconf.org:8000/alt.webm
    2.  Install pavucontrol if you don&rsquo;t have it already.
    3.  Start the following command (<stream-desktop-and-audio.sh>:
        
            while true; do ffmpeg -loglevel 0 -ar 48000 -f alsa -channels 2 -sample_rate 48000 -i default -re -video_size 1280x720 -framerate 25 -f x11grab -i :0.0  -cluster_size_limit 2M -cluster_time_limit 5100 -content_type video/webm -c:v libvpx -b:v 1M -crf 30 -g 125 -deadline good -threads 4  -f webm $CONFALT; done
    4.  Use pavucontrol to set the recording source for the ffmpeg
        command to be the audio monitor, so you get system output as
        well.
        -   OR:
            -   [? splitting audio] (look for “Set up sinks for sound” under 2021/)
            -   [? same audio]
        -   Set up audio monitor as the input for FFMPEG
        -   MPV goes to MPV sink, browser goes to recording sink, FFMPEG takes in recording monitor


### Pad malfunction or mess-up

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


### CRDT malfunctions

-   HOST notifies CHECK and tries reconnecting
-   [? still doesn&rsquo;t work]
    -   Switch to backup Etherpad


### Conduct guidelines issue

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


### CHECK is unavailable

-   HOST does check-ins
-   HOST refers to conf.org for Q&A preference etc.
-   STREAM checks conf.org for prerec filenames etc.
-   Dropped goals:
    -   Publishing recordings ASAP
    -   Updating schedule/wiki on the fly


### HOST is unavailable

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


### Technical issues during a live presentation

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


### Big technical issues with streaming

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


### live0 can&rsquo;t handle the load or is close to network transfer limit

-   OR:
    -   Redirect some viewers via asking in #emacsconf:
        -   watch via main-480p
        -   watch via Toobnix (if we can get that working)
    -   Consider dropping the restream to Toobnix (lower audience?) or to Youtube
    -   Add additional node to Linode account for shared transfer pool (TODO: doublecheck)


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

mpv &#x2013;vf=negate $url


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

# Task archive


## DONE Write preparation instructions     :zaeph:

2021/prepare.md can be reused.

Extra stuff to consider adding:

-   DONE Suggestions for themes (especially wrt colourscape)
-   DONE “Please don’t squeeze your talk by fast-forwarding your speech. Trimming silences and filler words can help, though. Sometimes it&rsquo;s easier to write, record, and edit your voiceover, and then record the video to go along with it.&ldquo;
-   DONE Allowing speakers to plant questions, esp. to cover tangential stuff that couldn’t fit in the prerec


## CANCELLED Allocate extra time if possible; send e-mail     :sachac:


## DONE Review metadata for speakers in conf.org     :zaeph:

See the bottom of conf.org for some automated validation


## DONE Review the submissions in the pad (see emacsconf-org-private or conf.org for the link) and add any objections or comments by Sept 26 for possible [early speaker notification](#acceptance), Oct 7 for everything     :organizers:

-   zaeph: will start reviewing on Sep 21


## DONE Write preparation instructions     :zaeph:

2021/prepare.md can be reused.

Extra stuff to consider adding:

-   DONE Suggestions for themes (especially wrt colourscape)
-   DONE “Please don’t squeeze your talk by fast-forwarding your speech. Trimming silences and filler words can help, though. Sometimes it&rsquo;s easier to write, record, and edit your voiceover, and then record the video to go along with it.&ldquo;
-   DONE Allowing speakers to plant questions, esp. to cover tangential stuff that couldn’t fit in the prerec


## DONE Add more submissions (CFP deadline Sept 30)     :sachac:

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


## DONE Publish talk pages     :sachac:


## DONE Send early acceptances     :sachac:

Ideal sequence:

1.  publish /2022/prepare (zaeph)
2.  publish wiki pages
3.  send acceptance e-mails
    -   Allocate at most 20 minutes, say we&rsquo;ll try to add more time depending on the schedule (probably know by Sept 30 or Oct 1)
    -   Include review comments
4.  Send an additional e-mail introducing speakers who may want to coordinate


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

Tested code in a fork, can publish talk information once talks are approved.
emacsconf-publish.el
emacsconf-generate-info-pages
emacsconf-generate-main-schedule
emacsconf-generate-talk-pages


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


## DONE Write better subtitle documentation     :sachac:

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


## DONE Write volunteer page     :sachac:

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


## DONE Review the submissions in the pad (see emacsconf-org-private or conf.org for the link) and add any objections or comments by Sept 26 for possible [early speaker notification](#acceptance), Oct 7 for everything     :organizers:

-   zaeph: will start reviewing on Sep 21


## DONE Double-check sachac’s timezone conversions for availability     :zaeph:

zaeph helped with this, even catching some based on e-mail timestamps


## DONE Copy things over from previous notebooks     :sachac:


## DONE Prepare to publish schedule     :sachac:wiki:

-   Should be understandable as plain text
-   Ideally responsive to take advantage of more screen space on monitors while still being understandable on mobile
-   Organize by tracks and then days
-   Links to jump to a track and day
-   Graphics to make it easier for people to see nearby talk options
-   Optionally, graphical view on talk pages as well (might need to publish a JSON somewhere to front)
    
