path: root/2023/organizers-notebook/index.org

# [[elisp:(progn (memoize 'emacsconf-get-talk-info "5 seconds") (org-md-export-to-markdown) (memoize-restore 'emacsconf-get-talk-info))][Export this file to Markdown]]
# [[elisp:(memoize 'emacsconf-get-talk-info "5 seconds")][Memoize emacsconf-get-talk-info]] - [[elisp:(memoize-restore 'emacsconf-get-talk-info)][Unmemoize]]
#+todo: TODO(t) SOMEDAY STARTED INPROGRESS(i) WAITING(w) STANDBY(s) BLOCKED(b) | DONE(x) CANCELLED(c)
#+OPTIONS: h:6 toc:nil num:nil ':t
#+PROPERTY: header-args    :results silent :exports code :tangle yes
#+EXPORT_FILE_NAME: ../organizers-notebook.md
#+PROPERTY: QUANTIFIED Emacs

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

This file is automatically exported from [/2023/organizers-notebook/index.org](/2023/organizers-notebook/index.org). You might prefer to navigate this as an Org file instead. To do so, [clone the wiki repository](https://emacsconf.org/edit/).
#+end_export

#+NAME: list-headings
#+begin_src emacs-lisp :results value replace :exports results :eval never-export :var heading="Help wanted" :var match="helpwanted"
(emacsconf-surround
 (concat heading ":\n\n")
 (string-join
	(delq nil
				(org-map-entries
				 (lambda ()
					 (when (and (org-entry-is-todo-p) (not (org-entry-is-done-p)))
						 (format "- %s %s\n"
										 (org-link-make-string
											(concat "#" (org-entry-get (point) "CUSTOM_ID"))
											(org-entry-get (point) "ITEM"))
										 (emacsconf-surround
											"(by "
											(and (org-entry-get (point) "DEADLINE")
													 (replace-regexp-in-string "[<>]" "" (org-entry-get (point) "DEADLINE")))
											")"
											""))))
				 match nil))
 "")
"" "")
#+end_src

#+RESULTS: list-headings
:results:
Help wanted:

- [[#audio][Find volunteers for audio processing (normalization, noise reduction) and document the process]]
- [[#eval-video-sync][Video editing: the eval talk is a little bit out of sync]] (by 2023-11-15 Wed)
:end:

#+RESULTS:
:results:
Help wanted:

- [[#lowres][Figure out a better way to handle 480p stream]] 
:end:

#+CALL: list-headings(heading="Decisions to make", match="decision")

#+RESULTS:
:results:
:end:

#+TOC: headlines 2

* Timeline
:PROPERTIES:
:CUSTOM_ID: timeline
:END:


| CFP                       | [2023-06-26 Mon]                   |
| CFP deadline              | [2023-09-14 Thu]                   |
| Speaker notifications     | [2023-09-25 Mon]                   |
| *Publish schedule*        | [2023-10-25 Wed]                   |
| Video submission deadline | [2023-11-04 Sat]                   |
| EmacsConf                 | [2023-12-02 Sat], [2023-12-03 Sun] |

Last year, these were the actual dates:
- July 17: CFP sent
- Sept 18: Original CFP deadline
- Sept 30: CFP closed after extension
- Oct 1: acceptances sent

** TODO Dry run
SCHEDULED: <2023-10-28 Sat>
:PROPERTIES:
:CUSTOM_ID: dry-run
:END:
** TODO Dry run with more volunteers
SCHEDULED: <2023-11-11 Sat>
:PROPERTIES:
:CREATED:  [023-10-13 Fri 20:5]
:CUSTOM_ID: dry-run-2
:END:
* About this document
:PROPERTIES:
:CUSTOM_ID: about-this-doc
:END:

Tags:
- =conforg=: Requires access to private conf.org repository
* Communications plan
:PROPERTIES:
:CUSTOM_ID: comms
:END:

Objectives:
- keep everyone in the loop without them feeling like they're overloaded

Speakers:
- [X] Send all speakers backstage access and upload instructions
- [ ] Send all speakers check-in instructions
 
Volunteers:
- [X] Send captioning volunteers the backstage info
- [ ] Send past captioning volunteers an invitation to participate - ask when there's a lot of load
- [ ] Ask for help with audio processing
** Next emacsconf-org update
SCHEDULED: <2023-10-21 Sat>
:PROPERTIES:
:CUSTOM_ID: emacsconf-org-2023-10-21
:END:

backstage

volunteers

help wanted:

audio processing

intros

* Good/better/best
:PROPERTIES:
:CUSTOM_ID: good-better-best
:END:

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

|                    | Good                    | Better                            | Best                 |
| Autopilot          | offset TRAMP timers     | Crontab                           | Can be toggled       |
| 480p               | Someone's computer      | Separate node                     | Ansible setup        |
| Watch instructions | Embed                   | Reminder to prefer mpv            |                      |
| Audio              | As is                   | Normalized                        | Noise reduction      |
| Intros             | Standard, recorded      | Reviewed by speakers in backstage | More details/context |

* Phases
:PROPERTIES:
:CUSTOM_ID: phases
:END:
** DONE Draft CFP
CLOSED: [2023-09-22 Fri 09:49]
:PROPERTIES:
:CUSTOM_ID: cfp
:END:
*** How to mark pages as drafts

Put inside double square brackets: =!template id=pagedraft=

*** Considerations

We could see if there are parts of the CFP that we can remove or
postpone. Here are some thoughts:

- We might not need the 10+20+40 structure in the proposal. We did
  that before because people tend to propose longer talks, and we had
  to do lots of e-mail coordination in order to squeeze everything
  into one track. If we're doing multiple streams, there's less time
  pressure, so we might not need to confuse people with those
  requirements. I think it would still be good to nudge people towards
  20 minutes for their prerecorded presentations (separate time for
  Q&A) instead of 40 minutes, because it's good for people's attention
  spans. As an incentive to consider a 5-10 minute talk, we can say
  that 5-10 minute videos can be played extra times during the
  conference to fill gaps.
  - Choices:
    - Keep the 10+20+40 structure so that people who want to propose
      longer talks are nudged to think about shorter versions
    - Strongly nudge people towards 20-minute talks, with repeats as
      the incentive for shorter talks and extra coordination/waiting
      needed for longer talks. People propose just the talk length
      they want (and can optionally propose other talk lengths if they
      want to be considered for them).
- We added emergency contact info, public contact info, pronouns, and
  introduction to the submission form because we ended up going back
  and forth with people in previous years, and sometimes we had
  incomplete info and were panicking about how to reach people during
  the conference. We could drop this from the submission form and do a
  separate speaker information form.
  - Choices:
    - Talk submission, then speaker information form: less
      intimidating for speakers
    - Everything in one: easier for organizers
 
*** Previous years

- Ask for public e-mail or contact information, IRC handle in CFP
  - Added to submit page.
- 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?"
  - sachac: I'd love to experiment with rolling acceptances. If people
    have a good 10-20 minute version of their talk and we want to
    accept it in the program, it would be nice to be able to say yes
    early so that they can start working on it. We can work with any
    duplication of content in later proposals.
- 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.
  - sachac: Who wants to help me with this?
- 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.
  - Proposed dates in https://emacsconf.org/2023/cfp/ have similar
    spacing, so yeah, we'll want to extend by only one week.
- 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.
  - Added a brief note to CFP.
- It was hard to squeeze all the org/hyperbole talk on day-1.
  Generally, the people who submit these kinds of talk come from all
  over the world, and US mornings are more accommodating than US
  evenings when it comes to timezones.  We might consider having two org
  *mornings* rather than an org *day*; it would give us more flexibility
  with those talks.
  - Let's see if we can do two streams again. That was fun.
- We’re starting to reach critical mass on the org-talks.  We might want
  to consider splitting the org-talks and the dev-talks into two
  distinct events to allow them to grow independently.
  - Let's see if we can do two streams again. That was fun.
- We should associate time-of-day with CFP-deadline; otherwise, the
  scheduler has to be on edge until the very end of the day.  It’s worse
  this year because we made CFP-end coincide with speaker-notif, so this
  might not be as much of a problem next year.
  - If we do rolling acceptances and we extend by at most one week
    instead of two, this should be fine.
- It’s easier for us to extend beyond 5pm than to go before 9am
  (especially for the West coast).  Extending beyond 5pm puts strain on
  European organizers and volunteers, though.
  - Time pressure should be alleviated with multiple streams.
- Sometimes, ikiwiki on front0 took a lot of time to process the new
  commits.  sachac assumed this is due to a faulty regex parsing.  We
  should be able to find out more by looking at the logs from ikiwiki
  after a slow commit.
  - Seems speedy at the moment.
- Ask for preferred timezone in CFP
  - Added to availability.
- Check with John Wiegley re: schedule - we always happen to coincide
  with his work trips
  - I checked with him and the people at his work don't have a schedule
    yet, so we should go ahead and plan
*** Lessons learned for next year

- Maybe incentivize proper timezone specification by saying we can translate times to their local time?
- Make sure to include cfp.org as an attachment instead of inline
*** Other thoughts
- sachac: bandali likes having the commitment to freedom section in the CFP as a form of activism
- sachac: I thought about pulling the deadline back to Sept 1, but it might be
	good to keep it at Sept 14 so that anyone who tends to work with the
	schoolyear can still have a little time to work on it.  

** DONE Distribute CFP
CLOSED: [2023-09-22 Fri 09:50]
:PROPERTIES:
:CUSTOM_ID: distrib-cfp
:END:
*** DONE Add proposal review volunteers to emacsconf-submit
CLOSED: [2023-06-25 Sun 19:35]
- https://lists.gnu.org/mailman/admin/emacsconf-submit/members/add
- Ask volunteers to e-mail an SSH public key so they can be added via the gitolite-admin repo to the conf.org repo for the year
*** First announcement
SCHEDULED: <2023-06-26 Mon>
- Remove draft tags                                       :sachac:
- Post on emacsconf-discuss, emacs-tangents               :bandali: :zaeph:
- Sticky on reddit.com/r/emacs
- Post in Emacs News                                           :sachac:

*** Reminder 

** DONE Process submissions
CLOSED: [2023-09-22 Fri 09:50]
:PROPERTIES:
:CUSTOM_ID: submission-process
:FUNCTION: emacsconf-mail-review
:END:

- Proposal received: sachac adds it to this document with status of PROPOSED
  - Fields:
    #+begin_example
    EMERGENCY, Q_AND_A, AVAILABILITY, NAME, PRONOUNS, TIME, MIN_TIME, MAX_TIME, SLUG, EMAIL, NAME_SHORT, CUSTOM_ID, TRACK, TIMEZONE, CATEGORY, DATE_SUBMITTED
    #+end_example
- jc doublechecks that the data has been correctly captured (especially EMAIL and AVAILABILITY)
- People review it (sachac, jc, etc.) and weigh in
- Proposal accepted: sachac e-mails the speaker and sets status to WAITING_FOR_EMAIL_CONFIRM
- E-mail confirmation received: log it in the logbook
- Schedule set: sachac e-mails the speaker and sets status to WAITING_FOR_SCHED_CONFIRM
*** 2023-08-14 EmacsConf 2023 CFP progress report (8 talks accepted so far, 1 to review, 6 todo)
SCHEDULED: <2023-08-14 Mon>
:PROPERTIES:
:CUSTOM_ID: cfp-progress
:END:

#+begin_comment
https://emacsconf.org/blog/2023-08-14-cfp-progress/
#+end_comment

The end of the EmacsConf 2023 call for participation is one month away
(Sept 14; https://emacsconf.org/2023/cfp/). Whee! So far, we've sent
early acceptances to the following talks and added them to the program
on the wiki (https://emacsconf.org/2023/talks):

#+begin_src emacs-lisp :results replace table :exports results :eval never-export
(append
 '(("Duration" "Title" "Speaker"))
 (mapcar (lambda (o)
					 (list (plist-get o :duration)
								 (plist-get o :title)
								 (plist-get o :speakers)))
				 (seq-filter (lambda (o) (string= (plist-get o :status) "WAITING_FOR_PREREC")) (emacsconf-get-talk-info))))
#+end_src

#+RESULTS:
:results:
| Duration | Title                                                                                                       | Speaker            |
|       10 | An Org-Mode based text adventure game for learning the basics of Emacs, inside Emacs, written in Emacs Lisp | Chung-hong Chan    |
|       20 | Authoring and presenting university courses with Emacs and a full libre software stack                      | James Howell       |
|       20 | Org-Mode workflow: informal reference tracking                                                              | Christopher Howard |
|       20 | GNU Emacs for electronics, note-taking, and as lightweight IDE                                              | Anand Tamariya     |
|       10 | A modern Emacs look-and-feel without pain                                                                   | Pedro A. Aranda    |
|       10 | Writing a language server in OCaml for Emacs, fun, and profit                                               | Austin Theriault   |
|       20 | LLM clients in Emacs, functionality and standardization                                                     | Andrew Hyatt       |
|       10 | The many ways to browse Hacker News from Emacs                                                              | Mickael Kerjean    |
:end:

We sent the speakers https://emacsconf.org/2023/prepare/ in case
anyone wants to get started on their presentations.

