path: root/2025/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]]
#+TAGS: emacsconf
# [[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 [/2025/organizers-notebook/index.org](/2025/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/).

You might also like the [general organizers' notebook](/organizers-notebook) and [the organizers' notebook from 2024](/2024/organizers-notebook).
#+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:
:end:

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

#+RESULTS:
:results:
:end:


#+TOC: headlines 2
* COMMENT Shortcuts
:PROPERTIES:
:CUSTOM_ID: shortcuts
:END:

[[file:~/proj/emacsconf/wiki/organizers-notebook/index.org][Common notebook]]

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

|                           |                  | Days since previous milestone |
| CFP                       | [2025-06-27 Fri] |                               |
| CFP deadline              | [2025-09-19 Fri] |                            84 |
| Speaker notifications     | [2025-09-26 Fri] |                               |
| *Publish schedule*        | [2025-10-24 Fri] |                               |
| Video submission deadline | [2025-10-31 Fri] |                            42 |
| EmacsConf                 | [2025-12-06 Sat] |                            36 |
#+TBLFM: @3$3=@3$2-@2$2::@6$3=@6$2-@3$2::@7$3=@7$2-@6$2

We like to have at least a month to work on audio
normalization and transcription, and we want
speakers to have at least a month to work on their
videos (considering early submissions will already
have gotten started on processing).

* 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

Everyone:
- [ ] Call for participation (speakers and volunteers)
- [ ] Reminder about CFP
- [ ] Last call

Speakers:
- [ ] Send all speakers backstage access and upload instructions
- [ ] Send all speakers check-in instructions

Volunteers:
- [ ] 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

* 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                                          |
 | Streaming           | Regular stream       | + alternate streams on PeerTube | + alternate streams on YouTube                |
 | 480p                | Same on live         | Separate node                   | Ansible setup                                 |
 | Audio normalization | Core org handling it | Other volunteer                 | Multiple volunteers                           |
 | Video resolution    | Usual reminders      | Extra reminders                 | Everyone remembering to use a large font size |
 | Intros              | Standard, recorded   | Reviewed by speakers            | More details/context                          |
 | Pad                 | v1.9.7               | v2.x                            |                                               |

* Phases
:PROPERTIES:
:CUSTOM_ID: phases
:END:
** DONE Set up organizers notebook
CLOSED: [2025-06-17 Tue 10:41]
:LOGBOOK:
- State "DONE"       from "TODO"       [2025-06-17 Tue 10:41]
:END:

** TODO Draft CFP
:PROPERTIES:
:CUSTOM_ID: cfp
:END:

**** Draft linked pages
:PROPERTIES:
:CUSTOM_ID: phases-draft-cfp-draft-linked-pages
:END:

- [ ] cfp
- [ ] submit page
- [ ] year index
- [ ] volunteer page
**** TODO Check with other organizers
DEADLINE: <2025-06-23 Mon>
:PROPERTIES:
:CUSTOM_ID: phases-draft-cfp-check-with-other-organizers
:END:
**** TODO Post CFP in the usual places
:PROPERTIES:
:CUSTOM_ID: phases-draft-cfp-post-cfp-in-the-usual-places
:END:
emacsconf-discuss, reddit.com/r/emacs, Emacs News, emacs-tangents, Mastodon, X
** TODO Draft schedule
:PROPERTIES:
:CUSTOM_ID: draft-schedule
:END:

#+NAME: schedule
#+begin_src emacs-lisp :results value replace :exports none :eval never-export :var filename="schedule-1.5-tracks.svg"
(require 'emacsconf)
(require 'emacsconf-schedule)
(setq emacsconf-schedule-tracks
			'((:label "Saturday"
								:start "2025-12-06 9:00"
								:end "2025-12-06 18:00"
								:tracks ("General" "Development"))
				(:label "Sunday"
								:start "2025-12-07 9:00"
								:end "2025-12-07 18:00"
								:tracks ("General" "Development"))))
(let ((emacsconf-schedule-default-buffer-minutes 10)
			(emacsconf-schedule-default-buffer-minutes-for-live-q-and-a 20)
			(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-no-cancelled-talks
				 emacsconf-schedule-validate-all-talks-present
				 emacsconf-schedule-validate-no-duplicates)))
	(setq emacsconf-schedule-plan
				'(("GEN Saturday, Dec 6" :start "2025-12-06 09:00" :set-track "General")
					sat-open
					(lunch :start "12:00")
					(sat-close :start "17:00")
					("DEV Saturday, Dec 6" :start "2025-12-06 10:00" :set-track "Development")
					(lunch :start "12:00")
					("GEN Sunday, Dec 8" :start "2025-12-06 09:00" :set-track "General")
					sun-open
					(lunch :start "12:00")
					(sun-close)
					))
	(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 filename (file-name-directory emacsconf-org-file))
			(svg-print (emacsconf-schedule-svg 800 300 emacsconf-schedule-draft)))
		(with-temp-file (expand-file-name filename (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:

