summaryrefslogtreecommitdiffstats
path: root/2022/organizers-notebook.org
blob: a21dfdd14625b434deb2e38b18276dd7015cd025 (plain) (blame)
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100
101
102
103
104
105
106
107
108
109
110
111
112
113
114
115
116
117
118
119
120
121
122
123
124
125
126
127
128
129
130
131
132
133
134
135
136
137
138
139
140
141
142
143
144
145
146
147
148
149
150
151
152
153
154
155
156
157
158
159
160
161
162
163
164
165
166
167
168
169
170
171
172
173
174
175
176
177
178
179
180
181
182
183
184
185
186
187
188
189
190
191
192
193
194
195
196
197
198
199
200
201
202
203
204
205
206
207
208
209
210
211
212
213
214
215
216
217
218
219
220
221
222
223
224
225
226
227
228
229
230
231
232
233
234
235
236
237
238
239
240
241
242
243
244
245
246
247
248
249
250
251
252
253
254
255
256
257
258
259
260
261
262
263
264
265
266
267
268
269
270
271
272
273
274
275
276
277
278
279
280
281
282
283
284
285
286
287
288
289
290
291
292
293
294
295
296
297
298
299
300
301
302
303
304
305
306
307
308
309
310
311
312
313
314
315
316
317
318
319
320
321
322
323
324
325
326
327
328
329
330
331
332
333
334
335
336
337
338
339
340
341
342
343
344
345
346
347
348
349
350
351
352
353
354
355
356
357
358
359
360
361
362
363
364
365
366
367
368
369
370
371
372
373
374
375
376
377
378
379
380
381
382
383
384
385
386
387
388
389
390
391
392
393
394
395
396
397
398
399
400
401
402
403
404
405
406
407
408
409
410
411
412
413
414
415
416
417
418
419
420
421
422
423
424
425
426
427
428
429
430
431
432
433
434
435
436
437
438
439
440
441
442
443
444
445
446
447
448
449
450
451
452
453
454
455
456
457
458
459
460
461
462
463
464
465
466
467
468
469
470
471
472
473
474
475
476
477
478
479
480
481
482
483
484
485
486
487
488
489
490
491
492
493
494
495
496
497
498
499
500
501
502
503
504
505
506
507
508
509
510
511
512
513
514
515
516
517
518
519
520
521
522
523
524
525
526
527
528
529
530
531
532
533
534
535
536
537
538
539
540
541
542
543
544
545
546
547
548
549
550
551
552
553
554
555
556
557
558
559
560
561
562
563
564
565
566
567
568
569
570
571
572
573
574
575
576
577
578
579
580
581
582
583
584
585
586
587
588
589
590
591
592
593
594
595
596
597
598
599
600
601
602
603
604
605
606
607
608
609
610
611
612
613
614
615
616
617
618
619
620
621
622
623
624
625
626
627
628
629
630
631
632
633
634
635
636
637
638
639
640
641
642
643
644
645
646
647
648
649
650
651
652
653
654
655
656
657
658
659
660
661
662
663
664
665
666
667
668
669
670
671
672
673
674
675
676
677
678
679
680
681
682
683
684
685
686
687
688
689
690
691
692
693
694
695
696
697
698
699
700
701
702
703
704
705
706
707
708
709
710
711
712
713
714
715
716
717
718
719
720
721
722
723
724
725
726
727
728
729
730
731
732
733
734
735
736
737
738
739
740
741
742
743
744
745
746
747
748
749
750
751
752
753
754
755
756
757
758
759
760
761
762
763
764
765
766
767
768
769
770
771
772
773
774
775
776
777
778
779
780
781
782
783
784
785
786
787
788
789
790
791
792
793
794
795
796
797
798
799
800
801
802
803
804
805
806
807
808
809
810
811
812
813
814
815
816
817
818
819
820
821
822
823
824
825
826
827
828
829
830
831
832
833
834
835
836
837
838
839
840
841
842
843
844
845
846
847
848
849
850
851
852
853
854
855
856
857
858
859
860
861
862
863
864
865
866
867
868
869
870
871
872
873
874
875
876
877
878
879
880
881
882
883
884
885
886
887
888
889
890
891
892
893
894
895
896
897
898
899
900
901
902
903
904
905
906
907
908
909
910
911
912
913
914
915
916
917
918
919
920
921
922
923
924
925
926
927
928
929
930
931
932
933
934
935
936
937
938
939
940
941
942
943
944
945
946
947
948
949
950
951
952
953
954
955
956
957
958
959
960
961
962
963
964
965
966
967
968
969
970
971
972
973
974
975
976
977
978
979
980
981
982
983
984
985
986
987
988
989
990
991
992
993
994
995
996
997
998
999
1000
1001
1002
1003
1004
1005
1006
1007
1008
1009
1010
1011
1012
1013
1014
1015
1016
1017
1018
1019
1020
1021
1022
1023
1024
1025
1026
1027
1028
1029
1030
1031
1032
1033
1034
1035
1036
1037
1038
1039
1040
1041
1042
1043
1044
1045
1046
1047
1048
1049
1050
1051
1052
1053
1054
1055
1056
1057
1058
1059
1060
1061
1062
1063
1064
1065
1066
1067
1068
1069
1070
1071
1072
1073
1074
1075
1076
1077
1078
1079
1080
1081
1082
1083
1084
1085
1086
1087
1088
1089
1090
1091
1092
1093
1094
1095
1096
1097
1098
1099
1100
1101
1102
1103
1104
1105
1106
1107
1108
1109
1110
1111
1112
1113
1114
1115
1116
1117
1118
1119
1120
1121
1122
1123
1124
1125
1126
1127
1128
1129
1130
1131
1132
1133
1134