There's one talk that's waiting for feedback on the emacsconf-submit
before we send the early acceptance in about a week:

#+begin_src emacs-lisp :results replace table :exports results :eval never-export
(append
 '(("Duration" "Title" "Speaker"))
 (mapcar (lambda (o)
					 (list (plist-get o :duration)
								 (plist-get o :title)
								 (plist-get o :speakers)))
				 (seq-filter (lambda (o) (string= (plist-get o :status) "TO_REVIEW")) (emacsconf-get-talk-info))))
#+end_src

#+RESULTS:
:results:
| Duration | Title                                                        | Speaker    |
|       20 | one.el: the static site generator for Emacs Lisp Programmers | Tony Aldon |
:end:

There are several talk proposals that are in progress (need to
coordinate, don't have speaker releases / full details / etc.):

#+begin_src emacs-lisp :results replace table :exports results :eval never-export
(append
 '(("Title" "Speaker"))
 (mapcar (lambda (o)
					 (list (plist-get o :title)
								 (plist-get o :speakers)))
				 (seq-filter (lambda (o) (string= (plist-get o :status) "TODO")) (emacsconf-get-talk-info))))
#+end_src

#+RESULTS:
:results:
| Title                                       | Speaker        |
| Emacs MultiMedia System (EMMS)              | Yoni Rabkin    |
| Emacs development updates                   | John Wiegley   |
| Watch Over Our Folders                      | Bastien Guerry |
| Emacs community information sharing?        | Jake B         |
| Emacs saves the Web                         | Yuchen Pei     |
| How to build an Emacs 2: Revenge of the Lem | Fermin         |
:end:

This time last year, we had 2 proposals, with most of the proposals
coming in at the end of the CFP. This was usually when we started
panicking about not having lots of proposals, but I think we can skip
stressing about it this year. <laugh> Even with the program as it is
now, we'd already have a pretty fun EmacsConf. Can't wait to see what
it'll look like when more people get their proposals in!

bandali, maybe we can do a 1-month and/or 2-week reminder about the
CFP deadline? I'd like to see if we can get away without officially
extending the CFP this time.

Sacha
*** Lessons learned from the CFP acceptance phase                 :lessons:

- Early acceptances are nice. A few got comments within the 1-week
  period, which helped refine the talk idea more. We probably don't
  need to make this a 2-week review period.
- It's a good idea to send the review and acceptance e-mails even to
  fellow organizers/volunteers, even if they're quite familiar with
  the page already. =)
- We successfully didn't panic about submissions, yay! It was nice to
  be able to draft schedules as we went along, and to compare the
  dates with last year's trends.
- I added some more automation for including a template in a mail
  reply. Changing the subject to =EmacsConf 2023 acceptance: talk
  title= made it easier to verify that talks had been responded to.
- I added =emacsconf-mail-add-submission= for parsing submissions from
  e-mail and adding them to =emacsconf-org-file=. That was nice
  because it automatically saved =EMAIL=, =DATE_SUBMITTED=, and
  =DATE_TO_NOTIFY=.
- Displaying the schedule as a list with time constraints made it
  easier to verify the time constraints and to see how I can fix
  errors.
- Drafting the schedule in the public organizers notebook was nice
  because I could share that with the speakers and other volunteers.
*** DONE E-mail the speakers the upload and backstage instructions
CLOSED: [2023-10-16 Mon 12:47]
*** Handling a late submission

doc

- [ ] Add talk entry to conf.org
- [ ] Add talk to schedule in organizers notebook
- [ ] Add talk to the wiki
- [ ] Send speaker backstage information, upload information, and schedule
- [ ] Create BBB room
- [ ] Record intro

** Draft schedule for EmacsConf 2023
:PROPERTIES:
:CUSTOM_ID: draft-schedule
:END:

These times are in EST (GMT-5).

#+NAME: schedule
#+begin_src emacs-lisp :results value replace :exports none :eval never-export
(require 'emacsconf)
(require 'emacsconf-schedule)
(setq emacsconf-schedule-tracks
			'((:label "Saturday"
								:start "2023-12-02 9:00"
								:end "2023-12-02 18:00"
								:tracks ("General" "Development"))
				(:label "Sunday"
								:start "2023-12-03 9:00"
								:end "2023-12-03 18:00"
								:tracks ("General" "Development"))))
(let ((emacsconf-schedule-default-buffer-minutes 10)
			(emacsconf-schedule-default-buffer-minutes-for-live-q-and-a 15)
			(emacsconf-schedule-break-time 10)
			(emacsconf-schedule-lunch-time 60)
			(emacsconf-use-absolute-url t)
			(emacsconf-schedule-strategies '(emacsconf-schedule-allocate-buffer-time
																			 emacsconf-schedule-copy-previous-track))
			(emacsconf-schedule-validation-functions
			 '(emacsconf-schedule-validate-time-constraints
				 ;; emacsconf-schedule-validate-live-q-and-a-sessions-are-staggered
				 emacsconf-schedule-validate-all-talks-present
				 emacsconf-schedule-validate-no-duplicates)))
	(setq emacsconf-schedule-plan
				'(("GEN Saturday, Dec 2" :start "2023-12-02 09:00" :set-track "General")
					sat-open
					adventure
					uni
					teaching
					table
					taming
					one
					(lunch :start "12:00")
					writing
					nabokov
					collab
					solo
					ref
					unentangling
					devel
					core
					(sat-close)
					("DEV Saturday, Dec 2" :start "2023-12-02 10:00" :set-track "Development")
					(matplotllm)
					(voice)
					(llm)
					(lunch :start "12:00")
					(overlay)
					(eval)
					(repl)
					doc
					(emacsconf)
					("GEN Sunday, Dec 3" :start "2023-12-03 09:00" :set-track "General")
					sun-open
					hyperamp
					koutline
					(parallel)
					eat
					poltys
					cubing
					(lunch :start "12:00")
					(emms)
					(steno)
					mentor
					break
					web
					sharing
					sun-close
					("DEV Sunday, Dec 3" :start "2023-12-03 10:00" :set-track "Development")
					scheme
					(world)
					(flat)
					(emacsen)
					(lunch :start "12:00")
					gc
					hyperdrive
					lspocaml
					test
					(windows)
					))
	(setq emacsconf-schedule-draft (emacsconf-schedule-prepare (emacsconf-schedule-inflate-sexp emacsconf-schedule-plan)))
	(prog1 (string-join (emacsconf-schedule-validate emacsconf-schedule-draft) "\n")
		(let ((emacsconf-schedule-svg-modify-functions
					 '(;emacsconf-schedule-svg-color-by-availability
						 emacsconf-schedule-svg-color-by-status)))
		(with-temp-file (expand-file-name "schedule.svg" (file-name-directory emacsconf-org-file))
			(svg-print (emacsconf-schedule-svg 800 300 emacsconf-schedule-draft)))
		(with-temp-file (expand-file-name "schedule.svg" (expand-file-name "organizers-notebook" (expand-file-name emacsconf-year emacsconf-directory)))
			(svg-print (emacsconf-schedule-svg 800 300 emacsconf-schedule-draft))))
		(clear-image-cache)))
#+end_src

#+RESULTS: schedule
:results:
:end:

[[my-include:schedule.svg?wrap=export html]]

- Legend: dashed line means non-BBB Q&A; light gray means penciled-in talk; yellow means video already submitted and being processed


*** Draft schedule as a list
:PROPERTIES:
:CUSTOM_ID: schedule-list
:END:

    #+NAME: draft-schedule-table
    #+begin_src emacs-lisp :results raw replace :exports results  :eval never-export
  (string-join
   (seq-keep (lambda (o) (when (plist-get o :slug)												
												  (concat "- "
												   (replace-regexp-in-string "[<>]" ""
																									   (plist-get o :scheduled))
													 " "
													 (if (string-match "after the event" (or (plist-get o :q-and-a) "")) "- no live Q&A - "
														 (emacsconf-surround "- " (emacsconf-schedule-format-time-constraint o) " - " ""))
												   (format "[[emacsconf:%s][%s]]: "
																   (plist-get o :slug)
																   (plist-get o :slug))
												   (plist-get o :title)
													 (emacsconf-surround " ("
																							 (plist-get o :speakers)
																							 ") " ""))))
					  (sort emacsconf-schedule-draft (lambda (a b) (string< (plist-get a :scheduled) (plist-get b :scheduled))))) "\n")
  #+end_src