[[file:schedule-1.5-tracks.svg]]

Legend:
- light blue: constraint is <= a time
- peach: constraint is >= a time
- solid line: Q&A will be through BigBlueButton web conference
- dashed line: Q&A will be IRC/Etherpad during the event or e-mail after the event

Notes:

- Sun:
  - Sunday morning in 2023 had some packet loss issues at around 9:30, so we'll start with some talks that don't have BBB Q&A: emacsconf:students, emacsconf:links, emacsconf:regex

** 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 6 2025

#+NAME: saturday-shifts
|        | Start |   End | [[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 | 09:00 | 12:00 |      |          |         |     |     |       |
| Gen PM | 13:00 | 17:00 |      |          |         |     |     |       |
| Dev AM | 10:00 | 12:00 |      |          |         |     |     |       |
| Dev PM | 13:00 | 17:00 |      |          |         |     |     |       |

Sunday Dec 7 2024

#+NAME: sunday-shifts
|        | Start |   End | [[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 | 09:00 | 12:00 |
| Gen PM | 13:00 | 17:00 |

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)))))
                          (seq-drop (car (cadr day)) 3))))
                    (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%s"
                                               (elt day 2)
																							 (elt row 1)
                                               emacsconf-timezone-offset)
                                       :end
                                       (format "%sT%s:00%s"
                                               (elt day 2)
                                               (elt row 2)
                                               emacsconf-timezone-offset))
                                 (seq-map-indexed
                                  (lambda (value index)
                                    (unless (string= value "")
                                      (list (elt headers index) value)))
                                  (seq-drop row 3))))
                        (cdr (cadr day)))
                      ))
                (list
                 (list "sat" sat "2024-12-07")
                 (list "sun" sun "2024-12-08"))))))

#+end_src

#+RESULTS:
:results:
(setq emacsconf-shifts (list (list :id "sat-am-gen" :track "General" :start "2024-12-07T09:00:00-0500" :end "2024-12-07T12:00:00-0500" :host "zaeph" :streamer "sachac" :checkin "sachac" :coord "sachac") (list :id "sat-pm-gen" :track "General" :start "2024-12-07T13:00:00-0500" :end "2024-12-07T17:00:00-0500" :host "zaeph" :streamer "sachac" :checkin "sachac" :coord "sachac") (list :id "sat-am-dev" :track "Development" :start "2024-12-07T10:00:00-0500" :end "2024-12-07T12:00:00-0500" :host "corwin" :streamer "sachac" :checkin "sachac" :coord "sachac") (list :id "sat-pm-dev" :track "Development" :start "2024-12-07T13:00:00-0500" :end "2024-12-07T17:00:00-0500" :host "corwin" :streamer "sachac" :checkin "sachac" :coord "sachac") (list :id "sun-am-gen" :track "General" :start "2024-12-08T09:00:00-0500" :end "2024-12-08T12:00:00-0500" :host "zaeph" :streamer "sachac" :checkin "corwin" :coord "sachac") (list :id "sun-pm-gen" :track "General" :start "2024-12-08T13:00:00-0500" :end "2024-12-08T17:00:00-0500" :host "zaeph" :streamer "sachac" :checkin "corwin" :coord "sachac")))
:end:


** Record intros and opening remarks
:PROPERTIES:
:CUSTOM_ID: intros
:END:

*** TODO Record sat-open remarks                         :emacsconf:record:
:PROPERTIES:
:Effort:   0:30
:CUSTOM_ID: phases-record-intros-and-opening-remarks-record-sat-open-remarks
:END:

Welcome to EmacsConf 2025, where we have fun
exploring how much we can do with a text editor.
It's hard to give a general overview
of all the cool talks today and tomorrow,
so you can flip through the talks
and see what sparks your interests.
Don't feel limited to one track or another.
The best parts of EmacsConf are the conversations.
The wiki has a page on how to watch and participate,
and I'll give you a quick overview as well.
You can watch both streams at live.emacsconf.org
using free and open source software.
Using a streaming media player like mpv
seems to be the best way to watch in terms of performance
but there are also web-based players
just in case that's all you've got.
The schedule shows the General track on top
and the Development track on the bottom,
so you can see what else is going on.
As you're watching the talks,
you can refer to the schedule in another window.
Hover over the boxes to see the times and titles,
and click on the boxes in the schedule
to jump to the talk's page for more details.
You can also get the schedule as an iCalendar file
or as an Org file in different time zones.
Many talks will be followed by
live Q&A web conferences with the speaker,
which will be done in BigBlueButton or BBB.
These are indicated with a solid border on the schedule
and by Q&A: BBB on the schedule page.
You can join the web conference room
by clicking on the BBB link
on the schedule page or the talk's webpage.
Then you can ask your questions yourself when the Q&A starts.
To improve performance, please keep your webcam off
and stay muted until it's your turn to talk.
If you don't like Javascript,
you can still ask questions via IRC
and the hosts can read them out for you.
We're probably going to automatically switch
between talks and Q&A sessions,
so the transitions on the stream might be a little sudden.

People in the BigBlueButton room
can continue the conversation
even after the talk moves off-stream.
and you can also reach out to the speakers
using the contact information on the talk page.

Other talks will have Q&A via Etherpad or IRC,
depending on what the speakers prefer.
This is indicated in the schedule with a dashed border
and on the schedule page as well.
Some talks will have the Q&A after the event,
so you can add your questions to their Etherpad
or ask on IRC.
We'll e-mail the speakers afterwards
and update the talk pages when they answer.
The schedule pages and track pages have quick shortcuts
so that you can find out more about talks, open the Etherpads,
and join the Q&A sessions. The watch page has more tips
on how to make the most of Q&A.
If you can, please add notes and ask questions
in the Etherpad for the talk. That makes it easier
for everyone to share their notes,
and speakers and hosts can read the questions from there.
We'll copy the notes to the talk pages afterwards.
We have one pad for each talk,
so you can follow the links to get to the next one
or go back to the schedule and get the link from there.
If you have general feedback about
the conference itself, please put it in
pad.emacsconf.org/2025 , which is linked on each pad.
You can also use this as a general community message board
for things like Help Wanted.
Internet Relay Chat or IRC can be another great way
to be part of lots of conversations.
You can use chat.emacsconf.org to join the IRC channels
through your web browser. The tabs on the left can help you
switch between the different channels.
There's #emacsconf-gen for the General track
and #emacsconf-dev for the Development track.
If you need to reach us, you can join #emacsconf-org
or e-mail emacsconf-org-private@gnu.org.
You can use #emacsconf for hallway conversations.
Of course, you can join any of these channels
with your favourite IRC client.
You can connect to irc.libera.chat
port 6697 with TLS.
Once again, we're going to be streaming with open captions
for most of the talks this year, thanks to our speakers and
captioning volunteers. The captioned talks are indicated
on the schedule, and with any luck, we'll be posting
transcripts on talk pages shortly after the talks start.
If you need additional accommodations,
please let us know in #emacsconf-org
and we'll see if we can make things happen.
If something goes down, we'll update status.emacsconf.org.
If it doesn't look like we've noticed yet,
please let us know in the #emacsconf-org IRC channel,
where we will be quietly panicking.
In all of these conversations, please keep in mind
our guidelines for conduct. You can find them on the wiki,
They basically boil down to: please be nice.
If all goes well, the prerecorded talks and transcripts
should be available from the talk pages
shortly after they start playing,
and we'll post the recordings of live talks
and Q&A sessions within the next month or so.
If you'd like to get an update, you can subscribe to
the emacsconf-discuss mailing list.
All right, let's get going.
Leo is hosting the general track,
and Corwin hosting the development track.
The other volunteers and I will run around mostly backstage,
and you'll probably meet us in the closing remarks.
That's also where we get to thank
all the people and organizations
who make EmacsConf possible.
Thanks for coming to EmacsConf 2025.
*** TODO Record sun-open remarks
:PROPERTIES:
:CUSTOM_ID: phases-record-intros-and-opening-remarks-record-sun-open-remarks
:END:

Welcome to the second day of EmacsConf 2025.
The best parts of EmacsConf are the conversations.
The wiki has a page on how to watch and participate,
and I'll give you a quick overview as well.
You can watch the stream at live.emacsconf.org
using free and open source software.
Using a streaming media player like mpv
seems to be the best way to watch in terms of performance
but there are also web-based players
just in case that's all you've got.
As you're watching the talks,
you can refer to the schedule in another window.
Hover over the boxes to see the times and titles,
and click on the boxes in the schedule
to jump to the talk's page for more details.
You can also get the schedule as an iCalendar file
or as an Org file in different time zones.