    Schedule inspiration:
    
    -   [DebConf 2022](https://debconf22.debconf.org/schedule/) converted times to your local timezone
    -   [LibrePlanet 2022](https://libreplanet.org/2022/program/) used table columns for the different tracks
    -   [SFSCON 2022](https://www.sfscon.it/programs/2022/) lists sessions chronologically, indicating tracks with labels and dots on a diagram. Dropdowns act as filters.
    -   <https://css-tricks.com/building-a-conference-schedule-with-css-grid/>

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

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


### DONE Set up main schedule as plain text

general track
day 1 and day 2

dev track
day 1 and day 2

by day
all talks


### DONE Set up talk page navigation

-   program phase: by track
-   schedule phase: chronological


### CANCELLED See if I can get the schedule to split into a nice grid on larger devices that support it

Slightly annoying to do with JS/CSS because I want it to fall back to an interleaved schedule on small screens, so we would probably need to duplicate the elements and then use media queries.


## DONE Process confirmations as we receive them     :sachac:zaeph:

-   Reply to the speaker and Cc -submit to confirm the confirmation. Something like &ldquo;Confirming your confirmation, no reply needed to this one. Thank you!&rdquo;
-   Update talk to WAITING\_FOR\_PREREC in conf.org
-   Add a note in the logbook (C-c C-z - org-add-note) for the talk entry
-   Add :PUBLIC\_EMAIL: t if given permission to use the e-mail on the
    talk page, or set it to an alternative e-mail if provided.
-   Update the public wiki&rsquo;s ${year}/talks/{$slug}.md page to add the
    e-mail address as <mailto:person@example.com> on the speaker
    information line.
-   At some point, use `M-x emacsconf-generate-talk-pages` to update the e-mail address used in the footer.

    (let (waiting)
     (save-window-excursion
       (with-current-buffer (find-file emacsconf-org-file)
         (org-map-entries (lambda () (add-to-list 'waiting
                                                  (list (org-entry-get (point) "SLUG")
                                                        (org-entry-get (point) "ITEM")))) "TODO=\"TO_CONFIRM\"")))
     waiting)


## CANCELLED Create Org heading for scheduling caption team&rsquo;s live IRC duty shifts     :dto:

See [Shifts](#shifts)


## DONE Sacha: Organize volunteer information     :sachac:


## DONE Once talks are approved

-   sacha: Publish initial talk information pages
-   Double-check talk pages, format them nicely
-   Publish draft schedule
-   Confirm e-mail communication with all of the speakers

Process for accepting a talk:

-   Create subtree for talk and populate it with properties.
    -   Required: CUSTOM\_ID SLUG NAME NAME\_SHORT EMAIL AVAILABILITY Q\_AND\_A TRACK MAX\_TIME
    -   Optional: PRONOUNS PRONUNCIATION IRC PUBLIC\_EMAIL MIN\_TIME EMERGENCY
    -   Can be validated with `emacsconf-validate-talk-subtree`
    -   Add a talk abstract subtree
-   Add it to emacsconf-schedule-plan and fiddle with it until the flow looks good
-   Execute the draft-schedule block to update the schedule in the Org file
-   Add the talk page to the wiki with `emacsconf-add-talk-page`.
-   Stage, commit, and push the wiki files. Make sure to add the talk page and the info pages.
-   Doublecheck the wiki page on the web, since the e-mail refers to it.
-   E-mail the speaker the acceptance by using `emacsconf-draft-acceptance-for-email-group` from `organizers-notebook/`.
-   Log the acceptance using `C-c C-z` in the talk subtree in `conf.org`, noting the number of minutes.
-   Change the status to TO\_CONFIRM.


## DONE Remind people about confirming e-mail communications     :sachac:email:speakers:

Look for the TO\_CONFIRM status in conf.org, probably include in schedule e-mail


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

## DONE Send people schedule information and doublecheck their availability/Q&A preference     :sachac:email:speakers:sched:

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


### Template

Hi, ${speakers-short}!

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

---

${schedule}

---

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

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

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

Sacha


### Schedule change affecting dev

(Please ignore the previous update, I included the wrong times in the
e-mail. The web version&rsquo;s been fine, though! Sorry about the extra
e-mails.)

I tweaked the schedule to put treesitter and lspbridge earlier, so
asmblox and wayland are a little later on Saturday morning. If you&rsquo;d
like to see the latest schedule for your talk, you can go to
<https://emacsconf.org/${year}/draft-schedule/> . Thanks for your
patience!

---

${schedule}

---

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

Sacha


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

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

Add your news and requests to this.


### Template so far

Hello, EmacsConf volunteers!

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

<https://emacsconf.org/2022/organizers-notebook/#overall> has an
overall prioritization matrix. If any of those options look like
something you want to learn or help with, or if you want to make
things even better than what&rsquo;s in the table, let me know.