  #+RESULTS: draft-schedule-table
  - 2023-12-02 Sat 09:00-09:10 [[emacsconf:sat-open][sat-open]]: Saturday opening remarks
  - 2023-12-02 Sat 09:10-09:20 - <= 10:00 - [[emacsconf:adventure][adventure]]: An Org-Mode based text adventure game for learning the basics of Emacs, inside Emacs, written in Emacs Lisp (Chung-hong Chan)
  - 2023-12-02 Sat 09:30-09:50 [[emacsconf:uni][uni]]: Authoring and presenting university courses with Emacs and a full libre software stack (James Howell)
  - 2023-12-02 Sat 10:00-10:10 - <= 10:30 - [[emacsconf:matplotllm][matplotllm]]: MatplotLLM, iterative natural language data visualization in org-babel (Abhinav Tushar)
  - 2023-12-02 Sat 10:05-10:25 - on 2023-12-02 - [[emacsconf:teaching][teaching]]: Teaching computer and data science with literate programming tools (Marcus Birkenkrahe)
  - 2023-12-02 Sat 10:20-10:40 [[emacsconf:voice][voice]]: Improving access to AI-assisted literate programming with voice control (Blaine Mooers)
  - 2023-12-02 Sat 10:40-10:50 - <= 11:00 - [[emacsconf:table][table]]: Who needs Excel? Managing your students qualifications with org-table (Daniel Molina)
  - 2023-12-02 Sat 10:55-11:15 - >= 10:00 - [[emacsconf:llm][llm]]: LLM clients in Emacs, functionality and standardization (Andrew Hyatt)
  - 2023-12-02 Sat 11:05-11:15 - <= 15:00 - [[emacsconf:taming][taming]]: Taming things with Org Mode (Gergely Nagy (algernon))
  - 2023-12-02 Sat 11:30-11:50 - <= 13:00 - [[emacsconf:one][one]]: one.el: the static site generator for Emacs Lisp Programmers (Tony Aldon)
  - 2023-12-02 Sat 13:00-13:10 [[emacsconf:writing][writing]]: Emacs turbo-charges my writing (Jeremy Friesen)
  - 2023-12-02 Sat 13:00-13:20 - >= 11:00 - [[emacsconf:overlay][overlay]]: Improving compiler diagnostics with overlays (Jeff Trull)
  - 2023-12-02 Sat 13:25-13:35 [[emacsconf:nabokov][nabokov]]: Why Nabokov would use Org-Mode if he were writing today (Edmund Jorgensen)
  - 2023-12-02 Sat 13:35-13:45 [[emacsconf:eval][eval]]: Editor Integrated REPL Driven Development for all languages (Musa Al-hassy)
  - 2023-12-02 Sat 13:50-14:10 - no live Q&A - [[emacsconf:collab][collab]]: Collaborative data processing and documenting using org-babel (Jonathan Hartman, Lukas C. Bossert)
  - 2023-12-02 Sat 14:00-14:40 [[emacsconf:repl][repl]]: REPLs in strange places: Lua, LaTeX, LPeg, LPegRex, TikZ (Eduardo Ochs)
  - 2023-12-02 Sat 14:20-14:40 - >= 12:00 - [[emacsconf:solo][solo]]: How I play TTRPGs in Emacs (Howard Abrams)
  - 2023-12-02 Sat 14:50-15:30 [[emacsconf:doc][doc]]: Literate Documentation with Emacs and Org Mode (Mike Hamrick)
  - 2023-12-02 Sat 14:55-15:15 - >= 13:00 - [[emacsconf:ref][ref]]: Org-Mode workflow: informal reference tracking (Christopher Howard)
  - 2023-12-02 Sat 15:25-15:35 - between 15:00-16:00 - [[emacsconf:unentangling][unentangling]]: (Un)entangling projects and repos (Alexey Bochkarev)
  - 2023-12-02 Sat 15:45-15:55 - >= 12:00 - [[emacsconf:devel][devel]]: Emacs development updates (John Wiegley)
  - 2023-12-02 Sat 15:45-16:05 [[emacsconf:emacsconf][emacsconf]]: EmacsConf.org: How we use Org Mode and TRAMP to organize and run a multi-track conference (Sacha Chua)
  - 2023-12-02 Sat 16:10-16:50 [[emacsconf:core][core]]: Emacs core development: how it works (Stefan Kangas)
  - 2023-12-02 Sat 17:05-17:15 [[emacsconf:sat-close][sat-close]]: Saturday closing remarks
  - 2023-12-03 Sun 09:00-09:05 [[emacsconf:sun-open][sun-open]]: Sunday opening remarks
  - 2023-12-03 Sun 09:05-09:25 - <= 12:00 - [[emacsconf:hyperamp][hyperamp]]: Top 10 ways Hyperbole amps up Emacs (Robert Weiner)
  - 2023-12-03 Sun 09:40-10:00 [[emacsconf:koutline][koutline]]: Using Koutline for stream of thought journaling (Matthew Jorgensen (PlasmaStrike))
  - 2023-12-03 Sun 10:00-10:20 - <= 12:00 - [[emacsconf:scheme][scheme]]: Bringing joy to Scheme programming (Andrew Tropin)
  - 2023-12-03 Sun 10:10-10:20 - <= 11:00 - [[emacsconf:parallel][parallel]]: Parallel text replacement (Lovro, Valentino Picotti)
  - 2023-12-03 Sun 10:35-10:45 - <= 13:00 - [[emacsconf:eat][eat]]: Eat and Eat powered Eshell, fast featureful terminal inside Emacs (Akib Azmain Turja)
  - 2023-12-03 Sun 10:35-10:55 - <= 11:30 - [[emacsconf:world][world]]: GNU Emacs: A World of Possibilities (Anand Tamariya)
  - 2023-12-03 Sun 11:00-11:20 - <= 13:00 - [[emacsconf:poltys][poltys]]: The browser in a buffer (Michael Bauer)
  - 2023-12-03 Sun 11:10-11:20 - between 11:00-13:00 - [[emacsconf:flat][flat]]: A modern Emacs look-and-feel without pain (Pedro A. Aranda)
  - 2023-12-03 Sun 11:35-11:55 - <= 17:00 - [[emacsconf:cubing][cubing]]: Speedcubing in Emacs (wasamasa)
  - 2023-12-03 Sun 11:35-11:55 - <= 13:00 - [[emacsconf:emacsen][emacsen]]: The Emacsen family, the design of an Emacs and the importance of Lisp (Fermin)
  - 2023-12-03 Sun 13:00-13:20 - <= 14:00 - [[emacsconf:gc][gc]]: emacs-gc-stats: Does garbage collection actually slow down Emacs? (Ihor Radchenko)
  - 2023-12-03 Sun 13:00-13:40 [[emacsconf:emms][emms]]: Emacs MultiMedia System (EMMS) (Yoni Rabkin)
  - 2023-12-03 Sun 13:35-14:15 - >= 11:00 - [[emacsconf:hyperdrive][hyperdrive]]: hyperdrive.el: Peer-to-peer filesystem in Emacs (Joseph Turner and Protesilaos Stavrou)
  - 2023-12-03 Sun 13:55-14:25 [[emacsconf:steno][steno]]: Programming with steno (Daniel Alejandro Tapia)
  - 2023-12-03 Sun 14:30-14:40 [[emacsconf:lspocaml][lspocaml]]: Writing a language server in OCaml for Emacs, fun, and profit (Austin Theriault)
  - 2023-12-03 Sun 14:35-14:45 [[emacsconf:mentor][mentor]]: Mentoring VS-Coders as an Emacsian (or How to show not tell people about the wonders of Emacs) (Jeremy Friesen)
  - 2023-12-03 Sun 14:55-15:25 - >= 12:00 - [[emacsconf:test][test]]: What I learned by writing test cases for GNU Hyperbole (Mats Lidell)
  - 2023-12-03 Sun 15:10-15:40 - >= 15:00 - [[emacsconf:web][web]]: Emacs saves the Web (maybe) (Yuchen Pei)
  - 2023-12-03 Sun 15:40-16:20 [[emacsconf:windows][windows]]: Windows into Freedom (Corwin Brust)
  - 2023-12-03 Sun 15:55-16:15 [[emacsconf:sharing][sharing]]: Sharing Emacs is Caring Emacs: Emacs education and why I embraced video (Jacob Boxerman)
  - 2023-12-03 Sun 16:30-16:40 [[emacsconf:sun-close][sun-close]]: Sunday closing remarks

*** Schedule notes
:PROPERTIES:
:CUSTOM_ID: schedule-notes
:END:

- *Schedule changes after the schedule FYI email from 2023-10-05*:
  - [2023-12-01 Fri] Cancelled emacsconf:taming
  - [2023-11-29 Wed] Changed title for emacsconf:voice, changed emacsconf:table Q&A to after the conference
  - [2023-11-29 Wed] Allocated 15 minutes to [[emacsconf:lspocaml]]
  - [2023-11-23 Thu] Allocated 30 minutes to emacsconf:test
  - [2023-11-14 Tue] Update emacsconf:steno title; add Prot to emacsconf:hyperdrive
  - [2023-11-04 Sat] Moved emacsconf:emacsen earlier to accommodate live session, moved emacsconf:test later to accommodate travel
  - [2023-10-31 Tue] Cancelled hn, added emacsconf:doc before emacsconf:emacsconf
  - Moved [[emacsconf:hyperdrive][hyperdrive]] talk to general track; removed afternoon break. Changed emacsconf:solo, emacsconf:unentangling, emacsconf:ref, emacsconf:devel, emacsconf:sat-close, emacsconf:overlay, emacsconf:eval, emacsconf:repl, emacsconf:hyperdrive, and emacsconf:world, but none of the talks moved by 2 hours or more, so no extra e-mails needed for now.
  - [2023-10-08 Sun] Added [[emacsconf:core]]. Moved [[emacsconf:hyperdrive]] to Sun afternoon.
  - [2023-10-09 Mon] Renamed =extending= to emacsconf:world and moved it to the morning to accommodate IST.
- Saturday on the General track: Org day + misc
  - emacsconf:adventure is the first talk because of availability constraints; would be nice to connect it to emacsconf:solo
  - emacsconf:uni for teaching, [[emacsconf:teaching]] is also related, and emacsconf:table for grading
  - emacsconf:taming and emacsconf:one both deal with exports in some way. emacsconf:unentangling would be nice to add here, but that one needs to be in the afternoon because of availability constraints.
  - emacsconf:writing is connected to emacsconf:nabokov (blog posts, novel). It's also a little connected to emacsconf:one (exporting a blog).
  - emacsconf:collab and emacsconf:solo are amusing to pair together.
  - [[emacsconf:unentangling]] and emacsconf:ref are also Org-related. emacsconf:ref would be nice to place together with emacsconf:nabokov, but that would move emacsconf:unentangling too late.
  - [[emacsconf:devel]] is not Org-related, but probably good to share with everyone.
- Saturday morning Development track: large language models, AI. Has to be morning because of emacsconf:matplotllm. emacsconf:llm is about general interfaces, so we can put that last. Could have a general LLM discussion after the talks. Can't swap it with Sunday morning because [[emacsconf:test]] should stick with [[emacsconf:hyperamp]] and emacsconf:koutline (Hyperbole talks), and the Hyperbole talks won't fit into Saturday morning
- Saturday afternoon, developer track: REPLs, misc talks
  - start off with developer tweaks: emacsconf:overlay (compilation), and then emacsconf:eval and emacsconf:repl are paired together
  - emacsconf:hyperdrive: adding another file protocol, using HTTP APIs
  - [[emacsconf:world]] might be replays of demos + Q&A session if people are interested
- Sunday morning gen: Hyperbole (gen track, then crossing over to dev for testing) + misc talks
  - Hyperbole mini-track is in the morning because of [[emacsconf:test]]'s availability constraints; emacsconf:hyperamp and emacsconf:koutline go before it. Try to avoid conflicts so they can attend each other's talks
  - Sunday morning after emacsconf:test could be a fun extended "let's write tests together" session if someone wants to lead it
  - emacsconf:parallel needs to go in the morning. Might be okay to include in the general talk.
  - emacsconf:poltys and emacsconf:cubing aren't related to Hyperbole, but we need to fit them into the schedule somewhere. It would be nice to connect emacsconf:poltys (talking to web browsers from Emacs) to emacsconf:web (doing web stuff in Emacs instead), but emacsconf:poltys needs to be in the morning (which is pretty full) and emacsconf:web is in the afternoon because Yuchen is in Australia/Sydney.
  - emacsconf:cubing can be something fun to transition to lunch, then.
- Sunday afternoon gen: misc talks, community
  - emacsconf:eat is about shells and running commands, so it's generally useful
  - [[emacsconf:emms]] is a user+dev talk
  - community theme (emacsconf:mentor, emacsconf:hn, emacsconf:sharing), with an aside for [[emacsconf:web]] (using Emacs as a client for stuff). [[emacsconf:sharing]] is possible closing keynote - encourage people to go out and explore/share all year? If not, emacsconf:web could be good for a closing talk - encouraging people to use Emacs for more stuff.
- Sunday dev: misc dev talks
  - Morning:
    - emacsconf:test is related to the Hyperbole talks emacsconf:hyperamp and emacsconf:koutline, so we don't want to overlap with the Q&A for those talks
    - emacsconf:flat, emacsconf:scheme, emacsconf:gc, emacsconf:flat, emacsconf:windows, emacsconf:emacsconf, emacsconf:steno 
    - emacsconf:emacsen is more high-level and can talk about other editors
- checking with emacsconf:web and emacsconf:hn if ~3pm Sunday afternoon (~7am Mon local time) is okay with them. It would be nice to pair it with emacsconf:hn, which is nice to connect to emacsconf:mentor and emacsconf:web.
- Thinking about the flow:
  - General: Org day, then misc talks Sunday morning and part of Sunday afternoon. Ending with a focus on community and expanding Emacs. It would be nice to get people excited about connecting and sharing throughout the year.
  - Dev: people who are really curious about AI can connect on
    Saturday morning and keep the conversation going. Some programming
    tweaks are grouped together. The rest are mostly based on
    availability.
- if the talks get cancelled, we can have an open meetup possibly with
  breakout rooms
- coordination notes:
  - TODO emacsconf:uni, emacsconf:teaching, emacsconf:table are all about Emacs, Org Mode, and teaching
  - TODO emacsconf:repl, emacsconf:eval
  - emacsconf:hyperamp, emacsconf:koutline, and emacsconf:test are all in touch because they work on Hyperbole together
  - emacsconf:hn and emacsconf:web
  - [[emacsconf:unentangling]], [[emacsconf:taming]]? 
  - emacsconf:matplotllm, emacsconf:voice, emacsconf:llm (so they don't all have to define LLMs?)
- The schedule doesn't have neat aligned slots on purpose so that
  organizers can jump between streams if needed, and also because we
  have so many awesome talks. Somehow people managed to handle the
  schedule last year. =)
- Next steps:
  - Schedule: We'll e-mail the draft schedule to speakers so that they
    can get a sense of where they are in the schedule, see if they
    really want to make it to a conflicting session's Q&A live
    (they'll have early access to the videos), etc.
  - Infrastructure:
    - Dust off and document infrastructure, processes
    - Sort out access to media.emacsconf.org so that we can get the upload service up and running
  - Draft brief intros for talks, keeping in mind that we're going to say them out loud
  - Speakers will work on videos, and we can help with nudges/coordination if needed
*** DONE E-mail all the speakers a link to the draft schedule
CLOSED: [2023-10-05 Thu 15:38]
so that they can confirm that I've got their availability correctly coded and ask for any adjustments in case they really want to attend someone else's Q&A session
*** DONE Announce schedule publicly
CLOSED: [2023-11-11 Sat 08:38] SCHEDULED: <2023-10-25 Wed>
*** DONE Incorporate "About the speaker" info on the wiki pages   :conforg:
CLOSED: [2023-10-13 Fri 11:04]