Many talks will be followed by
live Q&A web conferences with the speaker,
which will be done in BigBlueButton or BBB.
These are indicated with a solid border on the schedule
and by Q&A: BBB on the schedule page.
You can join the web conference room
by clicking on the BBB link
on the schedule page or the talk's webpage.
Then you can ask your questions yourself when the Q&A starts.
To improve performance, please keep your webcam off
and stay muted until it's your turn to talk.
If you don't like Javascript,
you can still ask questions via IRC
and the hosts can read them out for you.

We're probably going to automatically switch
between talks and Q&A sessions,
so the transitions on the stream might be a little sudden,
People in the BigBlueButton room
can continue the conversation
even after the talk moves off-stream,
and you can also reach out to the speakers
using the contact information on the talk page.

Other talks will have Q&A via Etherpad or IRC,
depending on what the speakers prefer.
This is indicated in the schedule with a dashed border
and on the schedule page as well.
Please ask your questions in the recommended places
so that the speakers can easily see them.

Some talks will have the Q&A after the event,
so you can add your questions to their Etherpad.
We'll e-mail the speakers afterwards
and update the talk pages when they answer.

We're going to start Sunday morning
with more IRC/Etherpad Q&A
to try to get around
some of the bandwidth issues
that we noticed last year.

The schedule pages and track pages have quick shortcuts
so that you can find out more about talks, open the Etherpads,
and join the Q&A sessions. The watch page has more tips
on how to make the most of Q&A.
If you can, please add notes and ask questions
in the Etherpad for the talk. That makes it easier
for everyone to share their notes,
and speakers and hosts can read the questions from there.
We'll copy the notes to the talk pages afterwards.
We have one pad for each talk,
so you can follow the links to get to the next one
or go back to the schedule and get the link from there.
If you have general feedback about
the conference itself, please put it in
pad.emacsconf.org/2025 , which is linked on each pad.
You can also use this as a general community message board
for things like Help Wanted.
Internet Relay Chat or IRC can be another great way
to be part of lots of conversations.
You can use chat.emacsconf.org to join the IRC channels
through your web browser. The tabs on the left can help you
switch between the different channels.
Most discussions will be in
#emacsconf-gen for the General track.
If you need to reach us, you can join #emacsconf-org
or e-mail emacsconf-org-private@gnu.org.
You can use #emacsconf for hallway conversations.
Of course, you can join any of these channels
with your favourite IRC client.
You can connect to irc.libera.chat
port 6697 with TLS.
Once again, we're going to be streaming with open captions
for most of the talks this year, thanks to our speakers and
captioning volunteers. The captioned talks are indicated
on the schedule, and with any luck, we'll be posting
transcripts on talk pages shortly after the talks start.
If you need additional accommodations,
please let us know in #emacsconf-org
and we'll see if we can make things happen.
If something goes down, we'll update status.emacsconf.org.
If it doesn't look like we've noticed yet,
please let us know in the #emacsconf-org IRC channel,
where we will be quietly panicking.
In all of these conversations, please keep in mind
our guidelines for conduct. You can find them on the wiki,
They basically boil down to: please be nice.
If all goes well, the prerecorded talks and transcripts
should be available from the talk pages
shortly after they start playing,
and we'll post the recordings of live talks
and Q&A sessions within the next month or so.
If you'd like to get an update, you can subscribe to
the emacsconf-discuss mailing list.
All right, let's get going.
Leo Vivier is hosting the general track again today.
The other volunteers and I will run around mostly backstage,
and you'll probably meet us in the closing remarks.
That's also where we get to thank
all the people and organizations
who make EmacsConf even possible.
Thanks for coming to EmacsConf 2025.