1135
1136
1137
1138
1139
1140
1141
1142
1143
1144
1145
1146
1147
1148
1149
1150
1151
1152
1153
1154
1155
1156
1157
1158
1159
1160
1161
1162
1163
1164
1165
1166
1167
1168
1169
1170
1171
1172
1173
1174
1175
1176
1177
1178
1179
1180
1181
1182
1183
1184
1185
1186
1187
1188
1189
1190
1191
1192
1193
1194
1195
1196
1197
1198
1199
1200
1201
1202
1203
1204
1205
1206
1207
1208
1209
1210
1211
1212
1213
1214
1215
1216
1217
1218
1219
1220
1221
1222
1223
1224
1225
1226
1227
1228
1229
1230
1231
1232
1233
1234
1235
1236
1237
1238
1239
1240
1241
1242
1243
1244
1245
1246
1247
1248
1249
1250
1251
1252
1253
1254
1255
1256
1257
1258
1259
1260
1261
1262
1263
1264
1265
1266
1267
1268
1269
1270
1271
1272
1273
1274
1275
1276
1277
1278
1279
1280
1281
1282
1283
1284
1285
1286
1287
1288
1289
1290
1291
1292
1293
1294
1295
1296
1297
1298
1299
1300
1301
1302
1303
1304
1305
1306
1307
1308
1309
1310
1311
1312
1313
1314
1315
1316
1317
1318
1319
1320
1321
1322
1323
1324
1325
1326
1327
1328
1329
1330
1331
1332
1333
1334
1335
1336
1337
1338
1339
1340
1341
1342
1343
1344
1345
1346
1347
1348
1349
1350
1351
1352
1353
1354
1355
1356
1357
1358
1359
1360
1361
1362
1363
1364
1365
1366
1367
1368
1369
1370
1371
1372
1373
1374
1375
1376
1377
1378
1379
1380
1381
1382
1383
1384
1385
1386
1387
1388
1389
1390
1391
1392
1393
1394
1395
1396
1397
1398
1399
1400
1401
1402
1403
1404
1405
1406
1407
1408
1409
1410
1411
1412
1413
1414
1415
1416
1417
1418
1419
1420
1421
1422
1423
1424
1425
1426
1427
1428
1429
1430
1431
1432
1433
1434
1435
1436
1437
1438
1439
1440
1441
1442
1443
1444
1445
1446
1447
1448
1449
1450
1451
1452
1453
1454
1455
1456
1457
1458
1459
1460
1461
1462
1463
1464
1465
1466
1467
1468
1469
1470
1471
1472
1473
1474
1475
1476
1477
1478
1479
1480
1481
1482
1483
1484
1485
1486
1487
1488
1489
1490
1491
1492
1493
1494
1495
1496
1497
1498
1499
1500
1501
1502
1503
1504
1505
1506
1507
1508
1509
1510
1511
1512
1513
1514
1515
1516
1517
1518
1519
1520
1521
1522
1523
1524
1525
1526
1527
1528
1529
1530
1531
1532
1533
1534
1535
1536
1537
1538
1539
1540
1541
1542
1543
1544
1545
1546
1547
1548
1549
1550
1551
1552
1553
1554
1555
1556
1557
1558
1559
1560
1561
1562
1563
1564
1565
1566
1567
1568
1569
1570
1571
1572
1573
1574
1575
1576
1577
1578
1579
1580
1581
1582
1583
1584
1585
1586
1587
1588
1589
1590
1591
1592
1593
1594
1595
1596
1597
1598
1599
1600
1601
1602
1603
1604
1605
1606
1607
1608
1609
1610
1611
1612
1613
1614
1615
1616
1617
1618
1619
1620
1621
1622
1623
1624
1625
1626
1627
1628
1629
1630
1631
1632
1633
1634
1635
1636
1637
1638
1639
1640
1641
1642
1643
1644
1645
1646
1647
1648
1649
1650
1651
1652
1653
1654
1655
1656
1657
1658
1659
1660
1661
1662
1663
1664
1665
1666
1667
1668
1669
1670
1671
1672
1673
1674
1675
1676
1677
1678
1679
1680
1681
1682
1683
1684
1685
1686
1687
1688
1689
1690
1691
1692
1693
1694
1695
1696
1697
1698
1699
1700
1701
1702
1703
1704
1705
1706
1707
1708
1709
1710
1711
1712
1713
1714
1715
1716
1717
1718
1719
1720
1721
1722
1723
1724
1725
1726
1727
1728
1729
1730
1731
1732
1733
1734
1735
1736
1737
1738
1739
1740
1741
1742
1743
1744
1745
1746
1747
1748
1749
1750
1751
1752
1753
1754
1755
1756
1757
1758
1759
1760
1761
1762
1763
1764
1765
1766
1767
1768
1769
1770
1771
1772
1773
1774
1775
1776
1777
1778
1779
1780
1781
1782
1783
1784
1785
1786
1787
1788
1789
1790
1791
1792
1793
1794
1795
1796
1797
1798
1799
1800
1801
1802
1803
1804
1805
1806
1807
1808
1809
1810
1811
1812
1813
1814
1815
1816
1817
1818
1819
1820
1821
1822
1823
1824
1825
1826
1827
1828
1829
1830
1831
1832
1833
1834
1835
1836
1837
1838
1839
1840
1841
1842
1843
1844
1845
1846
1847
1848
1849
1850
1851
1852
1853
1854
1855
1856
1857
1858
1859
1860
1861
1862
1863
1864
1865
1866
1867
1868
1869
1870
1871
1872
1873
1874
1875
1876
1877
1878
1879
1880
1881
1882
1883
1884
1885
1886
1887
1888
1889
1890
1891
1892
1893
1894
1895
1896
1897
1898
1899
1900
1901
1902
1903
1904
1905
1906
1907
1908
1909
1910
1911
1912
1913
1914
1915
1916
1917
1918
1919
1920
1921
1922
1923
1924
1925
1926
1927
1928
1929
1930
1931
1932
1933
1934
1935
1936
1937
1938
1939
1940
1941
1942
1943
1944
1945
1946
1947
1948
1949
1950
1951
1952
1953
1954
1955
1956
1957
1958
1959
1960
1961
1962
1963
1964
1965
1966
1967
1968
1969
1970
1971
1972
1973
1974
1975
1976
1977
1978
1979
1980
1981
1982
1983
1984
1985
1986
1987
1988
1989
1990
1991
1992
1993
#+todo: TODO(t) INPROGRESS(i) WAITING(w) BLOCKED(b) | DONE(x) CANCELLED(c)
#+OPTIONS: h:6 toc:nil
#+PROPERTY: header-args    :results silent :exports code :tangle yes