Good idea to include it because that gives people (a) more context on
where a speaker is coming from, and (b) a feeling for the kinds of
backgrounds and interests people have.
*** TODO Follow up with people we haven't heard from in a while 
SCHEDULED: <2023-10-18 Wed>
:PROPERTIES:
:CUSTOM_ID: radio-silence
:END:

When do we want to do this?

We don't have to worry too much, because we can offer them the option of doing it live,
and we can have space in the schedule if they cancel last-minute.

** Prepare for the conference
:PROPERTIES:
:CUSTOM_ID: status
:END:

#+BEGIN: columnview :id local :match "STATUS={.}" :format "%20ITEM %10TODO %20STATUS"
| ITEM                    | TODO       | STATUS                                                                           |
|-------------------------+------------+----------------------------------------------------------------------------------|
| Upload                  | DONE       | Ready to go                                                                      |
| Prerec                  | DONE       | Ready to go                                                                      |
| Captions                | INPROGRESS | Ready to go; waiting for videos and captions                                     |
| Backstage               | DONE       | Ready to go                                                                      |
| Test assets             | DONE       | test videos generated                                                            |
| BBB                     |            | redirects created, confirmed; next: e-mail speakers testing/checkin instructions |
| VNC                     | DONE       | confirmed access to emacsconf-gen and emacsconf-dev                              |
| OBS                     | DONE       | confirmed that gen and dev can stream                                            |
| Icecast                 | DONE       | gen and dev confirmed with MPV                                                   |
| MPV                     | DONE       | confirmed that mpv can watch both streams                                        |
| Watch page              | DONE       | updated for 2023                                                                 |
| Status page             | DONE       | ready to go                                                                      |
| Public media            | DONE       | confirmed, set to protected so that we can test publishing live                  |
| Mumble                  | DONE       | confirmed gen and dev can connect, receive audio                                 |
| Etherpad                | DONE       | Ready to go, pads created                                                        |
| Pad proxy               | DONE       | Ready to go, pad.emacsconf.org works                                             |
| Overlays                | DONE       | generated and uploaded                                                           |
| Intros                  | INPROGRESS | all intros recorded, should send them to speakers for review                     |
| IRC channels            |            | Not yet started                                                                  |
| IRC talk info           |            | Not yet started                                                                  |
| Announcements           |            | Not yet started                                                                  |
| Publishing updates live |            | Not yet started                                                                  |
| Autopilot               |            | Not yet started                                                                  |
| YouTube                 |            | Not yet started                                                                  |
| Peertube                |            | Not yet started                                                                  |
| 480p                    |            | Delegated to corwin                                                              |
| Audio processing        |            | Help wanted                                                                      |
#+END:
*** Status

#+begin_src emacs-lisp :results silent :exports none
(let* ((emacsconf-schedule-svg-modify-functions '(emacsconf-schedule-svg-color-by-status))
			 (emacsconf-use-absolute-url t)
			 (img (emacsconf-schedule-svg 800 200 (emacsconf-publish-prepare-for-display (emacsconf-get-talk-info)))))
	(with-temp-file "schedule.svg"
		(svg-print img)
		(buffer-string)))
#+end_src

[[my-include:schedule.svg]]

*** DONE Upload
:PROPERTIES:
:STATUS:   Ready to go
:CUSTOM_ID: upload
:END:

**** DONE Get access to media.emacsconf.org so that we can set up the upload service and the backstage area
CLOSED: [2023-10-13 Fri 10:01] SCHEDULED: <2023-10-03 Tue>
:PROPERTIES:
:CREATED:  [023-09-26 Tue 10:3]
:CUSTOM_ID: check-media-emacsconf
:END:
***** DONE Decide what to do for backstage area and upload service :decision:
CLOSED: [2023-10-13 Fri 10:00] DEADLINE: <2023-10-13 Fri>
:PROPERTIES:
:CUSTOM_ID: res-or-media
:END:

- [2023-10-13 Fri]: Got access to media.emacsconf.org, set up the backstage area

- res.emacsconf.org
  - up right away, so people can get started on captions
  - more memory than media.emacsconf.org - is the upload service thrashing?
- media.emacsconf.org
  - does not interfere with res streaming during the conference itself
  - don't need to send people multiple e-mails, risk confusion/out-of-date info
  - access to media.emacsconf.org might be sorted out by [2023-10-13 Fri]
  - not in a big rush yet
*** DONE Prerec
CLOSED: [2023-10-17 Tue 09:50]
:PROPERTIES:
:CUSTOM_ID: prerec
:STATUS:   Ready to go
:END:
***** Set up for the new year
As orga@res:

- mkdir /data/emacsconf/$year
- rm ~/current
- ln -s /data/emacsconf/$year current
- ln -s /data/emacsconf/$year $year

When we receive files

- change the TODO status to PROCESSING
- mkdir ~/current/$slug
- copy the files to there
- rename-original $slug $file
- process-prerec $video
- Copy the files to the res:~/cache, laptop:~/proj/emacsconf/2023/cache, and media:~/backstage
- emacsconf-cache-all-video-data
- emacsconf-publish-info-pages
- emacsconf-publish-backstage-index


(check that the reencode.sh process has kicked off; if not, call reencode.sh $video $prefix--reencoded.webm)

*** INPROGRESS Captions
:PROPERTIES:
:CUSTOM_ID: captions
:STATUS:   Ready to go; waiting for videos and captions
:END:
- OpenAI Whisper SaaS (https://platform.openai.com/docs/guides/speech-to-text/longer-inputs) limits audio files to 25MB, so it's probably easier to do it ourselves
**** TODO E-mail previous captioning volunteers to see if they're interested in helping out
SCHEDULED: <2023-11-04 Sat>
:PROPERTIES:
:CREATED:  [023-10-16 Mon 12:5]
:END:
**** DONE E-mail captioning volunteers the backstage instructions
CLOSED: [2023-10-16 Mon 12:57]
**** DONE E-mail current caption volunteers backstage information, captioning process, etc.
CLOSED: [2023-10-17 Tue 09:37] SCHEDULED: <2023-10-17 Tue>
:PROPERTIES:
:CREATED:  [023-10-13 Fri 10:1]
:END:

I'll wait a few days for Yoni to get back to us about whether he wants
to caption his own talk and/or seeing if other speakers will get their
talks in.

=emacsconf-mail-backstage-info=



Hi ${name}!

You're getting this e-mail because you have volunteered to help out
with captions for ${conf-name} ${year}. (Thank you so much!)

I'm so excited! =) We're starting to get recorded talks, which means
it's time to get captions going. People really appreciate the
captions, especially when the captions have been lovingly edited by
volunteers who change things like "Emax" to "Emacs" and "metaX" to
"M-x".

Just like last year, we're using OpenAI Whisper to give us a
reasonable starting point for transcripts. If working from scratch
works better for you, you're welcome to do that too.

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

To call dibs on a video to caption, just send a message to me at
sacha@sachachua.com and I can update the page so that it's assigned to
you. You can e-mail me the edited captions when you're done. Don't
worry too much about timestamps; we can re-align the text with the
audio afterwards. If life gets suddenly busy and you can't see it all
the way through, no worries. Just e-mail me what you've got and I'll
put it back in the pool. Every little bit helps!

Thank you!

Sacha Chua

**** TODO E-mail the emacsconf-org mailing list the announcement and the invitation to volunteer
**** TODO [#C] Try out Deepgram, play around with it for last-minute submissions?
**** DONE Get the autocaptions for emms up in the backstage area
CLOSED: [2023-10-13 Fri 10:08] SCHEDULED: <2023-10-08 Sun>
**** Captions lessons learned                                       :lessons:
- OpenAI had a breaking API change, need to call =whisper.utils.get_writer=
  - https://github.com/dmarx/video-killed-the-radio-star/issues/101
    #+begin_src python :eval no
    vtt_writer = whisper.utils.get_writer('vtt', os.path.dirname(new_file))
    txt_writer = whisper.utils.get_writer('txt', os.path.dirname(new_file))
    vtt_writer(result, work['audio'], {'max_line_width': 60, 'max_line_count': None, 'highlight_words': None})
    txt_writer(result, work['audio'], {'max_line_width': 60, 'max_line_count': None, 'highlight_words': None})
    #+end_src

**** Reencoding
:PROPERTIES:
:CUSTOM_ID: check-reencoding
:END:
*** DONE Backstage
:PROPERTIES:
:CUSTOM_ID: backstage
:STATUS:   Ready to go
:END:
*** DONE Test assets
CLOSED: [2023-10-19 Thu 12:23]
:PROPERTIES:
:CUSTOM_ID: test
:STATUS:   autopilot tested, seems to work
:END:

[[/ssh:res:/data/emacsconf/2023/assets/test]]

**** DONE Generate test videos
CLOSED: [2023-10-19 Thu 12:23]
**** Try autopilot

#+begin_src emacs-lisp :eval no
(let* ((offset-seconds 60)
			 (start-time (time-add (current-time) offset-seconds))
			 (emacsconf-schedule-validation-functions nil)
			 (emacsconf-schedule-default-buffer-minutes 1)
			 (emacsconf-schedule-default-buffer-minutes-for-live-q-and-a 1)
			 (emacsconf-schedule-strategies '(emacsconf-schedule-allocate-buffer-time
																				emacsconf-schedule-copy-previous-track))
			 (schedule (emacsconf-schedule-prepare
									(emacsconf-schedule-inflate-sexp
									 `(("GEN"
											:start ,(format-time-string "%Y-%m-%d %H:%M" start-time)
											:set-track "General")
										 (sat-open :time 1)
										 (adventure :time 1) ; pad Q&A
										 (uni :time 1) ; live Q&A
										 (teaching :time 1)
										 (table :time 1)
										 (taming :time 1)
										 (one :time 1)
										 (cubing :time 1) ; IRC
										 ("DEV"
											:start
											,(format-time-string "%Y-%m-%d %H:%M" (time-add start-time 60))
											:set-track "Development")
										 (matplotllm :time 1)
										 (gc :time 1) ; pad
										 (repl :time 1) ; IRC
										 (voice :time 1)
										 (llm :time 1)
										 (overlay :time 1)
										 (eval :time 1)
										 (emacsconf :time 1))))))
	(emacsconf-stream-crontabs t schedule))
#+end_src

*** BBB
:PROPERTIES:
:CUSTOM_ID: bbb
:STATUS:   redirects created, confirmed; next: e-mail speakers testing/checkin instructions
:END:

Generate them for possibly live presentations as well? We'll see.