* TODO [#A] Check EmacsConf infrastructure                         :project:
:PROPERTIES:
:CUSTOM_ID: check-emacsconf-infrastructure
:END:

- [ ] IRC
- [ ] Streaming assets
- [ ] Publishing to the wiki
- [ ] Web conference
- [ ] OBS
- [ ] Publishing to the media server
- [ ] Etherpad
- [ ] Streaming
- [ ] Toobnix
- [ ] YouTube
- [ ] Mumble: Can join from my phone, can speak on stream

** TODO [#A] BigBlueButton
DEADLINE: <2024-11-15 Fri>
:PROPERTIES:
:CREATED:  [2024-11-02 Sat 11:38]
:CUSTOM_ID: check-emacsconf-infrastructure-bigbluebutton
:END:

- Plan: Scale up the bbb.emacsverse.org on Sacha's Linode account
- [[https://emacsconf.org/2024/organizers-notebook/#check-emacsconf-infrastructure-bigbluebutton][Installation notes from last year]]

*** TODO Create meeting rooms for each speaker
SCHEDULED: <2024-11-15 Fri>
:PROPERTIES:
:CREATED:  [2024-11-02 Sat 11:50]
:Effort:   0:30
:CUSTOM_ID: create_rooms
:END:
:LOGBOOK:
CLOCK: [2024-11-28 Thu 10:00]--[2024-11-28 Thu 10:12] =>  0:12
CLOCK: [2024-11-20 Wed 10:48]--[2024-11-20 Wed 12:18] =>  1:30
:END:

[[file:~/proj/emacsconf/wiki/organizers-notebook/index.org::#general-infrastructure-bigbluebutton-creating-talk-bbb-rooms][Creating talk BBB rooms]]

*** TODO Back up after the conference
SCHEDULED: <2025-12-13 Sat>
:PROPERTIES:
:CUSTOM_ID: check-emacsconf-infrastructure-bigbluebutton-notes-backing-up
:CREATED:  [2025-06-17 Tue 10:34]
:END:

[[file:~/proj/emacsconf/wiki/organizers-notebook/index.org::#general-infrastructure-bigbluebutton-backing-up-bbb][Backing up BBB]]

*** TODO Set up moderator access codes for all the meeting rooms, and make it so people can start the meeting
SCHEDULED: <2024-11-28 Thu>
:PROPERTIES:
:CREATED:  [2024-11-28 Thu 11:12]
:Effort:   0:30
:CUSTOM_ID: check-emacsconf-infrastructure-bigbluebutton-set-up-moderator-access-codes-for-all-the-meeting-rooms-and-make-it-so-people-can-start-the-meeting
:END:
:LOGBOOK:
CLOCK: [2024-11-28 Thu 12:13]--[2024-11-28 Thu 13:10] =>  0:57
:END:

[[file:~/proj/emacsconf/wiki/organizers-notebook/index.org::#general-infrastructure-bigbluebutton-setting-up-moderator-access-codes][Setting up moderator access codes]]
*** TODO Check BBB audio from my phone
SCHEDULED: <2025-11-21 Fri>
:PROPERTIES:
:CREATED:  [2024-11-19 Tue 15:39]
:CUSTOM_ID: check-emacsconf-infrastructure-bigbluebutton-check-bbb-audio-from-my-phone
:END:
*** Customize BigBlueButton branding
**** TODO [#C] Change background presentation
:PROPERTIES:
:CUSTOM_ID: check-emacsconf-infrastructure-bigbluebutton-change-background-presentation
:END:
https://docs.bigbluebutton.org/3.0/administration/customize/#change-the-default-presentation
**** TODO [#C] Modify landing page
:PROPERTIES:
:CUSTOM_ID: check-emacsconf-infrastructure-bigbluebutton-modify-landing-page
:END:
/var/www/bigbluebutton-default/assets/index.html
keep backup copy as it will be overwritten when bbb-conf is called
**** TODO [#C] Change default welcome message
:PROPERTIES:
:Effort:   0:30
:CUSTOM_ID: check-emacsconf-infrastructure-bigbluebutton-change-default-welcome-message
:END:
:LOGBOOK:
CLOCK: [2024-11-20 Wed 12:21]--[2024-11-20 Wed 12:46] =>  0:25
:END:
https://docs.bigbluebutton.org/3.0/administration/customize/#change-the-default-welcome-message
**** TODO [#C] Change html5 title
:PROPERTIES:
:CUSTOM_ID: check-emacsconf-infrastructure-bigbluebutton-change-html5-title
:END:
/usr/share/bigbluebutton/html5-client/private/config/settings.yml