#+begin_export md
<!-- organizers-notebook.md is exported from organizers-notebook.org, please modify that instead. -->
[[!sidebar content=""]]
#+end_export

#+TOC: headlines 1

* Working with this file                                           :noexport:
:PROPERTIES:
:CUSTOM_ID: this
:END:
You can open the following links (~C-c C-o~ or ~<mouse-1>~) to run the
associated actions:

General:
- [[elisp:(org-babel-ref-resolve "general-setup()")][General setup]] / [[elisp:(prog1 (org-babel-ref-resolve "general-setup()") (org-babel-ref-resolve "i-like-danger()"))][Risky general setup]]
- [[elisp:(org-babel-ref-resolve "i-like-danger()")][I’m okay trading off security for convenience]] / [[elisp:(org-babel-ref-resolve "back-to-safety()")][Bring me back to safety]]
  - [[elisp:(org-babel-ref-resolve "elisp-no-confirmation")][Do not ask for confirmation when evaluating elisp links or org-babel blocks]] (Risky)
- [[elisp:(org-babel-execute-buffer)][Execute buffer]] (Risky and unreliable for now)

Importing changes:
(This file is frequently edited, so you’d better pull before making your changes.)
- [[elisp:(magit-pull-from-pushremote nil)][Pull from origin]]

Export:
- [[elisp:(progn (org-md-export-to-markdown) (org-babel-tangle))][Export and tangle]]
- [[elisp:(emacsconf-org-publish-this-page)][Export, tangle, commit, push]]
- [[elisp:(org-babel-ref-resolve "md-export-on-save-toggle-on()")][Export on save]]
- [[elisp:(org-babel-ref-resolve "md-export-on-save-toggle-off()")][Stop exporting on save]]

You can use ~C-c /~ (~org-sparse-tree~) to filter this for TODOs,
or ~C-c \~ (~org-match-sparse-tree~) to see anything tagged with your tag.
~org-agenda~ with ~<~ for the file restriction may also be handy.
  
* Current tasks / status
:PROPERTIES:
:CUSTOM_ID: current
:END:
Planned dates and phases:

| [2022-09-26]           | Yes/no comments for original submissions                                          |
| [2022-09-30]           | Original speaker notification date                                                |
| [2022-10-07]           | Yes/no comments for late submissions                                              |
| [2022-10-15]           | New speaker notification date (possibly only for late submissions)                |
| [2022-10-22]           | E-mail confirmation expected (collect public contact info for posting in program) |
| [2022-10-22]           | Strongly encourage early submitters to target this date for prerecs               |
| [2022-10-31]           | Schedule published                                                                |
| [2022-11-05]           | Target date to receive prerecs; earlier is better                                 |
|                        | zaeph: reencode videos                                                            |
|                        | sachac: prepare talks for captioning                                              |
|                        | volunteers: tech checks, captions                                                 |
| 2022-12-03, 2022-12-04 | Conference                                                                        |

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

** TODO 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][early speaker notification]], Oct 7 for everything :organizers:
DEADLINE: <2022-09-26 Mon>
- zaeph: will start reviewing on Sep 21
** TODO Write preparation instructions and decide on deadline for prerecs :zaeph:
DEADLINE: <2022-09-26 Mon>
2021/prepare.md can be reused.

We need time after the prerecs get submitted to:
- convert the videos and check that they've been reencoded properly by watching the re-encoded ones all the way to the end
- caption videos
- capture any extra info
- follow up with missing prerecs

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

Extra stuff to consider adding:
- Suggestions for org-reveal, fonts and themes (especially wrt colourscape)
- “Please don’t squeeze your talk by fast-forwarding your speech. Trimming silences and filler words can help, though. Sometimes it's easier to write, record, and edit your voiceover, and then record the video to go along with it."
- Allowing speakers to plant questions, esp. to cover tangential stuff that couldn’t fit in the prerec
** TODO Write viewing instructions                                   :zaeph:
Extra stuff to consider adding:
- Suggestions for mpv-filter to invert colourscape.
** WAITING Add more submissions (CFP deadline Sept 30)              :sachac:
DEADLINE: <2022-09-30 Fri>
- Sacha: Add submissions to emacsconf-2022-private, draft 2-day schedule by Oct 10
** DONE Copy things over from previous notebooks                    :sachac:
CLOSED: [2022-09-21 Wed 14:12]
** TODO Double-check sachac’s timezone conversions for availability :corwin:
** TODO Investigate streaming options, maybe OBS in the cloud       :corwin:
DEADLINE: <2022-11-20 Sun>
- Issue: zaeph was dropping frames and couldn’t pay attention to as many things as he wanted
- Issue: corwin needs assistance to not be locked in his chair for the whole conf.  Premptively, zaeph can do it by broadcasting OBS scenes via the rmtp (instead of just his webcam).
  *** TODO corwin: plan an approach to use a centralized OBS/nginix "bouncer" :corwin:
*** TODO corwin: document such that someone else could use/fix it  :corwin:
*** TODO corwin: recruit at least one more person to help operate the "video bouncer" :corwin:
** TODO Work on the OBS scenes                                :zaeph:corwin:
DEADLINE: <2022-11-11 Fri>
- [ ] corwin is out from Nov 11-20, and we should start working on them before then.
** TODO Figure out web-based file upload                        :needsowner:
Lesson learned from last year: "Since people kept running into ftp problems, we might want to set up a web-frontend next year to minimise problems."
Maybe we could ask some of the volunteers who wanted to help us with the infra?  It shouldn’t be complicated to deploy a ready-made solution.
** DONE Prepare to export talk information to wiki                  :sachac:
DEADLINE: <2022-10-15 Sat>