**** DONE Generate redirects
CLOSED: [2023-10-17 Tue 12:55]
:PROPERTIES:
:CUSTOM_ID: generate-redirects
:Effort:   0:30
:END:
:LOGBOOK:
CLOCK: [2023-10-17 Tue 12:46]--[2023-10-17 Tue 12:55] =>  0:09
:END:

We use redirects for Q&A sessions with BBB web conferences so that people can easily join the web conference.

- elisp:emacsconf-publish-bbb-static-redirects: generate static redirects
- elisp:emacsconf-publish-bbb-redirect-all

**** DONE Generate BBB rooms
CLOSED: [2023-10-17 Tue 09:41]
:PROPERTIES:
:CUSTOM_ID: generate-bbb
:END:

BBB name convention from last year

ec22-sat-am-dev Abin Simon (treesitter)

That means things change if I move to a different time or track.
Other option:

ec23 Speaker Name (talk-ids)


Deleting old rooms:

#+begin_src emacs-lisp
(spookfox-js-injection-eval-in-active-tab "[...document.querySelectorAll('.delete-room')].filter((o) => o.getAttribute('data-name').match(/ec22/))[0].click(); document.querySelector('#delete-confirm').click();" t)
#+end_src

Creating new rooms

#+begin_src emacs-lisp
(defun emacsconf-spookfox-create-bbb (group)
	"Create a BBB room for this group of talks.
GROUP is (email . (talk talk talk)).
Needs a Spookfox connection."
	(interactive (list (emacsconf-mail-complete-email-group)))
	(let* ((bbb-name
					(format "%s (%s) - %s%s"
									(mapconcat (lambda (o) (plist-get o :slug)) (cdr group) ", ")
									(plist-get (cadr group) :speakers)
									emacsconf-id
									emacsconf-year))
				 path
				 (retrieve-command (format "window.location.origin + [...document.querySelectorAll('h4.room-name-text')].find((o) => o.textContent.trim() == '%s').closest('tr').querySelector('.delete-room').getAttribute('data-path')" bbb-name))
				 (create-command (format "name=\"%s\";
console.debug(name);
console.debug(document.querySelector('#create-room-block'));
document.querySelector('#create-room-block').click();
console.debug(document.querySelector('#create-room-name'));
document.querySelector('#create-room-name').value = name;
document.querySelector('#room_mute_on_join').click();
document.querySelector('.create-room-button').click();"
																 bbb-name)))
		(setq path (spookfox-js-injection-eval-in-active-tab retrieve-command t))
		(unless path
			(kill-new create-command)
			(dolist (cmd (split-string create-command ";"))
				(spookfox-js-injection-eval-in-active-tab cmd t)
				(sleep-for 2))
			(sleep-for 2)
			(setq path (spookfox-js-injection-eval-in-active-tab retrieve-command t)))
		(when path
			(dolist (talk (cdr group))
				(save-window-excursion
					(emacsconf-with-talk-heading talk
						(org-entry-put (point) "ROOM" path))))
			(cons bbb-name path))))

(let ((groups
			 (emacsconf-mail-groups
				(seq-filter
				 (lambda (o)
					 (and (string-match "live" (or (plist-get o :q-and-a) ""))
								(not (plist-get o :bbb-room))))
				 (emacsconf-publish-prepare-for-display (emacsconf-get-talk-info))))))
	(dolist (group groups)
		(emacsconf-spookfox-create-bbb group)))
#+end_src
**** TODO Possibly generate BBB rooms for live presentations?
SCHEDULED: <2023-11-10 Fri>
**** TODO Send testing instructions
SCHEDULED: <2023-11-10 Fri>
*** DONE VNC
:PROPERTIES:
:CUSTOM_ID: vnc
:STATUS: confirmed access to emacsconf-gen and emacsconf-dev
:END:

We use VNC to connect to the X servers on res.emacsconf.org so that we can stream from it.

Success:
- [X] Confirm that you can connect to emacsconf-gen via VNC
- [X] Confirm that you can connect to emacsconf-dev via VNC

Setting up
- elisp:emacsconf-publish-res-index

**** Instructions
:PROPERTIES:
:CUSTOM_ID: vnc-instructions
:END:

NOTE: VNC+OBS doesn't work well if you have a window manager that
automatically resizes windows, like i3. Please configure your window
manager so that the VNC window is not resized.

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

  2. Set up your local environment:

     - gen: export TRACK=gen; export TRACK_PORT=5905; export SSH_PORT=46668
     - dev: export TRACK=dev; export TRACK_PORT=5906; export SSH_PORT=46668

  3. Copy the password:

     scp emacsconf-$TRACK@res.emacsconf.org:~/.vnc/passwd vnc-passwd-$TRACK -p $SSH_PORT

  4. Forward your local ports and connect via VNC viewer to the
     appropriate forwarded port from your laptop:

     #+begin_example
     ssh emacsconf-$TRACK@res.emacsconf.org -N -L $TRACK_PORT:127.0.0.1:$TRACK_PORT -p $SSH_PORT &
     sleep 5   # Give it time to establish the tunnels
     xvncviewer 127.0.0.1:$TRACK_PORT -shared -geometry 1280x720 -passwd vnc-passwd-$TRACK &
     #+end_example

If you get the following error:

#+begin_example
channel 2: open failed: connect failed: Connection refused
CConn:       End of stream
CConn:       The connection was dropped by the server before the session could
             be established.
#+end_example

then the VNC server hasn't started yet. You can start it with

#+begin_src sh :eval no
ssh emacsconf-$TRACK@res.emacsconf.org -p $SSH_PORT /home/emacsconf-$TRACK/bin/track-vnc
#+end_src

and then connect with:

#+begin_src sh :eval no
xvncviewer 127.0.0.1:$TRACK_PORT -shared -geometry 1280x720 -passwd vnc-passwd-$TRACK &
#+end_src

**** TODO Ask bandali or zaeph to share their window manager configuration   :bandali:zaeph:

*** DONE OBS
:PROPERTIES:
:CUSTOM_ID: obs
:STATUS:   confirmed that gen and dev can stream
:END:

We use OBS to stream to Icecast on live.emacsconf.org.

Success: Confirm that you can stream
- [X] gen
- [X] dev

New year: reprovision with

#+begin_src sh :eval no
ansible-playbook -i inventory.yml prod-playbook.yml --tags obs
#+end_src

so that the year is updated in the shell scripts.

**** Instructions
:PROPERTIES:
:CUSTOM_ID: obs-instructions
:END:

1. [[#vnc-instructions][Connect to the VNC session for the track.]]

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

3. Verify with MPV on your local system:

   #+begin_example
   mpv https://live0.emacsconf.org/$TRACK.webm &
   #+end_example

**** DONE Double-check OBS setup and streaming on res
CLOSED: [2023-10-17 Tue 10:22]
:PROPERTIES:
:CUSTOM_ID: check-streaming
:END:
*** DONE Icecast
CLOSED: [2023-10-17 Tue 10:30]
:PROPERTIES:
:CUSTOM_ID: icecast
:STATUS:   gen and dev confirmed with MPV
:END:

Success: You can use [[#obs-instructions][OBS+VNC to record]], and the results can be viewed by mpv.
- [X] Gen
- [X] Dev

New year: reprovision with

#+begin_src sh :eval no
ansible-playbook -i inventory.yml prod-playbook.yml --tags stream
#+end_src

so that the year is updated in the configuration.

This is on live.emacsconf.org and can be restarted with =/etc/init.d/emacsconf restart=.

**** DONE Double-check icecast
CLOSED: [2023-10-17 Tue 10:30]
:PROPERTIES:
:CUSTOM_ID: check-icecast
:END:
*** DONE MPV
:PROPERTIES:
:CUSTOM_ID: mpv
:STATUS:   confirmed that mpv can watch both streams
:END:
*** DONE Watch page
:PROPERTIES:
:CUSTOM_ID: watch
:STATUS:   updated for 2023
:END:

live.emacsconf.org is on the front0.emacsconf.org server.

To set up for the year:

1. Create directories and update the Nginx configuration
	 #+begin_src sh :eval no
   ansible-playbook -i inventory.yml prod-playbook.yml --tags live
   #+end_src

2. Generate the pages
	 #+begin_src emacs-lisp :eval no
   (emacsconf-publish-watch-pages)
	 #+end_src

3. Add the $year/watch to the wiki.

4. Create a $year/watch.md manually.

*** DONE Status page
:PROPERTIES:
:CUSTOM_ID: status
:STATUS:   ready to go
:END:

Manually maintained

/ssh:front0.emacsconf.org:/var/www/status.emacsconf.org/index.html

*** DONE Public media
:PROPERTIES:
:CUSTOM_ID: media
:STATUS:   confirmed, set to protected so that we can test publishing live
:END:

Start of year:

1. Set =media_protect_root= to true in Ansible =group_vars/all.yml=.
2. =ansible-playbook -i inventory.yml prod-playbook.yml --tags media=
3. Generate the index with =emacsconf-publish-update-media=

Confirm by setting a submitted talk to =PLAYING= and testing with
elisp:emacsconf-publish-media-files-on-change . The public media
directory should have the files and the entry should be in the index.
Switching it back to =TO_STREAM= and calling
elisp:emacsconf-publish-media-files-on-change should remove it.

**** TODO Switch public media to unprotected root before the conference
SCHEDULED: <2023-11-25 Sat>

1. Clear public media directory.
2. Set =media_protect_root= to false in Ansible =group_vars/all.yml=.
3. =ansible-playbook -i inventory.yml prod-playbook.yml --tags media=

You can generate the index with =emacsconf-publish-update-media=.

*** DONE Mumble
:PROPERTIES:
:CUSTOM_ID: mumble
:STATUS:   confirmed gen and dev can connect, receive audio
:END:

If you see =Server connection rejected: Wrong certificate or password.=, use *Certificate Wizard* to reimport the .p12 file in that user's home directory.

*** DONE Etherpad
:PROPERTIES:
:CUSTOM_ID: etherpad
:STATUS:   Ready to go, pads created
:END:

[[elisp:emacsconf-pad-prepopulate-all-talks]]

**** DONE Create pads for all the talks
CLOSED: [2023-10-17 Tue 09:46] SCHEDULED: <2023-11-05 Sun>
:PROPERTIES:
:CUSTOM_ID: create-pads
:CREATED:  [023-10-13 Fri 10:1]
:END:

Because the pads refer to the next and previous talks and include the talk titles, this is best redone after the schedule has settled down.
*** DONE Pad proxy
:PROPERTIES:
:CUSTOM_ID: proxy
:STATUS:   Ready to go, pad.emacsconf.org works
:END:
*** DONE Overlays
:PROPERTIES:
:CUSTOM_ID: overlays
:STATUS:   generated and uploaded
:END:

[[elisp:emacsconf-stream-generate-overlays]]

*** INPROGRESS Intros
:PROPERTIES:
:CUSTOM_ID: intros
:STATUS:   all intros recorded, should send them to speakers for review
:END:

Intro slides

elisp:emacsconf-stream-generate-in-between-pages
elisp:emacsconf-pad-expand-intro
[[elisp:emacsconf-subed-intro-subtitles][elisp:emacsconf-subed-intro-subtitles]]

http://ipa-reader.xyz/


**** DONE Regenerate overlays
CLOSED: [2023-10-31 Tue 10:36]
**** TODO Add all intros to the backstage so that people can review them
:LOGBOOK:
- State "DONE"       from "TODO"       [2023-10-31 Tue 10:34]
:END:

**** TODO Record intro for Mike Hamrick

Next, we have "Literate Documentation with Emacs and Org Mode", by Mike Hamrick. He will answer questions via BigBlueButton. You can join using the URL from the talk page or ask questions through Etherpad or IRC.