Given the number of talks this year, we&rsquo;re going to try to see if we
can pull off two tracks. I&rsquo;ve posted a draft schedule at
<https://emacsconf.org/2022/draft-schedule/> and have e-mailed speakers
to confirm their availability. This schedule staggers live Q&A
sessions so that the person managing the streams can jump back and
forth as needed. We&rsquo;ll figure out shifts once we&rsquo;ve sorted out the
processes and training info, but if you want to call dibs on
something, feel free.
<https://emacsconf.org/2022/organizers-notebook/#shifts>

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

Sacha Chua

(You&rsquo;re receiving this e-mail because you&rsquo;re on the emacsconf-org
mailing list. Thanks for wanting to help out!)


## DONE Delete all the EmacsConf BBB rooms from last year     :chore:bbb:zaeph:

For the admins on BBB.  The list is accessible here: [Organization Settings](https://bbb.emacsverse.org/b/admins/rooms).
Should take no more than ~20′.


## DONE Write volunteer update

Hello, folks! Here&rsquo;s the weekly update on what&rsquo;s happening backstage
for EmacsConf 2022 in case you notice something that you want to help
out with. =)

-   All the speakers have confirmed that they&rsquo;ve gotten the acceptance
    e-mails. Many speakers have confirmed that the schedule works for
    them after I reshuffled a few talks for better availability. I&rsquo;ve
    posted the schedule at <https://emacsconf.org/2022/talks/> . We&rsquo;ll
    announce the schedule on the emacsconf-discuss mailing, Reddit, and
    various places this week.

-   zaeph has been working on the ffmpeg incantations for preprocessing
    the videos that will be submitted soon. bandali is working on
    getting the FTP and web-based uploads sorted out so that speakers
    can submit their videos.

-   I created some watch pages to support viewing different tracks:
    <https://emacsconf.org/2022/watch/> . The livestreams won&rsquo;t work yet
    and it would be nice to figure out something that can dynamically
    display info for recent/current/upcoming talks, but it&rsquo;s a start.

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

-   vetrivln volunteered for some of the dev hosting shifts, Karl Voit
    volunteered for some of the gen pad shifts, and FlowyCoder
    volunteered for some of the gen check-in shifts. Thanks!

Next week, we hope to:

-   Announce the EmacsConf 2022 schedule in the usual places (got any wording/JS/CSS suggestions?)
-   Finalize the upload instructions so that speakers can start submitting their files
-   Put together volunteer training materials
-   Set up per-speaker BBB rooms and friendly URLs

Sacha


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

# Communications


## DONE Ask emacsconf-org-private for feedback on early submissions

The EmacsConf 2022 CFP was extended to Sept 30 with notifications to
go out on Oct 15. We&rsquo;ve got plenty of submissions and with any luck,
you&rsquo;ve been reviewing them as they come in (assuming you have access to
emacsconf-submit@).

As a courtesy to people who got their stuff together in a timely manner
and to give them extra time to prepare a prerecorded talk (which might
also translate into extra time for us to process and caption the talks),
I&rsquo;d like to send acceptances and tentative time allotments by Sept 30.
I plan to offer a max of 20 minutes with a note that additional time may
be available for Q&A depending on how many additional submissions we get.

Could everyone who wants a say in the program please add comments to
$url by ****Sept 26**** so that we can send out early acceptances? In
general, we try to say yes to everything, so here&rsquo;s your chance to
raise any red flags or suggest ways to make things even better.
Thanks!

Sacha


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

## DONE Acceptance     :sachac:

We can accept early or send people a note saying notification of acceptance will be on Oct 15, because of the extended CFP.
Right before this e-mail:

-   Publish the wiki pages

Objectives for this e-mail:

-   Notify people of acceptance
-   Tell them the number of minutes to plan for\* (might get more)
-   Tell them about the target date
-   Get them to reply
-   Ask for public contact information or any changes to the wiki page