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

** DONE Give access to emacsconf-2022-private to dto                 :zaeph:
CLOSED: [2022-09-21 Wed 01:17]
** DONE Write better subtitle documentation                         :sachac:
CLOSED: [2022-09-22 Thu 15:12]
https://wiki.debian.org/Teams/DebConf/Video/Subtitles
https://emacsconf.org/captioning
That will help more people subtitle things
** TODO Create Org heading for scheduling caption team's live IRC duty shifts :dto:
DEADLINE: <2022-09-30 Fri>

** DONE Write volunteer page                                        :sachac:
CLOSED: [2022-09-22 Thu 15:02]
https://emacsconf.org/2022/volunteer

** TODO Review metadata for speakers in conf.org                     :zaeph:
SCHEDULED: <2022-09-23 Fri>

** TODO Do we want to use JS on the wiki?
*** 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.
  
* Things to figure out / decisions to make
:PROPERTIES:
:CUSTOM_ID: decisions
:END:
** 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
  - SReview for cutting videos?
  - https://wiki.debian.org/Teams/DebConf/Video/Subtitles
  - Pentabarf https://lists.debian.org/debconf-team/2008/08/msg00147.html

- LibrePlanet https://libreplanet.org/2022/
  - libreadventure, minetest?
** 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't had a problem with spam
  - Reduces merge conflict potential

** 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
  
** Shall we put a generic e-mail address for sending feedback, maybe with different mailtos?
Pain points:
- Many talk pages don'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  

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

Pain points:

- Q&A/discussions often overlap with the next talks
- Sometimes questions don'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: ...)
  - 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
** 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
** Do we want to do alt-stream the same way again this year?

- 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
** Archive
*** Where should volunteers e-mail?
:LOGBOOK:
- Note taken on [2022-09-23 Fri 11:26] \\
  Discussed in #emacsconf-org
:END:

- *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'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
  
* Roles needed
:PROPERTIES:
:CUSTOM_ID: roles
:END:
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'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'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't checked in yet
  - Check on speakers periodically so that they'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'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
** After the conference
- Video processor
  - Extract live segments into videos
- Captioner
  - Add more captions
  - Summarize Q&A
- Publisher
  - Post more information
* Other tasks and processes
:PROPERTIES:
:CUSTOM_ID: other
:END:
** DONE Sacha: Organize volunteer information                        :sachac:
** 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
** 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)

#+begin_src sh :eval no :tangle compress-video.sh
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"
#+end_src

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.


** When a talk is captioned
- Upload talk
** Other tasks before the conference
- Coordinate volunteer schedules so all the roles are covered
*** Test stream setup
[[*Stream][Stream]]
*** Set up MPV for captions

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

#+begin_src conf :eval no
# 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
#+end_src

(Thanks, zaeph)
**** Font: Clear Sans
Links:
- tar.gz with all fonts: [[https://zaeph.tk/files/emacsconf/captions/fonts.tar.gz][from zaeph's server]] (more convenient)
- WOFF from GitHub repo: [[https://github.com/intel/clear-sans/tree/main/WOFF][clear-sans/WOFF at main · intel/clear-sans]]
*** Download prerecorded videos from ${protected}
:PROPERTIES:
:CUSTOM_ID: days-before
:END:

- STREAM: Download prerecorded videos from ${protected}
  #+begin_src sh :eval no
  rsync -avzue ssh front:/var/www/media.emacsconf.org/2021/protected/*--main.webm .
  #+end_src



** During the conference  

*** Set up
:PROPERTIES:
:CUSTOM_ID: setup
:END:
**** Arrange screens
:PROPERTIES:
:CUSTOM_ID: screens
:END:

- CHECK:
  - Share ${upcoming}, ${playbook}, and ${conf} via CRDT: =conf-crdt-connect-and-share=
    - Current schedule, filenames/commands for playing, Q&A preference, IRC nick, pronunciation, intro notes, prerec duration, emergency contact information
    - =conf-upcoming-add-subtree=
  - Have #emacsconf-org, #emacsconf, #emacsconf-accessible, and #emacsconf-questions open
  - Use =/opall= to get op privileges in all the channels
  - Start backup process for pad
    #+begin_src sh :eval no :tangle backup-pad.sh
    while true; do
        curl https://etherpad.wikimedia.org/p/emacsconf-2021/export/html > emacsconf-$(date +"%Y%m%d-%H%M%S").html
      sleep 15m
    done
    #+end_src
  - Computer for alternate streaming:
    - Open browser for joining BBB
    - Open MPV for playing http://live0.emacsconf.org:8000/main.webm
- HOST:
  - rsync the newest --main.webm from front: rsync -avze ssh front:/var/www/media.emacsconf.org/2021/protected/*--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:
:PROPERTIES:
:CUSTOM_ID: start-streaming
:END:

- 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]]=.
  #+begin_src sh :eval no :tangle "restream-lowres.sh"
     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
  #+end_src
- CHECK: Start Youtube and Toobnix streams. Call this with $YOUTUBE1PASS, $YOUTUBE2PASS, or $TOOBNIX as the parameter
  #+begin_src sh :eval no :tangle "restream-flv.sh"
     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
  #+end_src
- 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.