**** CANCELLED Write 1-2 sentence intros for all the talks
CLOSED: [2023-10-17 Tue 15:03]
:PROPERTIES:
:CUSTOM_ID: write-intros
:END:

We do a brief introduction before each talk so that people know the
topic of the next talk, the pronunciation of the speaker's name, the
pronouns to use when referring to them, and the type of Q&A that will
follow.

The template we used last year was: "In this talk, SPEAKER shares
TITLE OR SUMMARY. Afterwards, PRONOUN will handle questions over Q&A
METHOD."

This year, we asked speakers to contribute a short introduction. These
are in conf.org in the private repository. Many of the introductions
are a little longer than the template, but we might be able to handle
that. Some need to be rewritten into third-person (using the speaker's
name/pronouns instead of I). Some might be a bit of a tongue-twister
and can be rewritten to be easier to say.

We can store the introduction in the =INTRO_NOTE= property in
conf.org.

Actually recording the introductions can wait until closer to the
conference because talk titles and Q&A methods can change. We can
verify speaker name pronunciations at that time.

Hmm... Actually, we can go ahead and record all of these so that
speakers can doublecheck pronunciations, and then we'll re-record them
in case someone wants to get fancier about intros.

***** Intros                                                         :levels:

- Good: Use the same template as before: In this talk, SPEAKER shares
  TITLE OR SUMMARY. Afterwards, PRONOUN will handle questions over Q&A
  METHOD.
- Better: Include some more biographical information to give listeners some context.


***** DONE Do we want to use honorifics like Dr.?                  :decision:
CLOSED: [2023-10-03 Tue 15:38] DEADLINE: <2023-11-14 Tue>
:PROPERTIES:
:CUSTOM_ID: honorifics
:END:

DECISION: Include in the intro-review email:
#+begin_quote
We will usually introduce you by your first name (or handle, if you
prefer to go by a pseudonym) but if you'd rather be introduced
differently (for example honorific followed by last-name, or whatever
you prefer), just let us know.
#+end_quote

Let's see if we can decide on this by [2023-11-04 Fri] so that we can
use it when recording the intros.

- OPTION: Consistently using names without honorifics, even if indicated in the
  speaker-submitted intros (as in previous EmacsConfs)
  - Equality
  - votes: zaeph
- CHOSEN: Asking speakers if they want us to use any honorifics in their intro:
  - Observes personal preferences
  - votes: corwin, max, jc (We can also say that we prefer not to use honorifics (it's not an academic
    - Corwin's suggested wording: We will usually introduce you by your first name (or handle, if you prefer to go by a pseudonym) but if you'd rather be introduced
      differently (for example honorific followed by last-name, or
      whatever you prefer) just let us know.
 conference) but we respect people's preferences.)
- OPTION: Using honorifics based on e-mail signatures and intros:
  - Recognizes credentials

**** DONE Record intro videos with 1-2 sentence intros for all the talks
CLOSED: [2023-10-19 Thu 12:22] SCHEDULED: <2023-10-18 Wed>
:PROPERTIES:
:CUSTOM_ID: record-intros
:END:
**** DONE Record the rest of the intros
CLOSED: [2023-10-19 Thu 12:22]
:PROPERTIES:
:CREATED: [2023-10-18 Wed 09:35]
:END:
**** DONE Generate intro slides
CLOSED: [2023-10-18 Wed 09:46]
:PROPERTIES:
:CUSTOM_ID: generate-intro
:END:

We generate intro slides to display in between talks so that people
can find out information about the previous talk and learn about the
next talk. It includes talk titles, speaker names, URLs, and Q&A
methods. The image will also be used for an introduction video if we
can record one before the conference.

We also generate overlays that show talk information during the talk
itself.

SVGs don't support line-wrapping, so it helps to do a quick pass to
make sure all the talks are displayed properly.

Hmm... Maybe I should take the names and pronouns off the video
overlay? Then there's less worry about wrapping, and people can always
go to the URL to get more information.

elisp:emacsconf-stream-generate-in-between-pages
**** TODO Ask speakers to review intros
SCHEDULED: <2023-11-10 Fri>
after they've uploaded their videos, since we might be able to check the pronunciation ourselves

*** IRC channels
:PROPERTIES:
:CUSTOM_ID: irc
:STATUS:   Not yet started
:END:

- /opall
- /conftopic
- /deopall
**** TODO Confirm that the emacsconf user can connect
I think I had that on orga@res.emacsconf.org
*** IRC talk info
:PROPERTIES:
:CUSTOM_ID: irc-talk-info
:STATUS:   Not yet started
:END:
*** Announcements
:PROPERTIES:
:CUSTOM_ID: announcements
:STATUS:   Not yet started
:END:
*** Publishing updates live
:PROPERTIES:
:CUSTOM_ID: publish
:STATUS:   Not yet started
:END:
*** Autopilot
:PROPERTIES:
:CUSTOM_ID: autopilot
:STATUS:   Not yet started
:END:
*** YouTube
:PROPERTIES:
:CUSTOM_ID: youtube
:STATUS:   Not yet started
:END:
*** Peertube
:PROPERTIES:
:CUSTOM_ID: peertube
:STATUS:   Not yet started
:END:
*** 480p
:PROPERTIES:
:STATUS:   Delegated to corwin
:END:

Consider increasing memory/cpu configuration on live?

**** TODO Figure out a better way to handle 480p stream              :corwin:
:PROPERTIES:
:CUSTOM_ID: lowres
:END:

It kept dropping last year and sachac didn't have the mental bandwidth to figure it out.
Might need another node so that we don't risk it getting killed for memory reasons?

Corwin has volunteered to take this on
*** Audio processing
:PROPERTIES:
:CUSTOM_ID: audio-proc
:STATUS:   Help wanted
:END:

**** TODO Find volunteers for audio processing (normalization, noise reduction) and document the process :helpwanted:
:PROPERTIES:
:CUSTOM_ID: audio
:END:

- audio normalization
- noise reduction
*** Other things people can help with
:PROPERTIES:
:CUSTOM_ID: other-help
:END:
**** TODO Video editing: the eval talk is a little bit out of sync :helpwanted:
DEADLINE: <2023-11-15 Wed>
:PROPERTIES:
:CUSTOM_ID: eval-video-sync
:END:

The circular video inset into
https://media.emacsconf.org/2023/backstage/#eval is a little bit out
of sync with the audio. Not sure if the screenshare is offset as well.
Maybe just nudging the audio a little bit will be enough to bring
these in sync? If someone would like to fix this, that would be
awesome.

*** TODO [#C] Write something for merging in information from previous years if not specified
:PROPERTIES:
:CUSTOM_ID: previous-years
:END:
- availability
- timezone
- name
- short name
- pronouns
** Get ready for production
:PROPERTIES:
:CUSTOM_ID: go-live
:END:
*** A day or two before
**** TODO Update the variables
[[emacsconf-ansible:group_vars/all.yml]]:

#+begin_example
test_mode: false
media_protect_root: false
protect_stream_with_password: false
#+end_example

#+begin_src sh :eval no
ansible-playbook -i inventory.ml prod-playbook.yml --tags stream
ansible-playbook -i inventory.ml prod-playbook.yml --tags media
#+end_src
**** TODO Resize the nodes   :bandali:

2022:
- Front: 16GB
- Live: 64GB

**** TODO Update the BigBlueButton rooms so that users are not all moderators

#+begin_src emacs-lisp :eval no
(dolist (talk (emacsconf-publish-prepare-for-display (emacsconf-get-talk-info)))
	(emacsconf-spookfox-update-bbb-settings
	 talk
	 '(("room_mute_on_join" . "true")
		 ("room_all_join_moderator" . "false")
		 ("room_anyone_can_start" . "true"))
	 ))
#+end_src
** Volunteers
:PROPERTIES:
:CUSTOM_ID: coordinate-volunteers
:STATUS:   Need to coordinate people
:END:
*** DONE E-mail the list asking people to sign up
CLOSED: [2023-10-31 Tue 11:12] SCHEDULED: <2023-10-31 Tue>

Hi everyone!

EmacsConf is coming up soon! Here are some roles we need help with
during the conference:

- Check-in (can handle both tracks):
	- Keep an eye out for speakers on IRC and in the BigBlueButton room
	- Give the speaker moderator permissions
	- https://emacsconf.org/2023/volunteer/checkin/
- Host (one for each track):
	- Read out questions (and ask some of their own while waiting for questions to come in)
  - Remind people how to join
  - Keep the speaker company
	- Moderate the Q&A sessions as needed
	- Let us know when you want the Q&A session to be opened up to everyone
	- https://emacsconf.org/2023/volunteer/host/
- Streamer (one for each track):
	- Manage what happens on the screen
	- Listen to the audio volume on the stream and adjust as needed, especially for BigBlueButton rooms
	- https://emacsconf.org/2023/volunteer/stream/
- Internet Relay Chat scribe (one for each track):
	- Check the IRC channel for questions and answers and copy them to the talk's Etherpad
	- https://emacsconf.org/2023/volunteer/irc/
- Pad scribe (one for each track):
	- Add notes, questions, and answers to the talk's Etherpad
	- https://emacsconf.org/2023/volunteer/pad/
- Other things you might be interested in helping out with - feel free to suggest!

If you let us know which role(s) you're interested in, the track(s)
you're interested in (general / development) and your availability for
the conference (ex: Sat AM, Sat PM, Sun AM, Sun PM, or more granular
as needed), I can make a shift schedule.

If you're new to the role and have questions, we can help you get
started via e-mail or set up a training meeting. Let me know what you
want to know and what times what might work for you.

We can also set up a dry run in a couple of weeks so that people can
try working together. Please let me know your availability for maybe
Nov 11 or Nov 18 for a dry run.

Looking forward to a nice smooth EmacsConf!

Sacha

*** TODO Prepare shift calendar, ask people to sign up
SCHEDULED: <2023-11-01 Wed>
:PROPERTIES:
:CUSTOM_ID: shifts
:END:

#+BEGIN_EXPORT md
<a name="shifts"></a>
#+END_EXPORT

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

Saturday Dec 2 2023

#+NAME: saturday-shifts
|        | [[https://emacsconf.org/2023/volunteer/host/][Host]]    | Streamer | [[https://emacsconf.org/2023/volunteer/checkin/][Checkin]]    | [[https://emacsconf.org/2023/volunteer/irc/][IRC]] | [[https://emacsconf.org/2023/volunteer/pad/][Pad]] | Coord  |
|--------+---------+----------+------------+-----+-----+--------|
| Gen AM | zaeph   | sachac   | FlowyCoder |     |     | sachac |
| Gen PM | zaph    | sachac   | FlowyCoder |     |     | sachac |
| Dev AM | bandali | sachac   | FlowyCoder |     |     | sachac |
| Dev PM | bandali | sachac   | FlowyCoder |     |     | sachac |

Sunday Dec 3 2023

#+NAME: sunday-shifts
|        | [[https://emacsconf.org/2023/volunteer/host/][Host]]    | Streamer | [[https://emacsconf.org/2023/volunteer/checkin/][Checkin]]    | [[https://emacsconf.org/2023/volunteer/irc/][IRC]] | [[https://emacsconf.org/2023/volunteer/pad/][Pad]] | Coord  |
|--------+---------+----------+------------+-----+-----+--------|
| Gen AM | zaeph   | sachac   | FlowyCoder |     |     | sachac |
| Gen PM | zaeph   | sachac   | FlowyCoder |     |     | sachac |
| Dev AM | bandali | sachac   | FlowyCoder |     |     | sachac |
| Dev PM | bandali | sachac   | FlowyCoder |     |     | sachac |

Backups:
- dev host/streamer: 
- gen host/streamer: 
- checkin, IRC, pad: 

Interested in a shift? Please e-mail [[mailto:emacsconf-org-private@gnu.org]] and we'll help you figure out what you need to learn.