    
    (defun emacsconf-draft-acceptance-for-email-group (group &optional template)
      "GROUP is (email . (talk talk))."
      (interactive (list (emacsconf-mail-complete-email-group)))
      (let* ((template (or template (emacsconf-mail-merge-get-template "acceptance")))
             (talks (cdr group))
             (first (car talks))
             (reply-by-date (date-to-time "2022-10-08"))
             (prerec-target (date-to-time "2022-11-04"))
             (attrs `(:speakers-short
                      ,(plist-get first :speakers-short)
                      :plural
                      ,(if (= (length talks) 1) "" "s")
                      :email
                      ,(plist-get first :email)
                      :year
                      ,(or (plist-get first :year) emacsconf-year)
                      :reply-date
                      ,(format-time-string "%b %-e (%a)" reply-by-date)
                      :titles
                      ,(mapconcat (lambda (o) (format "\"%s\" (%s)"
                                                      (plist-get o :title)
                                                      (plist-get o :slug)))
                                  talks " and ")
                      :prerec-target
                      ,(format-time-string "%b %-e (%a)" prerec-target)
                      :page-urls
                      ,(mapconcat (lambda (o) (concat "- " (plist-get o :url)))
                                  talks "\n")
                      :irc
                      ,(if (plist-get first :irc) (concat (plist-get first :irc) "? ") "")
                      :acceptance-tasks
                      ,(concat
                       "* TODO Reply to acceptance e-mail in order to confirm e-mail communication  :emacsconf:
      DEADLINE: " (format-time-string "<%Y-%m-%d %a>" reply-by-date) "\n  Please include any extra information you want (ex: public e-mail, IRC nick) on\n"
    (mapconcat (lambda (o) (concat "  " (plist-get o :url)))
               talks "\n") "\n"
    (mapconcat (lambda (o) (format "* TODO Record %s-minute talk for \"%s\" (%s)  :emacsconf:
      DEADLINE: %s\n  https://emacsconf.org/%s/prepare/"
                                   (plist-get o :time)
                                   (plist-get o :title)
                                   (plist-get o :slug)
                                   (format-time-string "<%Y-%m-%d %a>" prerec-target)
                                   (plist-get o :year)))
               talks "\n"))
                      :talk-details-and-comments
                      ,(mapconcat
                        (lambda (o)
                          (format "%s minutes: %s\n%s\n\n%s"
                                  (plist-get o :time)
                                  (plist-get o :title)
                                  (plist-get o :url)
                                  (string-fill (emacsconf-replace-plist-in-string
                                                (append o
                                                        (list
                                                         :prerec-target (format-time-string "%b %-e" prerec-target)))
                                                (plist-get o :acceptance-comment)) 72)))
                        talks "\n---------------------------------------------------------------------\n"))))
        (emacsconf-mail-prepare template group attrs)))
    
    (defun emacsconf-draft-all-acceptances ()
      (interactive)
      (let* ((emacsconf-talk-info-functions (append emacsconf-talk-info-functions '(emacsconf-get-talk-comments-from-subtree)))
             (info (seq-filter (lambda (o) (string= (plist-get o :status) "TO_ACCEPT"))
                               (emacsconf-filter-talks (emacsconf-get-talk-info))))
             (grouped (seq-group-by (lambda (o) (plist-get o :email)) info))
             (template (emacsconf-mail-merge-get-template "acceptance")))
        (mapc (lambda (group)
                (emacsconf-draft-acceptance-for-email-group group template))
              grouped)))


### Speaker acceptance

Hi, ${speakers-short}!

Summary:
,${acceptance-tasks}

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

---

${talk-details-and-comments}

---

You&rsquo;ll have some time after your talk${plural} for Q&A, so the allocated time
can be just for your pre-recorded talk${plural}. Of course, if you like, you
can make it shorter.

We&rsquo;ve posted preparation tips at <https://emacsconf.org/${year}/prepare/> .
We&rsquo;ll send you instructions on how to upload files once we get that
set up.

Could you please plan to ****put your pre-rec${plural} together by
${prerec-target}**** (or even earlier if you want)? We&rsquo;re going to try
to caption as many talks as possible again this year, and extra time
helps a lot. People found the captions really helpful while watching
the stream, and sending your talk in early will make it more likely
that we&rsquo;ll be able to get your captions edited and reviewed before the
conference.

****Please reply to this e-mail by ${reply-date}**** (doublechecking that
emacsconf-submit@gnu.org is in the To: or Cc:) so that we can confirm
that we&rsquo;ve got the right email address for you and that messages can
get properly delivered. Also, would you like us to put ${email} as the
public contact information for you, or would you like us to add
something else to the talk page${plural}?${wrap}

${page-urls}

If you have any questions, please e-mail us at
emacsconf-submit@gnu.org or pass by the #emacsconf-org IRC channel on
irc.libera.chat (Web-based: <https://chat.emacsconf.org/#/connect>).

Thank you so much!

Sacha Chua


## Future


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

### Acknowledge pre-rec submission

    (defun emacsconf-acknowledge-submission ()
      (interactive)
      (let ((files (directory-files "captions" t (regexp-quote (org-entry-get (point) "VIDEO_SLUG"))))
            (page (format "https://emacsconf.org/%s/talks/%s" conf-year (org-entry-get (point) "SLUG")))
            (slug (org-entry-get (point) "VIDEO_SLUG")))
        (emacsconf-mail-speaker
         "Thanks for sending us your prerecorded video for EmacsConf ${year}!"
         (concat
          "Hi! Just a quick note to let you know that I've downloaded your submission for \"" (org-entry-get (point) "ITEM") "\".\n"
          (format "\nNow we have the following file%s starting with %s:\n%s"
                  (if (= (length files) 1) "" "s")
                  slug
                  (mapconcat (lambda (f)
                               (format "- %s (%s, md5: %s)\n"
                                       (replace-regexp-in-string slug "" (file-name-nondirectory f))
                                       (file-size-human-readable (file-attribute-size (file-attributes f)))
                                       (string-trim (shell-command-to-string (concat "md5sum " (shell-quote-argument f) " | cut -f 1 -d ' '")))))
                             files ""))
          (format "A quick check shows that it's about %d minutes long.\n"
                  (ceiling
                   (/ (compile-media-get-file-duration-ms
                       (seq-find (lambda (o) (member (file-name-extension o) subed-video-extensions))
                                 files))
                      60000.0)))
          "\nWe'll be working on captioning it over the next few weeks. We'll e-mail again a little closer to the conference with schedule updates and other useful information. If you want to upload a new version, you can upload it the same way you did the previous one.\n\n"
          "Please feel free to e-mail us at emacsconf-submit@gnu.org if you need help updating the talk wiki page at " page " or if you have other questions.\n\n"
    "Thank you so much for all the work you put into preparing a talk for EmacsConf ${year}, and thank you for submitting the prerecorded video before the conference!\n\nSacha"))))


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

### Captions for approval

Hi ${speakers-short}!