  #+begin_src sh :eval no
   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
   #+end_src

****** Youtube

*** Check in a speaker
:PROPERTIES:
:CUSTOM_ID: check-in
:END:

Exception: [[*CHECK is unavailable][CHECK is unavailable]]

- Speaker checks in on #emacsconf-org via IRC or via e-mail ~30m before
- CHECK notes IRC nick for speaker.
- CHECK confirms Q&A preference: live/IRC/Etherpad, preferred way of getting questions
- [? unknown] Thanks for checking in! How would you like to handle Q&A
          today - live video, the collaborative Etherpad at
          https://etherpad.wikimedia.org/p/emacsconf-2021 , or IRC (like
          this)?
- [? IRC] Thanks for checking in! Feel free to keep an eye on
          #emacsconf for questions and discussion, and we'll copy things from
          the pad to there. If the volume gets overwhelming, let us know and
          we can forward questions to #emacsconf-questions for you. If you'd
          like to try Q&A over live video or the collaborative pad instead, or
          if you need help, please let us know.
- [? Etherpad] Thanks for checking in! The collaborative pad we'll be
          using for questions is at
          https://etherpad.wikimedia.org/p/emacsconf-2021 . We'll collect
          questions from #emacsconf and put them there. If you'd like to jump
          to your part of the document, you might be able to keep an eye on
          questions. Please let us know if you need help, or if you want to
          switch to live Q&A.
- [? live] Thanks for checking in! I'll send you some private messages
          with instructions, so please check there. Let me know if you don't
          get them.
  - Private messages:
    - (erc-message "PRIVMSG" (format "%s You can use this BBB room: %s . I'll join you there shortly to set up the room and do the last-minute tech check." nick room-url))
    - (erc-message "PRIVMSG" (format "%s The collaborative pad we'll be using for questions is at %s . We'll collect questions from #emacsconf and put them there. If you'd like to jump to your part of the document, you might be able to keep an eye on questions. Alternatively, we can read questions to you." nick conf-collaborative-pad))
    - (erc-message "PRIVMSG" (format "%s Leo Vivier will join when it's time, and he will give you the go-ahead when it's time to present. See you in the BBB room!" nick))
  - CHECK directs speaker to available room with =/checkin <room> <nick>=
  - Speaker joins talk room
  - CHECK makes speaker presenter and moderator, does last-minute tech check
    - Hello, thanks
    - Speaker tries screen sharing and webcam (optional)
    - check screen readability
    - CHECK briefs speaker on process, including:
      - live Q&A: reading questions themselves (can do in any order,
        can skip; coach possible responses for awkward things) or asking HOST to read questions to them
        - HOST can share the pad or IRC; speaker shares screen only if doing demo
      - encouragement of webcam, although it's optional
      - how HOST will join shortly before the prerec ends and then
        give them the go-ahead
      - closing any tabs watching the stream as their talk starts
        (otherwise the audio is confusing)
    - If the speaker will be giving a live presentation, CHECK
      collects emergency contact information (in case of technical
      issues) and shares it with HOST in the CRDT buffer
    - Okay to do other things until the prerec ends
  - CHECK updates ${upcoming} with link to the talk room and
    preferences for Q&A-. CHECK will also /msg the relevant
    information.

**** bandali's check-in steps

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

*** Present talk
:PROPERTIES:
:CUSTOM_ID: present
:END:

- 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 prerecording submission]]
    - Exception: [[*Last-minute caption update][Last-minute caption update]]
  - [[*Publish information][CHECK publishes information]]
  - [[*Handle Q&A][HOST gets a head start on handling Q&A]]
  - When prerec finishes, HOST switches the OBS scene to show BBB.
- [? live]
  - Exception: [[*Speaker does not have a prerec and has not checked in][Speaker does not have a prerec and has not checked in]]
  - 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][Technical issues during a live presentation]]
  - [? talk needs to be wrapped up]
    - HOST nudges speaker verbally.

*** Publish information
:PROPERTIES:
:CUSTOM_ID: publish
:END:

  - 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:
      #+begin_example
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}
      #+end_example
    - Mark it as public.
    - Add it to EmacsConf 2021 playlist.
    - Update title and description.
    - Mark it as public.
    - Doublecheck subtitles
    - Add it to the EmacsConf 2021 playlist.
  - [? live sections]
    - CHECK does a rough-cut of the recording from ${dump} to get the last X minutes or by time range. There's about a 1-2 minute delay.
      Ex: =(kill-new (conf-dump-get "alt" "10:24" "10:30" "qa_"))=
    - When there's an opportunity to do so:
      - CHECK finetunes the rough-cut recording (trim start and end) and posts it to:
        - media.emacsconf.org/2021
        - wiki page for talk
    
*** Handle Q&A
:PROPERTIES:
:CUSTOM_ID: questions
:END:

Exceptions:
- [[*Speaker has not checked in][Speaker has not checked in]]

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

- 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
:PROPERTIES:
:CUSTOM_ID: end
:END:

- 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
  
** After the conference
*** Send thanks
[[*Thank you, next steps][Thank you, next steps]]
*** Extract the opening and closing remarks
*** Extract the Q&A recordings, trimming as needed
From https://bbb.emacsverse.org/b/admins/recordings
#+begin_src js2 :eval no :tangle no
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'))
#+end_src

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

In the same directory:
#+begin_src bash :eval no
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
#+end_src

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's worth keeping

#+begin_src emacs-lisp 
(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))
#+end_src

#+begin_src emacs-lisp :eval no
(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))))
#+end_src

Make a table of the form

#+NAME: QA_RECORDINGS
| Start | End | Slug | Notes | URL | Timestamp |
|-------+-----+------+-------+-----+-----------|

#+begin_src emacs-lisp  :var qa=QA_RECORDINGS  :eval no :dir="videos/"
(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")))))
#+end_src

*** Update the wiki
*** Update captions

- Merge them into the video with =add-captions.sh=
  #+begin_src sh :eval no
  #!/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 *'
  #+end_src
- 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:
** In case of
:PROPERTIES:
:CUSTOM_ID: exceptions
:END:
*** Stuck wiki

 sudo -iu ikiwiki -- ikiwiki --setup ~ikiwiki/emacsconf.setup

*** Last-minute prerecording submission
:PROPERTIES:
:CUSTOM_ID: last-minute-prerec
:END:

- 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
:PROPERTIES:
:CUSTOM_ID: last-minute-captions
:END:

- CHECK uploads the --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
:PROPERTIES:
:CUSTOM_ID: missing
:END:
- Let the previous talk run a little longer for Q&A; end at least in time for the prerec
- After the previous Q&A wraps up, play the prerec
- [? still not around after prerec finishes]
  - HOST: Speaker might be having some difficulty connecting, but we'll collect your questions on the pad and send them afterwards.
  - Can play next prerec a few minutes early
*** Speaker does not have a prerec and has not checked in
:PROPERTIES:
:CUSTOM_ID: really-missing
:END:
- Let the previous talk do live Q&A/demo if ready
- Close to the time of the missing talk:
  - See if any of the previous speakers want to be set up for an impromptu talk/extension in a BBB room, just in case
  - HOST: The next speaker might be having some difficulty connecting. In the meantime, let's...
    - 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
:PROPERTIES:
:CUSTOM_ID: reallocated-prerec
:END:
- 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
:PROPERTIES:
:CUSTOM_ID: reallocated-live
:END:
- See if there's enough time if buffers are shuffled back; if so, set up for a live presentation
- Check for alternate stream volunteers
- [? not enough time] Offer to set up a BBB room for recording or to
  accept a prerecording afterwards, then include it on the site and in
  post-conference communication
*** Alternate stream volunteer wants to stream  (nice to have, at risk)
:PROPERTIES:
:CUSTOM_ID: alternate
:END:
- CHECK gives ALTERNATE the BBB room URL for the talk they are interested in
- ALTERNATE starts streaming to assigned end point
- CHECK confirms stream
- CHECK updates ${stream-status}
- CHECK notifies STREAM and HOST
  - After prerec plays:
    - HOST: This talk has an extended demo/Q&A. You can go to ${alternate-url} to watch it, and we'll post a recording afterwards.
    - HOST sends ${alternate-url} to IRC: Alternate stream for ${title}: ${alternate-url}
- ALTERNATE notifies #emacsconf-org when the stream is done.
- CHECK updates ${stream-status} to note that the alternate stream is finished.

  FFMPEG process for sending the desktop and audio to the $CONFALT mountpoint on Linux with X11 and Alsa:

  1. Set the CONFALT environment variable to icecast://user:password@live0.emacsconf.org:8000/alt.webm
  2. Install pavucontrol if you don't have it already.
  3. Start the following command ([[file:stream-desktop-and-audio.sh]]:
     #+begin_src sh :eval no :tangle 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
     #+end_src
  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
:PROPERTIES:
:CUSTOM_ID: pad-broken
:END:

- PAD resets the pad using https://etherpad.wikimedia.org/p/emacsconf-2021/timeslider
- [? still not recovered]
  - PAD reimports the pad from backup
    
*** CRDT malfunctions
:PROPERTIES:
:CUSTOM_ID: crdt-broken
:END:

- HOST notifies CHECK and tries reconnecting
- [? still doesn't work]
  - Switch to backup Etherpad
    
*** Conduct guidelines issue
:PROPERTIES:
:CUSTOM_ID: conduct
:END:

- HOST addresses it (on-camera if needed) with a reminder and/or a kick or a ban
  
*** CHECK is unavailable
:PROPERTIES:
:CUSTOM_ID: check-gone
:END:

- 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
:PROPERTIES:
:CUSTOM_ID: host-gone
:END:

- 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
:PROPERTIES:
:CUSTOM_ID: live-issues
:END:

- HOST tries to contact the speaker
- [? back on track]
  - [? can be squeezed into remaining time]: Continue
  - [? need extra time]: CHECK fiddles with buffer of following talks in conf.org and updates schedule
  - [? need too much extra time (ex: 10min)]: HOST acknowledges
    technical issues and says we may be able to follow up after the
    conference
- [? can't resume]: HOST acknowledges technical issues and says we may
  be able to follow up after the conference
  
*** Big technical issues with streaming
:PROPERTIES:
:CUSTOM_ID: stream-issues
:END:

- 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't handle the load or is close to network transfer limit
:PROPERTIES:
:CUSTOM_ID: network
:END:

- 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 --vf=negate $url

* Communications
:PROPERTIES:
:CUSTOM_ID: comms
:END:
** DONE Ask emacsconf-org-private for feedback on early submissions

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

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

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

Sacha

** TODO Early speaker notification
DEADLINE: <2022-09-30 Fri>

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

*** Option A: Early speaker notification(?)
:PROPERTIES:
:SUBJECT:  EmacsConf 2022: Accepted: $title
:END:

Hi, $name!

I'm happy to tell you that we've accepted your EmacsConf proposal for "$talk." Thanks for volunteering to share what you're learning about! I know it takes a fair bit of work to prepare a presentation, so I appreciate that you're taking the time to show what's possible with Emacs and encourage people to learn more.

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

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

----- if $time = $max_time

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

----- else

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

-----

--- if Q&A will be live or IRC ---

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

-----

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

We're going to try to caption as many talks as possible again this year, and extra time helps a lot. People found the captions really helpful while watching the stream, and sending your talk in early will make it more likely that we'll be able to get your captions edited and reviewed before the conference.

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

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

Thank you so much!

Sacha
*** Option B: Just letting them know it's been postponed
:PROPERTIES:
:SUBJECT:  EmacsConf 2022: Speaker notification delayed
:END:

Hi, $name!

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

Sacha
** Future
*** Acceptance
**** Code
#+begin_src emacs-lisp 
(defun conf-summarize-times (time timezones)
  (let (prev-day)
    (mapconcat
     (lambda (tz)
       (let ((cur-day (format-time-string "%a %b %-e" time tz))
             (cur-time (format-time-string "%H%MH %Z" time tz)))
         (if (equal prev-day cur-day)
             cur-time
           (setq prev-day cur-day)
           (concat cur-day " " cur-time))))
     timezones
     " / ")))

;; (assert (string= (conf-replace-plist-in-string '(:test "ABC") "hello ${test} world") "hello ABC world"))


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

**** Template
:PROPERTIES:
:ID:       acceptance
:SUBJECT:  EmacsConf ${year} SUB${sub-id} accepted: ${title}
:END:

Dear ${name},

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

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

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

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

Thanks,

Sacha Chua
EmacsConf organization team

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

*** Acknowledge pre-rec submission

#+begin_src emacs-lisp
(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"))))
#+end_src
*** Captions for approval
:PROPERTIES:
:SUBJECT:  EmacsConf ${year}: Please review these captions for ${title}
:EMAIL_ID: captions
:END:

Hi ${speakers-short}!