#+begin_src emacs-lisp :var sat=saturday-shifts :var sun=sunday-shifts :rownames no :colnames no :results verbatim replace
`(setq emacsconf-shifts
       (list
       ,@(apply #'append
               (mapcar
                (lambda (day)
                  (let ((headers
												 (mapcar
													(lambda (field)
														(intern
														 (concat
															":"
															(downcase
															 (if (string-match org-link-bracket-re field)
																	 (match-string 2 field)
																 field)))))
                          (cdr (car (cadr day))))))
                    (mapcar
                     (lambda (row)
                          (apply #'append
                                 (list 'list :id
                                       (when (string-match "^\\([^ ]+\\) \\(AM\\|PM\\)" (car row))
                                         (format "%s-%s-%s"
                                                 (car day)
                                                 (downcase (match-string 2 (car row)))
                                                 (downcase (match-string 1 (car row)))))
                                       :track
                                       (if (string-match "^Gen" (car row)) "General" "Development")
                                       :start
                                       (format "%sT%s:00:00%s"
                                               (elt day 2)
                                               (if (string-match "AM" (car row)) "08" "13")
                                               emacsconf-timezone-offset)
                                       :end
                                       (format "%sT%s:00:00%s"
                                               (elt day 2)
                                               (if (string-match "AM" (car row)) "12" "18")
                                               emacsconf-timezone-offset))
                                 (seq-map-indexed
                                  (lambda (value index)
                                    (unless (string= value "")
                                      (list (elt headers index) value)))
                                  (cdr row))))
                        (cdr (cadr day)))
                      ))
                (list
                 (list "sat" sat "2023-12-02")
                 (list "sun" sun "2023-12-03"))))))

#+end_src

#+RESULTS:
:results:
(setq emacsconf-shifts (list (list :id "sat-am-gen" :track "General" :start "2023-12-02T08:00:00-0500" :end "2023-12-02T12:00:00-0500" :host "zaeph" :streamer "sachac" :checkin "FlowyCoder" :coord "sachac") (list :id "sat-pm-gen" :track "General" :start "2023-12-02T13:00:00-0500" :end "2023-12-02T18:00:00-0500" :host "zaph" :streamer "sachac" :checkin "FlowyCoder" :coord "sachac") (list :id "sat-am-dev" :track "Development" :start "2023-12-02T08:00:00-0500" :end "2023-12-02T12:00:00-0500" :host "bandali" :streamer "sachac" :checkin "FlowyCoder" :coord "sachac") (list :id "sat-pm-dev" :track "Development" :start "2023-12-02T13:00:00-0500" :end "2023-12-02T18:00:00-0500" :host "bandali" :streamer "sachac" :checkin "FlowyCoder" :coord "sachac") (list :id "sun-am-gen" :track "General" :start "2023-12-03T08:00:00-0500" :end "2023-12-03T12:00:00-0500" :host "zaeph" :streamer "sachac" :checkin "FlowyCoder" :coord "sachac") (list :id "sun-pm-gen" :track "General" :start "2023-12-03T13:00:00-0500" :end "2023-12-03T18:00:00-0500" :host "zaeph" :streamer "sachac" :checkin "FlowyCoder" :coord "sachac") (list :id "sun-am-dev" :track "Development" :start "2023-12-03T08:00:00-0500" :end "2023-12-03T12:00:00-0500" :host "bandali" :streamer "sachac" :checkin "FlowyCoder" :coord "sachac") (list :id "sun-pm-dev" :track "Development" :start "2023-12-03T13:00:00-0500" :end "2023-12-03T18:00:00-0500" :host "bandali" :streamer "sachac" :checkin "FlowyCoder" :coord "sachac")))
:end:

*** DONE Document volunteer roles
CLOSED: [2023-09-26 Tue 11:07]
:PROPERTIES:
:CUSTOM_ID: document-volunteer-roles
:END:
Copied it over from the previous year
** Lessons learned
- Make sure timezones are on anything that has time (schedule page, watch pages, etc.)
- Remember to publish the icals and schedule org files: ~emacsconf-update-schedule~. Added to the schedule-details.md.
- For really late submissions, make sure you also create the pad (~emacsconf-pad-prepopulate-talk-pad~) and the BBB room (~emacsconf-spookfox-create-bbb~).
- We need to move off the current bbb.emacsverse.org or discuss the future of the current BBB VM.
- Next year, it might be nice to use the intros and generate title slides in order to add them to the videos.

* Progress reports
:PROPERTIES:
:CUSTOM_ID: progress
:END:
- https://emacsconf.org/blog/2023-08-14-cfp-progress/
- https://emacsconf.org/blog/2023-09-25-draft-schedule
* E-mail templates
:PROPERTIES:
:CUSTOM_ID: templates
:END:
** Review
:PROPERTIES:
:CUSTOM_ID: review
:END:
*** Template
:PROPERTIES:
:EMAIL_ID: review
:CUSTOM_ID: review-template
:END:

Thanks for submitting your proposal! (ZZZ: feedback) We're experimenting
with early acceptance this year, so we'll wait a week in case the
other volunteers want to chime in regarding your talk. =)

** Acceptance
:PROPERTIES:
:CUSTOM_ID: acceptance
:END:
*** Function
:PROPERTIES:
:CUSTOM_ID: acceptance-func
:END:
#+begin_src emacs-lisp
(defun emacsconf-mail-accept-talk (talk &optional template)
  (interactive (list (emacsconf-complete-talk-info)))
  (emacsconf-mail-prepare
   (or template (emacsconf-mail-merge-get-template "acceptance"))
   (plist-get talk :email)
   (list
   :title (plist-get talk :title)
   :email (plist-get talk :email)
   :time (plist-get talk :time)
	 :conf-name emacsconf-name
   :speakers-short (plist-get talk :speakers-short)
   :url (concat emacsconf-base-url (plist-get talk :url))
	 :video-target-date emacsconf-video-target-date
   :year emacsconf-year)))
#+end_src
*** Template
:PROPERTIES:
:EMAIL_ID: acceptance
:TO: ${email}
:REPLY_TO: emacsconf-submit@gnu.org, ${email}, sacha@sachachua.com
:MAIL_FOLLOWUP_TO: emacsconf-submit@gnu.org, ${email}, sacha@sachachua.com
:CC: emacsconf-submit@gnu.org
:LOG_NOTE: accepted talk
:SUBJECT:  ${conf-name} ${year} acceptance: ${title}
:FUNCTION: emacsconf-mail-accept-talk
:CUSTOM_ID: acceptance-template
:END:

Hi, ${speakers-short}!

Looks like all systems are a go for your talk. =) Thanks for proposing
it! Your talk page is now at ${url} . Please feel free to update it or
e-mail us if you'd like help with any changes.

If you want to get started on your talk early, we have some
instructions at https://emacsconf.org/${year}/prepare/ that might help.
We strongly encourage speakers to prepare a talk video by
${video-target-date} in order to reduce technical risks and make
things flow more smoothly. Plus, we might be able to get it captioned
by volunteers, just like the talks last year. We'll save ${time} minutes
for your talk, not including time for Q&A. Don't sweat it if
you're a few minutes over or under. If it looks like a much shorter or
longer talk once you start getting into it, let us know and we might
be able to adjust.

I'll follow up with the specific schedule for your talk once things
settle down. In the meantime, please let us know if you have any
questions or if there's anything we can do to help out!

Sacha

* Archive
:PROPERTIES:
:CUSTOM_ID: archive
:END:

** DONE Check with hyperdrive and core if they're willing to swap :decision:
DEADLINE: <2023-10-25 Wed>
:PROPERTIES:
:CUSTOM_ID: hyperdrive-core
:END:

DONE [2023-10-08 Sun]: hyperdrive on Sunday afternoon, will keep an eye out for openings on general track and call it out in the opening remarks so people know that it's a general talk.

If Stefan Kangas puts together [[emacsconf:core][Emacs core development: how it works]]
speaking as a new Emacs maintainer, that might be a good general
closing talk on the first day because it can encourage people to help
with Emacs development. We don't have a lot of space on the General
track, but if we move [[emacsconf:hyperdrive][hyperdrive.el: Peer-to-peer filesystem in Emacs]]
to the other track, then there's enough space.

It might also be a good idea to move [[emacsconf:devel]] earlier than
[[emacsconf:unentangling]] in case John Wiegley can have a live Q&A
session (he might be travelling at that time, so it's unsure), so that
there's more time for people to ask emacs-devel highlight questions
and so that John Wiegley and Stefan Kangas can attend each other's
Q&A.

Joseph Turner wanted to make sure that people don't assume the
[[emacsconf:hyperdrive]] talk is too technical for them. We can rename the
tracks (Track A and Track B)? if that helps, so that people don't
think the other track is exclusively for more technical things.

Thoughts?
*** Option A: Here's the schedule with emacsconf:hyperdrive in the second track and emacsconf:core in the first track.
:PROPERTIES:
:CUSTOM_ID: core-a
:END:

#+begin_src emacs-lisp :var filename="emacsconf-hyperdrive-core-swap.svg" :results replace :exports results
(emacsconf-schedule-test
 filename
 (emacsconf-time-constraints '())
 (arranged
  (emacsconf-schedule-inflate-sexp
				'(("GEN Saturday, Dec 2" :start "2023-12-02 09:00")
					sat-open
					adventure
					uni
					teaching
					table
					taming 
					one
					(lunch :start "12:00")
					writing
					nabokov 
					collab
					solo
					ref
					(devel :track "General") 
					unentangling
					(core :track "General")
					(sat-close)
					("DEV Saturday, Dec 2" :start "2023-12-02 10:00")
					(matplotllm :track "Development")
					(voice :track "Development")
					(llm :track "Development")
					(lunch :start "12:00")
					(overlay)
					(eval)
					(repl)
					(world :track "Development")
					(hyperdrive :track "Development")
					("GEN Sunday, Dec 3" :start "2023-12-03 09:00")
					sun-open
					hyperamp
					koutline
					(parallel :track "General")
					eat
					poltys
					cubing
					(lunch :start "12:00")
					(emms :track "General")
					(steno :track "General")
					mentor
					break
					(hn :start "15:00")
					web
					sharing
					sun-close
					("DEV Sunday, Dec 3" :start "2023-12-03 10:00")
					scheme
					test
					(flat :track "Development")
					(lunch :start "12:00")
					gc
					lspocaml
					(windows :track "Development")
					(emacsconf :track "Development")
					(emacsen :track "Development")
					)))
 (emacsconf-schedule-break-time 10)
 (emacsconf-schedule-lunch-time 60)
 (emacsconf-schedule-default-buffer-minutes 10)
 (emacsconf-schedule-default-buffer-minutes-for-live-q-and-a 15)
 (emacsconf-schedule-svg-modify-functions '(emacsconf-schedule-svg-color-by-status))
 (emacsconf-schedule-validation-functions
	'(emacsconf-schedule-validate-time-constraints
		;; emacsconf-schedule-validate-live-q-and-a-sessions-are-staggered
		emacsconf-schedule-validate-all-talks-present
		emacsconf-schedule-validate-no-duplicates))
 (emacsconf-schedule-strategies
	'(emacsconf-schedule-allocate-buffer-time)))
#+end_src

#+RESULTS:
:results:
- world: Ends at 15:30 after 11:30
:end:


[[my-include:emacsconf-hyperdrive-core-swap.svg?wrap=export html]]

*** Option B: Keep emacsconf:hyperdrive on the first track, and group emacsconf:devel and emacsconf:core on the second track.