Because you sent in your video early, we were able to caption it so
that more people can find and enjoy your talk. ${captioner}
volunteered to caption your talk video, and here it is. I&rsquo;ve attached
the caption text file in case you want to review it, suggest any
corrections, or use the text in a blog post or elsewhere. You can look
at the attached file or watch your video with closed captions at
${url} . Thanks again for your contribution!

Sacha


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

Hi, ${name}!

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

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

If you&rsquo;ve been working on a presentation, fantastic! When you&rsquo;re
ready, you can upload it following the instructions at
<https://emacsconf.org/${year}/prepare/> (ideally before ${prerec-date} so
that we have time to download it, doublecheck, etc.). 

If you plan to present live, please go through the self-check at
<https://test.bigbluebutton.org/> . Some speakers have encountered
technical issues with BigBlueButton that they didn&rsquo;t have with Zoom or
Google Meet, so this is something we definitely want to look into
earlier rather than later. If that works for you, please e-mail us
back so that I can keep your timeslot. The tentative schedule for your
talk is on the talk page at ${url} .

**Please e-mail us your plans before ${date}.** I&rsquo;m
planning to shift the schedule around to give more time to confirmed
speakers for Q&A and possibly live demos. If I don&rsquo;t hear from you by
then (maybe an over-enthusiastic spam filter has been swallowing up
all our mail?), I&rsquo;ll probably reallocate the ${time} minutes that had
been set aside for your talk. We might be able to squeeze it back in
afterwards or play a video from you at the end of the conference day,
but it would be nice to get the schedule sorted out instead of
scrambling to fill gaps on the day of the conference.

Hope to hear from you by ${date}!

Sacha Chua

(Please use Reply to All to keep emacsconf-submit@gnu.org in the loop. Thanks!)


### Speakers who are missing prerecs

    (let ((template (conf-mail-merge-get-template "missing")))
      (seq-map
       (lambda (info)
         (compose-mail (plist-get info :email)
                       (conf-replace-plist-in-string info (plist-get template :subject))
                       `(("Reply-To" . ,(plist-get template :reply-to))
                         ("Mail-Followup-To" . ,(plist-get template :mail-followup-to))
                         ("Cc" . ,(plist-get template :cc))))
         (message-goto-body)
         (insert (conf-replace-plist-in-string info (plist-get template :body)))
         (plist-get info :email))
       (mapcar 'cadr
               (seq-group-by (lambda (o) (plist-get o :email))
                             (seq-filter (lambda (o) (string= (plist-get o :status) "WAITING_FOR_PREREC"))
                                         (conf-get-talk-info))))))


#### Template

Hi ${speakers},

EmacsConf is in a few days and I don&rsquo;t think we have your prerecorded
video yet, so I&rsquo;m getting miiiildly stressed about the schedule. And
you&rsquo;re probably stressing out about it too, so let&rsquo;s go figure out how
we can make this work.

Option A: If you happen to have the prerecording or can get it done by
tomorrow, we can probably squeeze it in. Please upload it to
ftp-upload.emacsconf.org by following the instructions in
<https://emacsconf.org/${year}/prepare#ftp-upload> , or send us a link using
your favourite file-sharing service (especially if FTP is giving you
problems).

Option B: If you want to present live, it might be an option. I&rsquo;m a little
worried about the potential for technical issues, since we&rsquo;ve had
problems with that in previous EmacsConfs. The tight schedule means
there&rsquo;s not a lot of time to figure things out, and it can be hard to
make something as focused as a prerecorded video when you&rsquo;re doing it
live. We will definitely want to make sure that:

-   your self-serve tech check works: <https://test.bigbluebutton.org>
    at your convenience;
-   you check in as early as possible (at least 1 hour before, so we
    know if the speaker before you needs to extend) and let us know
    that you want to do it live <https://emacsconf.org/${year}/speakers> .
    We keep adapting the schedule as things come up, so please check
    <https://emacsconf.org/${year}/schedule/> on the day of the conference.

If there are technical issues or your talk runs a little over time, we
might have to stop streaming it on the main stream when it&rsquo;s time for
the next talk. We may be able to continue streaming it on the
alternate stream. If so, people can continue watching it there if they
wish to.

Option C: If you can&rsquo;t make it, that&rsquo;s okay. Life gets crazy
sometimes. Please let us know and we can update the wiki. If you
happen to be able to make a prerecorded video afterwards, we can add
that to the wiki, playlists, and announcements. We hope you can join
us next year.