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

Sacha

*** Speakers we haven't confirmed e-mail communications with
Hi, ${name}!

I think we haven't heard from you since we accepted your EmacsConf
${year} proposal for "${title}". EmacsConf coming up soon, so I wanted
to check in with you to see how you're doing.

Could you please e-mail us to let us know if you're still working on
your prerecorded video, if you're planning to present live, or if you
can't make it this year? No worries if other priorities have come up
and you don't have the time for a presentation.

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

If you plan to present live, please go through the self-check at
https://test.bigbluebutton.org/ . Some speakers have encountered
technical issues with BigBlueButton that they didn't have with Zoom or
Google Meet, so this is something we definitely want to look into
earlier rather than later. If that works for you, please e-mail us
back so that I can keep your timeslot. The tentative schedule for your
talk is on the talk page at ${url} .

*Please e-mail us your plans before ${date}.* I'm
planning to shift the schedule around to give more time to confirmed
speakers for Q&A and possibly live demos. If I don't hear from you by
then (maybe an over-enthusiastic spam filter has been swallowing up
all our mail?), I'll probably reallocate the ${time} minutes that had
been set aside for your talk. We might be able to squeeze it back in
afterwards or play a video from you at the end of the conference day,
but it would be nice to get the schedule sorted out instead of
scrambling to fill gaps on the day of the conference.

Hope to hear from you by ${date}!

Sacha Chua

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

*** Speakers who are missing prerecs
#+begin_src emacs-lisp :eval no :tangle no
(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))))))
#+end_src

**** Template
:PROPERTIES:
:SUBJECT:  [need answer by Friday noon EST] EmacsConf ${year}: Don't have a prerec from you yet, aaah!
:EMAIL_ID: missing
:END:

Hi ${speakers},

EmacsConf is in a few days and I don't think we have your prerecorded
video yet, so I'm getting miiiildly stressed about the schedule. And
you're probably stressing out about it too, so let's go figure out how
we can make this work.

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

Option B: If you want to present live, it might be an option. I'm a little
worried about the potential for technical issues, since we've had
problems with that in previous EmacsConfs. The tight schedule means
there's not a lot of time to figure things out, and it can be hard to
make something as focused as a prerecorded video when you're doing it
live. We will definitely want to make sure that:
  - your self-serve tech check works: https://test.bigbluebutton.org
    at your convenience;
  - you check in as early as possible (at least 1 hour before, so we
    know if the speaker before you needs to extend) and let us know
    that you want to do it live https://emacsconf.org/${year}/speakers .
    We keep adapting the schedule as things come up, so please check
    https://emacsconf.org/${year}/schedule/ on the day of the conference.

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

Option C: If you can't make it, that's okay. Life gets crazy
sometimes. Please let us know and we can update the wiki. If you
happen to be able to make a prerecorded video afterwards, we can add
that to the wiki, playlists, and announcements. We hope you can join
us next year.

Since EmacsConf is *this weekend* (aaaaaaah), please let us know by
tomorrow noon EST (Friday; 9AM PST, 5PM GMT, 6PM CET) so that we can
keep the time allocated for you in the schedule. If we don't hear from
you, we'll probably reallocate the ${time} minutes reserved for you so
that other talks can have longer Q&A. If you can still make it, check
in early and let us know so that we can try to work out an alternate
stream for you. Hope to hear from you soon!

Sacha


*** Check-in instructions
:PROPERTIES:
:SUBJECT:  Getting ready for EmacsConf ${year}
:END:

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

Slightly more complex because of the conditionals

#+begin_src emacs-lisp :lexical t
(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)))
#+end_src

#+RESULTS:
:results:
conf-cancel-mail-merge
:end:

**** E-mail for speakers who are planning to be at the conference
:PROPERTIES:
:EMAIL_ID: checkin-at-conf
:SUBJECT: EmacsConf ${year}: Check-in instructions
:END:

Hello, ${name}!

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

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

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

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

${emergency}

Looking forward to seeing you soon!

Sacha

**** E-mail for speakers who are not planning to be around, but who have sent us their prerecs
:PROPERTIES:
:EMAIL_ID: checkin-after
:SUBJECT: EmacsConf ${year}: Check-in instructions
:END:

Hello, ${name}!

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

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

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

Sacha


*** Last email before the conference
#+begin_quote
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.
#+end_quote


*** Thank you, next steps
**** Code


#+begin_src emacs-lisp
(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)))))))
#+end_src

#+RESULTS:
:results:
conf-mail-thanks-after-conference
:end:


**** Text
:PROPERTIES:
:EMAIL_ID: speaker-thanks
:SUBJECT: Thanks for speaking at EmacsConf ${year}! Prerec for ${title} up on page, YouTube, Toobnix
:END:

Hi ${speakers-short}!

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

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

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

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

Thanks again for speaking at EmacsConf!