We can encourage people to check out the different tracks in the opening remarks.

#+begin_src emacs-lisp :var filename="emacsconf-hyperdrive-core-swap-b.svg" :results replace :exports results
(emacsconf-schedule-test
 filename
 (emacsconf-time-constraints '())
 (arranged
  (emacsconf-schedule-inflate-sexp
				'(("GEN Saturday, Dec 2" :start "2023-12-02 09:00")
					sat-open
					adventure
					uni
					teaching
					table
					taming 
					one
					(lunch :start "12:00")
					writing
					nabokov 
					collab
					solo
					ref
					unentangling
					(hyperdrive)
					(sat-close :start "16:40")
					("DEV Saturday, Dec 2" :start "2023-12-02 10:00")
					(matplotllm :track "Development")
					(voice :track "Development")
					(llm :track "Development")
					(lunch :start "12:00")
					(overlay)
					(eval)
					(repl)
					(world :track "Development")
					(devel :track "Development") 
					(core :track "Development")
					("GEN Sunday, Dec 3" :start "2023-12-03 09:00")
					sun-open
					hyperamp
					koutline
					(parallel :track "General")
					eat
					poltys
					cubing
					(lunch :start "12:00")
					(emms :track "General")
					(steno :track "General")
					mentor
					break
					(hn :start "15:00")
					web
					sharing
					sun-close
					("DEV Sunday, Dec 3" :start "2023-12-03 10:00")
					scheme
					test
					(flat :track "Development")
					(lunch :start "12:00")
					gc
					lspocaml
					(windows :track "Development")
					(emacsconf :track "Development")
					(emacsen :track "Development")
					)))
 (emacsconf-schedule-break-time 10)
 (emacsconf-schedule-lunch-time 60)
 (emacsconf-schedule-default-buffer-minutes 10)
 (emacsconf-schedule-default-buffer-minutes-for-live-q-and-a 15)
 (emacsconf-schedule-svg-modify-functions '(emacsconf-schedule-svg-color-by-status))
 (emacsconf-schedule-validation-functions
	'(emacsconf-schedule-validate-time-constraints
		;; emacsconf-schedule-validate-live-q-and-a-sessions-are-staggered
		emacsconf-schedule-validate-all-talks-present
		emacsconf-schedule-validate-no-duplicates))
 (emacsconf-schedule-strategies
	'(emacsconf-schedule-allocate-buffer-time)))
#+end_src

#+RESULTS:
:results:
- world: Ends at 14:55 after 11:30
:end:

[[my-include:emacsconf-hyperdrive-core-swap-b.svg?wrap=export html]]
*** Other ideas?

Feel free to suggest something!

Notes:

- emacsconf:sharing is nice to pair with emacsconf:mentor and emacsconf:hn and might be a good general-audience keynote-type thing as well. I don't want to schedule emacsconf:core to compete with it.


** DONE Test the idea of three tracks and more aligned times       :decision:
CLOSED: [2023-10-03 Tue 15:35] DEADLINE: <2023-10-13 Fri>
:PROPERTIES:
:CUSTOM_ID: three-tracks
:END:

Decision: We'll stick with the two-track schedule for now because it's
more likely, and we'll adjust as we get closer to the conference
depending on speaker submissions and on volunteer availability.

Note: Let's see if we can decide on this by [2023-10-13 Fri] so that we can
e-mail the draft schedules to people.

Compared to [[#draft-schedule][two-track schedule]]:
#+INCLUDE: schedule.svg export EXPORT EXPORT EXPORT EXPORT EXPORT EXPORT html

What if we have three tracks instead?

- Two-track advantages as in EmacsConf 2022:
  - Fewer volunteers needed (host, IRC, pad)
  - Can do with existing computing power (instead of spinning up another node for VNC+OBS)
  - Less fear of missing out for participants
  - votes: zaeph
- Three-track advantages:
  - More space between talks for streaming the Q&A
  - Easier to explain the schedule
  - More logical grouping
  - Ends earlier, which is easier for participants from Europe         
  - votes: max (Three tracks is the best policy if you’re more than 75% sure that you can round up the volunteers)
- [[#three-tracks-sun-am][Three tracks just for Sunday morning]]:
  - Allows us to have 20 minutes between talks instead of 15
  - Might be easier to test the idea for just one part of the conference
    
#+begin_src emacs-lisp :results value replace :exports results :var filename="schedule-option-aligned-talks.svg" :eval never-export
(emacsconf-schedule-test
 filename
 (emacsconf-schedule-tracks
	'((:label "Saturday"
						:start "2023-12-02 9:00"
						:end "2023-12-02 18:00"
						:tracks ("A" "B" "C"))
		(:label "Sunday"
						:start "2023-12-03 9:00"
						:end "2023-12-03 18:00"
						:tracks ("A" "B" "C"))))
 (emacsconf-time-constraints '())
 (emacsconf-tracks
	'((:name "A" :id "a")
		(:name "B" :id "b")
		(:name "C" :id "c")))
 (arranged
  (emacsconf-schedule-inflate-sexp
				'(("A Saturday, Dec 2" :start "2023-12-02 09:00" :track "A")
					(sat-open)
					adventure
					(uni :start "9:40")
					(table :start "10:30")
					(teaching :start "11:15")
					(lunch :start "12:00" :time 60)
					collab
					(solo :start nil)
					(hn :start "15:00")
					(web :start nil)
					sat-close
					("B Saturday, Dec 2" :start "2023-12-02 09:40" :track "B")
					(one :start nil)
					(poltys :start "10:30")
					(taming :start "11:15")
					(lunch :start "12:00" :time 60)
					writing
					(nabokov :start "13:40")
					(steno :start "14:20")
					(emacsen :start "15:30")
					("C Saturday, Dec 2" :start "2023-12-02 9:40" :track "C")
					(matplotllm)
					(voice :start "10:30")
					(llm :start "11:15")
					(lunch :start "12:00" :time 60)
					overlay
					eval
					(repl :start "14:20")
					(emacsconf :start "15:30")
					("A Sunday, Dec 3" :start "2023-12-03 09:00" :track "A")
					(sun-open :time 10)
					hyperamp
					(koutline :start "10:00")
					(test :start "11:00")
					(lunch :start "12:00" :time 60)
					(emms :start nil)
					(devel :start "14:00")
					(mentor :start nil)
					(sharing :start "15:00")
					(sun-close :start "16:00")
					("B Sunday, Dec 3" :start "2023-12-03 09:10" :track "B")
					(parallel :start "10:00")
					(eat :start "10:30")

					(gc :start "11:00")
					(lunch :start "12:00" :time 60)
					hyperdrive
					(ref :start "14:00")
					(unentangling :start "15:00")
					("C Sunday, Dec 3" :start "2023-12-03 09:10" :track "C")

					(scheme :start "10:00")
					(lspocaml :start "11:00")
					(flat :start "11:30")

					(lunch :start "12:00" :time 60)
					(windows :start nil)
					(cubing :start "14:00")
					(extending :start "15:00")
					

					)))
 (emacsconf-schedule-break-time 10)
 (emacsconf-schedule-lunch-time 60)
 (emacsconf-schedule-default-buffer-minutes 20)
 (emacsconf-schedule-svg-modify-functions '(emacsconf-schedule-svg-color-by-status))
 (emacsconf-schedule-default-buffer-minutes-for-live-q-and-a 20)
 (emacsconf-schedule-validation-functions
	'(emacsconf-schedule-validate-time-constraints
		;; emacsconf-schedule-validate-live-q-and-a-sessions-are-staggered
		emacsconf-schedule-validate-all-talks-present
		emacsconf-schedule-validate-no-duplicates))
 (emacsconf-schedule-strategies
	'(emacsconf-schedule-copy-previous-track emacsconf-schedule-allocate-buffer-time)))
#+end_src

#+RESULTS:
:results:
:end:

#+begin_comment
[[file:schedule-option-aligned-talks.svg]]
#+end_comment

#+INCLUDE: schedule-option-aligned-talks.svg export EXPORT EXPORT EXPORT EXPORT EXPORT EXPORT html
*** Three tracks for Sunday morning?
:PROPERTIES:
:CUSTOM_ID: three-tracks-sun-am
:END:



#+begin_src emacs-lisp :results value replace :exports results :var filename="schedule-option-sun-am.svg" :eval never-export
(emacsconf-schedule-test
 filename
 (emacsconf-schedule-tracks
	'((:label "Saturday"
						:start "2023-12-02 9:00"
						:end "2023-12-02 18:00"
						:tracks ("A" "B" "C"))
		(:label "Sunday"
						:start "2023-12-03 9:00"
						:end "2023-12-03 18:00"
						:tracks ("A" "B" "C"))))
 (emacsconf-time-constraints '())
 (emacsconf-tracks
	'((:name "A" :id "a")
		(:name "B" :id "b")
		(:name "C" :id "c")))
 (arranged
  (emacsconf-schedule-inflate-sexp
				'(("A Saturday, Dec 2" :start "2023-12-02 09:00" :track "A")
					sat-open
					adventure
					uni
					table
					teaching
					writing
					(lunch :start "12:00")
					nabokov 
					collab
					solo
					unentangling
					ref
					(devel) 
					(sat-close)
					("DEV Saturday, Dec 2" :start "2023-12-02 10:00" :track "B")
					(matplotllm)
					(voice)
					(llm)
					(lunch :start "12:00")
					(overlay)
					(eval)
					(repl :start "14:00")
					(hyperdrive)
					(world)
					("GEN Sunday, Dec 3" :start "2023-12-03 09:00" :track "A")
					sun-open
					hyperamp
					koutline
					one
					cubing
					(lunch :start "12:00" :time 60)
					(emms)
					taming 
					mentor
					(hn :start "15:00")
					web
					sharing
					sun-close
					("DEV Sunday, Dec 3" :start "2023-12-03 10:00" :track "B")
					scheme
					eat
					(flat)
					lspocaml
					(lunch :start "12:15" :time "45")
					gc
					(steno)
					(windows)
					(emacsen)
					(emacsconf)
					("C Sunday Dec 3" :start "2023-12-03 10:00" :track "C")
					poltys
					(parallel)
					test
					)))
 (emacsconf-schedule-break-time 10)
 (emacsconf-schedule-lunch-time 60)
 (emacsconf-schedule-default-buffer-minutes 20)
 (emacsconf-schedule-svg-modify-functions '(emacsconf-schedule-svg-color-by-status))
 (emacsconf-schedule-default-buffer-minutes-for-live-q-and-a 20)
 (emacsconf-schedule-validation-functions
	'(emacsconf-schedule-validate-time-constraints
		;; emacsconf-schedule-validate-live-q-and-a-sessions-are-staggered
		emacsconf-schedule-validate-all-talks-present
		emacsconf-schedule-validate-no-duplicates))
 (emacsconf-schedule-strategies
	'(emacsconf-schedule-copy-previous-track emacsconf-schedule-allocate-buffer-time)))
#+end_src

#+RESULTS:
:results:
- unentangling: Starts at 14:35 before 15:00
- world: Ends at 16:20 after 11:30
- Missing talks: core
:end:

#+begin_comment
[[file:schedule-option-sun-am.svg]]
#+end_comment

#+INCLUDE: schedule-option-sun-am.svg export EXPORT EXPORT EXPORT EXPORT EXPORT EXPORT html