Since EmacsConf is **this weekend** (aaaaaaah), please let us know by
tomorrow noon EST (Friday; 9AM PST, 5PM GMT, 6PM CET) so that we can
keep the time allocated for you in the schedule. If we don&rsquo;t hear from
you, we&rsquo;ll probably reallocate the ${time} minutes reserved for you so
that other talks can have longer Q&A. If you can still make it, check
in early and let us know so that we can try to work out an alternate
stream for you. Hope to hear from you soon!

Sacha


### Check-in instructions

Goals:

-   Ask speaker verify their scheduled time
    It has already been confirmed with them, but it might have changed slightly (give-or-take 30&rsquo;
    -   HOW: They should check the time at the top of their talk page on the day of the conference
-   Double-check Q&A preference, encourage tech checks for live talks/Q&A
    -   If they are available:
        -   Direct to tech-checks via <https://emacsconf.org/${year}/prepare/>
        -   Inform them of the check-in process
            -   They come say hi to us 30&rsquo; before their session in #emacsconf-org or #emacsconf (they can use chat.emacsconf.org )
            -   We get them set up in a room where they can wait until the end of the broadcast of their pretention
            -   They’re joined by the streamer and host.


#### Code

Slightly more complex because of the conditionals

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


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

Hello, ${name}!

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

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

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

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

${emergency}

Looking forward to seeing you soon!

Sacha


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

Hello, ${name}!

Thank you so much for contributing a talk for EmacsConf ${year}! We&rsquo;re
looking forward to collecting questions and forwarding them to you by
e-mail after the conference. We&rsquo;ll also post the prerecording at the
time that it gets streamed, so people will be able to access it at
${url} once it has gone live.

If it turns out that you can make it to the conference after all, feel
free to drop us a line at #emacsconf-org and we&rsquo;ll let people know
you&rsquo;re around. You can find the check-in process at
<https://emacsconf.org/${year}/speakers/> .

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

Sacha


### Last email before the conference

> Friends, emacsians, hackers, lend me your ears!
> 
> This is it, the final stretch until the next EmacsConf.  A couple of weeks
> ago, we’ve shared our program with you; now, it is time for us to share our
> schedule, i.e. when the talks will happen!
> 
> You can find it on our wiki:
> <https://emacsconf.org/$year/schedule/>
> 
> All the times on the program are listed in EST (UTC-5).  If a talk catches
> your eye, we invite you to click on its title to find out at what time it will
> be broadcast in your local time.  Also, if the talk is pre-recorded, it will
> also be the time at which the talk will be made available on the same page.


### Thank you, next steps


#### Code

    (defun conf-mail-thanks-after-conference ()
      (interactive)
      (let* ((template (conf-mail-merge-get-template "speaker-thanks"))
             (info (conf-get-talk-info-for-subtree)))
        (compose-mail (plist-get info :email)
                      (conf-replace-plist-in-string
                       info (plist-get template :subject)))
        (message-goto-body)
        (save-excursion
          (insert
           (string-trim
            (conf-replace-plist-in-string
             (append 
              (list :subtitle-note
                    (if (file-exists-p (expand-file-name (format "%s/captions/%s--main.vtt"
                                                                 (plist-get info :year)
                                                                 (plist-get info :video-slug)) conf-directory))
                        "You can add the subtitles by downloading them from the talk page and uploading them to your video. "
                      "We didn't quite manage to squeeze in captions for your talk during the conference, but we'll work on those soon.")
                    :qa-note
                    (if (plist-get info :qa-public)
                        "The recording of your Q&A session is also on the talk page. "
                      "")
                    )
              info) 
             (plist-get template :body)))))))


#### Text

Hi ${speakers-short}!

Thank you so much for being part of EmacsConf ${year}! Hundreds of people
enjoyed it, and I&rsquo;m sure even more will come across the videos in the
days to follow.

Your prerecorded video is available on the talk page at ${url} , and
we&rsquo;ve added the questions and comments that we&rsquo;ve collected from
IRC/BBB/Etherpad. ${qa-note}

We&rsquo;ve also uploaded your talk video to ToobNix (a PeerTube
instance) at ${toobnix-url} and YouTube at ${youtube-url} . If you
want to reupload the video to your own channel, feel free to do so.
${subtitle-note} If you let me know where you&rsquo;ve uploaded
it, I can switch our playlist to include your version of the video
instead. That way, it might be easier for you to respond to comments
on videos.

If you would like to share more resources, you can add them to the
talk page or e-mail them to us and we can add them for you.

Thanks again for speaking at EmacsConf!

Sacha


## Archive


### DONE Second announcement: CFP

Dear fellow Emacsians,

This is the second and final Call for Participation for EmacsConf 2022
now extended until September 30, and the conference itself planned for
December 3 and 4 (Sat-Sun).  Please see the CFP below for details on
how to send in your proposal(s), or chat with us about them and about
other ways of participating and volunteering around EmacsConf via our
main IRC channel #emacsconf on the Libera.Chat network.

If you&rsquo;re considering submitting a proposal but think the remaining
time may not be enough, please reach out to me off-list as soon as
possible so we could work something out.