Sacha
** Archive
*** DONE Second announcement: CFP
:PROPERTIES:
:SUBJECT:  [ANN] EmacsConf 2022 Second Call for Participation (extended until Sep 30)
:END:
:LOGBOOK:
- Note taken on [2022-09-18 Sun 13:29] \\
  Sent by bandali to emacsconf-discuss@gnu.org, emacs-devel@gnu.org, emacs-orgmode@gnu.org, emacs-tangents@gnu.org
:END:

Dear fellow Emacsians,

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

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

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

Best,
amin

P.S. please direct any replies to this post either to myself or to the
emacsconf-discuss list, so as to help avoid generating extra off-topic
chatter in the other lists cc'd on this message.  Thank you.
*** DONE First announcement: CFP
:PROPERTIES:
:SUBJECT:  [ANN] EmacsConf 2022 Second Call for Participation (extended until Sep 30)
:END:
:LOGBOOK:
- Note taken on [2022-07-17 Sun 22:00] \\
  Sent by bandali to emacsconf-discuss@gnu.org, emacs-devel@gnu.org, emacs-orgmode@gnu.org, emacs-tangents@gnu.org
:END:

Dear fellow Emacsians,

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

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

Best,
amin

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

* Supporting code
:PROPERTIES:
:CUSTOM_ID: code
:END:
** General
#+name: general-setup
#+begin_src emacs-lisp
(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))

(message "General setup has been loaded")
#+end_src

#+name: elisp-no-confirmation
#+begin_src emacs-lisp
(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")
#+end_src

#+name: i-like-danger
#+begin_src emacs-lisp
(setq-local emacsconf-danger-allow-dangerous-stuff t)

(org-babel-ref-resolve "elisp-no-confirmation()")

(message "Now allowing dangerous stuff.  Buckle up, buckaroo!")
#+end_src

#+name: back-to-safety
#+begin_src emacs-lisp
(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)

(message "Back to safety.  Phew!")
#+end_src

** Publish this page
#+begin_src emacs-lisp
(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))
#+end_src

*** Export to markdown

#+name: md-export-on-save-setup
#+begin_src emacs-lisp
(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.")
#+end_src

#+name: md-export-on-save-toggle-on
#+begin_src emacs-lisp
(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"))
#+end_src

#+name: md-export-on-save-toggle-off
#+begin_src emacs-lisp
(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"))
#+end_src

** Tangle and publish on save
#+name: md-export-on-save-setup
#+begin_src emacs-lisp :eval query
(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.")
#+end_src

#+name: md-export-on-save-toggle-on
#+BEGIN_SRC emacs-lisp :eval query
(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"))
#+END_SRC

#+name: md-export-on-save-toggle-off
#+begin_src emacs-lisp :eval query :outputs none
(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"))
#+end_src
** Process review comments from pad
1. ~curl https://etherpad.wikimedia.org/p/[REDACTED]/export/html~
2. Open curl’d html into browser
3. Copy just the text from the page (i.e. not the html)
4. Paste in Emacs buffer

Inside emacs:
1. C-s Comments for
2. C-M-s ^[a-z0-9]
3. M-<
4. C-x 3
5. C-x b comments.org (new buffer)
6. C-x o
7. Run following kmacro (eval then M-x pad-comments, then C-x e until completion)
#+begin_src emacs-lisp
(defalias 'emacsconf-pad-comments
   (kmacro "C-s C-s <return> C-a C-SPC C-n C-M-s M-p <return> <return> C-b M-w C-x o C-y C-u -- C-x o"))
#+end_src

* Lessons learned
:PROPERTIES:
:CUSTOM_ID: lessons
:END:
** 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 [2021-11-16 Tue], 10 days prior the conf, we thought that it could be nice to use them as recording sessions for late-prerecs, and that’s only one example.
- [X] Having the NO_NEWS / WAITING_FOR_PREREC contrast from the start of ~conf.org~ might have made it easier for us to ping speakers who were late to the party this year.  Rather than sending the personalised 10 days prior to the conference, we might have sent it a week after the submission of the anticipated scheduled (where we ask speakers if their allocated time is okay, based on their availability).
- [ ] Move first dry run earlier (maybe one month before?) to give us more time for process tweaks
- [ ] Dropping talks one week before the conf might allow us to have a near-fixed schedule to announce early.
- [ ] CRM
  - [ ]zaeph: Implementing a variable for ~automatic-emails~ would make it easier to suppress user-hooks for message-mode
  - [ ]zaeph: Even though we’re sending emails automatically, we might want to keep trace of them in our ~Sent~ IMAP folder.  notmuch does it with ~Fcc:~ in the header, so we might need a user-customisable var here as well.
- [ ] less tiring lighting
- [ ] split host and streamer?
- [ ] Cram less with different tracks
- [ ] Review pre-recs, even late submissions in their entirety to ensure no syncing issue
- [ ] Tight opening-remarks, possible pre-rec.
- [X] Asking pronunciation of name as soon as application with SA-cha CHEW-ah pattern would be good.  Not a lot of diligence with it this year.
- [ ] People need to specify their IRC handle on application (potentially forcing nick and/or first-name/last-name.
- [ ] We might want to figure out an ffmpeg workflow for noise-suppressing on top of normalisation.  Take inspiration from Audacity macros.
- [ ] Having a more relaxed Saturday might give us time to adjust to tech-stack.
- [ ] Creating BBB rooms in anticipation and/or automatically, before or during, might make for smoother check-in; right now, people keep wanting to check in via email even though we told them to use chat
- [ ] Pre-recs were a little blocky wrt encoding; we might want to bump the bitrate next year
- [ ] we can see if bot + pads + merging will help next year, and we can also experiment with multiple streams if there are enough people to pull it off so that speakers don't feel like they've just been dropped in a room and left to their own devices :)

** 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 "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?"
- 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.
  
* COMMENT Copyright & License

 Copyright (C) 2020-2022 Sacha Chua, Amin Bandali, Leo Vivier

 The EmacsConf 2022 organizers' notebook is part of the EmacsConf
 wiki, and is dual-licensed under the terms of the Creative Commons
 Attribution-ShareAlike 4.0 International Public License; and the GNU
 General Public License as published by the Free Software Foundation,
 either version 3 of the License, or (at your option) any later
 version.

 A copy of these two licenses is available on the EmacsConf wiki, in
 the [[https://emacsconf.org/COPYING.CC-BY-SA][COPYING.CC-BY-SA]] and [[https://emacsconf.org/COPYING.GPL][COPYING.GPL]] files.

* COMMENT Local variables