I&rsquo;ll close this portion of the email with a thank you to all of the
folks who have submitted session proposals or expressed interest in
volunteering with EmacsConf.  We look forward to reading and reviewing
all of your messages and proposals, and getting back to you about them
and about the next steps soon. :-)

Best,
amin

P.S. please direct any replies to this post either to myself or to the
emacsconf-discuss list, so as to help avoid generating extra off-topic
chatter in the other lists cc&rsquo;d on this message.  Thank you.


### DONE First announcement: CFP

Dear fellow Emacsians,

We are excitedly calling for your participation for EmacsConf 2022,
planned for December 3 and 4, 2022 (Sat-Sun)!  The CFP will be open
until September 18.  Please see below for details on how to send in
your proposal(s), or chat with us about them and about other ways of
participating and volunteering around EmacsConf via our main IRC
channel #emacsconf on the Libera.Chat network.

As an entirely volunteer-run conference we are always looking for more
volunteers and organizers to help with various aspects of organizing
and running the conference, including reviewing session proposals and
streaming parallel tracks.  To get involved, please come by our IRC
channel or one of our public mailing lists (see below) and introduce
yourself and tell us about your interests, or contact myself or one of
the other organizers directly if you&rsquo;re feeling a bit shy; we hope to
hear from you! :)

Best,
amin

P.S. please direct any replies for this message either to me or to the
emacsconf-discuss list, so as to help avoid generating extra off-topic
chatter in the other lists Cc&rsquo;d on this message.  Thank you.


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

# Supporting code


## General

    (defvar emacsconf-danger-allow-dangerous-stuff nil
      "When non-nil, trade safety for convenience.")
    
    (defvar emacsconf-danger-asked nil
      "When non-nil, user has already been asked for security trade-off.")
    
    (defun emacsconf-danger--ask (forms)
      "Ask to run dangerous FORMS.
    Return t if the answer is “yes”."
      (when (y-or-n-p (format "FORMS:\n%s\n\nThis is dangerous.  Run anyway? "
                              (prin1-to-string forms)))
        (unless emacsconf-danger-asked
          (if (y-or-n-p "Would you like to trade security for convenience for the rest of the session? ")
              (setq-local emacsconf-danger-allow-dangerous-stuff t)
            (setq-local emacsconf-danger-asked t)))
        t))
    
    (defmacro emacsconf-danger--shield (error &rest forms)
      "Protect user from dangerous FORMS.
    Throw an error if ERROR is non-nil, skip otherwise."
      `(let ((shield (not (or emacsconf-danger-allow-dangerous-stuff
                              (emacsconf-danger--ask ',@forms)))))
         (if shield
             ,(when error
                '(user-error "Dangerous action cancelled by user"))
           ,@forms)))
    
    (defmacro emacsconf-danger-shield (&rest forms)
      "Protect user from dangerous FORMS by throwing an ERROR."
      `(emacsconf-danger--shield t ,@forms))
    
    (defmacro emacsconf-danger-skip (&rest forms)
      "Protect user from dangerous FORMS by skipping them."
      `(emacsconf-danger--shield nil ,@forms))
    
    ;; Make it easy to jump and refile
    (setq-local org-refile-targets '((nil . (:maxlevel . 5))))
    
    (message "General setup has been loaded")

    (emacsconf-danger-shield
     (setq-local org-confirm-babel-evaluate nil
                 org-confirm-elisp-link-function nil))
    (message "No longer asking for confirmation in this buffer")

    (setq-local emacsconf-danger-allow-dangerous-stuff t)
    (org-babel-ref-resolve "elisp-no-confirmation()")
    
    (message "Now allowing dangerous stuff.  Buckle up, buckaroo!")

    (kill-local-variable 'emacsconf-danger-allow-dangerous-stuff)
    (kill-local-variable 'emacsconf-danger-asked)
    (kill-local-variable 'org-confirm-babel-evaluate)
    (kill-local-variable 'org-confirm-elisp-link-function)
    (kill-local-variable 'org-refile-targets)
    
    (message "Back to safety.  Phew!")


## Publish this page

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


### Export to markdown

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

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

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


## Tangle and publish on save

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

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

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


## Review agenda

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

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


## Process review comments from pad

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


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

# Lessons learned


## From previous years

-   [ ] Shorter CFP, longer recording time
-   [ ] Ask for talk title to be subject in submission
-   [X] Fresh eyes can doublecheck that all the talks are included and that availability properties have been set/followed
-   [X] Putting ‘availability’ towards the top of the submission template would make it harder for us to miss it during reviews, and it shouldn’t change anything for speakers.
-   [X] All the personalised messages we’ve sent during the scheduling campaign should probably be kept in a repo so that it’s less work for those who will be in charge of it next.
-   [ ] Since people kept running into ftp problems, we might want to set up a web-frontend next year to minimise problems.
-   [X] Might be a good idea to avoid Thanksgiving weekend, as lots of people travel then
-   [ ] Tech-checks haven’t been really popular this year, but there are so many ways we could make them more useful.  On the <span class="timestamp-wrapper"><span class="timestamp">[2021-11-16 Tue]</span></span>, 10 days prior the conf, we thought that it could be nice to use them as recording sessions for late-prerecs, and that’s only one example.
-   [X] Having the NO\_NEWS / WAITING\_FOR\_PREREC contrast from the start of `conf.org` might have made it easier for us to ping speakers who were late to the party this year.  Rather than sending the personalised 10 days prior to the conference, we might have sent it a week after the submission of the anticipated scheduled (where we ask speakers if their allocated time is okay, based on their availability).
-   [ ] Move first dry run earlier (maybe one month before?) to give us more time for process tweaks
-   [ ] Dropping talks one week before the conf might allow us to have a near-fixed schedule to announce early.
-   [ ] CRM
    -   [ ]zaeph: Implementing a variable for `automatic-emails` would make it easier to suppress user-hooks for message-mode
    -   [ ]zaeph: Even though we’re sending emails automatically, we might want to keep trace of them in our `Sent` IMAP folder.  notmuch does it with `Fcc:` in the header, so we might need a user-customisable var here as well.
-   [ ] less tiring lighting
-   [ ] split host and streamer?
-   [ ] Cram less with different tracks
-   [ ] Review pre-recs, even late submissions in their entirety to ensure no syncing issue
-   [ ] Tight opening-remarks, possible pre-rec.
-   [X] Asking pronunciation of name as soon as application with SA-cha CHEW-ah pattern would be good.  Not a lot of diligence with it this year.
-   [ ] People need to specify their IRC handle on application (potentially forcing nick and/or first-name/last-name.
-   [ ] We might want to figure out an ffmpeg workflow for noise-suppressing on top of normalisation.  Take inspiration from Audacity macros.
-   [ ] Having a more relaxed Saturday might give us time to adjust to tech-stack.
-   [ ] Creating BBB rooms in anticipation and/or automatically, before or during, might make for smoother check-in; right now, people keep wanting to check in via email even though we told them to use chat
-   [ ] Pre-recs were a little blocky wrt encoding; we might want to bump the bitrate next year
-   [ ] we can see if bot + pads + merging will help next year, and we can also experiment with multiple streams if there are enough people to pull it off so that speakers don&rsquo;t feel like they&rsquo;ve just been dropped in a room and left to their own devices :)


## Lessons learned for next year


### CFP & Review period

-   Ask for public e-mail or contact information, IRC handle in CFP
-   Be even more stringent about the 10/20/40-min splits. A lot of
    speakers still default to the 20- or 40-min formats without
    providing us shorter formats, and that puts strain on our schedule
    and requires us to use a different template for the notification
    (which can be confusing). We need to stress that not respecting the
    format makes it harder not only for the organizers, but also for the
    speakers themselves (since they will have to rethink their
    presentation). Maybe we can have an e-mail template for a quick
    reply that says something like &ldquo;Just in case we need to squeeze
    talks into shorter times, could you please also propose an outline
    for a possible 10-minute talk that could get people interested in
    your topic and point them to where they can find out more?&rdquo;
-   Two people is the sweet number of reviewers to have for the
    proposals before sending the notifications, and there’d be
    diminishing returns with more. Two is enough to release the pressure
    on SCHED, verify the metadata (esp. speaker availability), and
    suggest a different ordering where appropriate. It can take a long
    time to comb through the proposals (roughly 10 proposals per hour),
    and whilst it’d be difficult to justify more in-depth reviewers,
    other orgas can do a shallow-pass to catch red-flags or discuss the
    submissions as they come in. Other organizers can always chime in on
    topics they particularly care about so that their encouraging
    comments or suggestions can be included in the acceptance e-mail.
-   We extended CFP-end by two weeks this year, but that made it coincide
    with speaker-notifs, and that’s awkward.  Next time, we should only
    extend the CFP by one week to avoid having to scramble with the
    schedule until the very last day.
-   Some people assume that they have to suggest longer formats even if
    they intend their talks to be 10′ or 20′.  We should change the
    wording on the CFP to ask them to only provide alternatives for
    shorter formats, not longer.
-   It was hard to squeeze all the org/hyperbole talk on day-1.
    Generally, the people who submit these kinds of talk come from all
    over the world, and US mornings are more accommodating than US
    evenings when it comes to timezones.  We might consider having two org
    **mornings** rather than an org **day**; it would give us more flexibility
    with those talks.
-   We’re starting to reach critical mass on the org-talks.  We might want
    to consider splitting the org-talks and the dev-talks into two
    distinct events to allow them to grow independently.
-   We should associate time-of-day with CFP-deadline; otherwise, the
    scheduler has to be on edge until the very end of the day.  It’s worse
    this year because we made CFP-end coincide with speaker-notif, so this
    might not be as much of a problem next year.
-   It’s easier for us to extend beyond 5pm than to go before 9am
    (especially for the West coast).  Extending beyond 5pm puts strain on
    European organizers and volunteers, though.
-   Sometimes, ikiwiki on front0 took a lot of time to process the new
    commits.  sachac assumed this is due to a faulty regex parsing.  We
    should be able to find out more by looking at the logs from ikiwiki
    after a slow commit.
-   Ask for preferred timezone in CFP


## Possible big projects for next year


### Prolog’ing the schedule


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