TARGET=/usr/share/bigbluebutton/html5-client/private/config/settings.yml
yq e -i ".public.app.clientTitle = \"EmacsConf\"" $TARGET
**** TODO [#C] Try live captions
:PROPERTIES:
:CUSTOM_ID: check-emacsconf-infrastructure-bigbluebutton-try-live-captions
:END:
https://docs.bigbluebutton.org/3.0/administration/customize/#enable-live-captions
**** TODO Explore meeting layout? Default to custom, hosts will need to drag people's webcam over if there's a share
:PROPERTIES:
:CUSTOM_ID: check-emacsconf-infrastructure-bigbluebutton-explore-meeting-layout-default-to-custom-hosts-will-need-to-drag-people-s-webcam-over-if-there-s-a-share
:END:

** IRC web client
:PROPERTIES:
:CUSTOM_ID: check-emacsconf-infrastructure-irc-web-client
:END:
*** TODO Ask libera.chat to increase connections allowed from chat.emacsconf.org on Dec 6 and 7
:PROPERTIES:
:CUSTOM_ID: check-emacsconf-infrastructure-irc-web-client-ask-libera-chat-to-increase-connections-allowed-from-chat-emacsconf-org-on-dec-7-and-8
:END:
[[file:~/proj/emacsconf/wiki/organizers-notebook/index.org::#general-infrastructure-irc-web-client][IRC web client]]
** IRC announcements
:PROPERTIES:
:CUSTOM_ID: check-emacsconf-infrastructure-irc-announcements
:END:
*** TODO Confirm manual IRC announcements
:PROPERTIES:
:CUSTOM_ID: check-emacsconf-infrastructure-irc-announcements-confirm-manual-irc-announcements
:END:
*** TODO Confirm automated IRC announcements from res
:PROPERTIES:
:CUSTOM_ID: check-emacsconf-infrastructure-irc-announcements-confirm-automated-irc-announcements-from-res
:END:
** Media
:PROPERTIES:
:CUSTOM_ID: check-emacsconf-infrastructure-media
:END:

*** TODO Switch public media to unprotected root before the conference
SCHEDULED: <2024-11-29 Fri>
:PROPERTIES:
:CREATED:  [2024-11-12 Tue 14:18]
:CUSTOM_ID: check-emacsconf-infrastructure-media-switch-public-media-to-unprotected-root-before-the-conference
:END:

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=.
** TODO Publishing resources to the wiki
:PROPERTIES:
:CUSTOM_ID: check-emacsconf-infrastructure-publishing-resources-to-the-wiki
:END:
ansible-playbook -i inventory.yml prod-playbook.yml --tags publish



** TODO Publishing videos to the media server
:PROPERTIES:
:CUSTOM_ID: check-emacsconf-infrastructure-publishing-videos-to-the-media-server
:END:
** Playing videos, switching to windows
:PROPERTIES:
:CUSTOM_ID: check-emacsconf-infrastructure-playing-videos-switching-to-windows
:END:

*** TODO Generate test videos for everything
:PROPERTIES:
:CUSTOM_ID: check-emacsconf-infrastructure-playing-videos-switching-to-windows-generate-test-videos-for-everything
:END:
*** TODO Document how to get that set up again
:PROPERTIES:
:CUSTOM_ID: check-emacsconf-infrastructure-playing-videos-switching-to-windows-document-how-to-get-that-set-up-again
:END:
** Etherpad
:PROPERTIES:
:CUSTOM_ID: check-emacsconf-infrastructure-etherpad
:END:
*** TODO Generate pads for all the talks
:PROPERTIES:
:CUSTOM_ID: check-emacsconf-infrastructure-etherpad-generate-pads-for-all-the-talks
:END:
*** TODO Generate the main index
:PROPERTIES:
:CUSTOM_ID: check-emacsconf-infrastructure-etherpad-generate-the-main-index
:END:
** TODO Do a dry run
SCHEDULED: <2024-11-22 Fri>
:PROPERTIES:
:CREATED:  [2024-11-02 Sat 11:40]
:CUSTOM_ID: check-emacsconf-infrastructure-do-a-dry-run
:END:
*** TODO Generate all the test assets
:PROPERTIES:
:Effort:   0:15
:CUSTOM_ID: check-emacsconf-infrastructure-do-a-dry-run-generate-all-the-test-assets
:END:
:LOGBOOK:
CLOCK: [2024-11-06 Wed 18:47]--[2024-11-06 Wed 18:52] =>  0:05
:END:
*** TODO Test connecting to VNC and streaming via OBS
SCHEDULED: <2024-11-07 Thu>
:PROPERTIES:
:CREATED:  [2024-11-06 Wed 18:52]
:CUSTOM_ID: check-emacsconf-infrastructure-do-a-dry-run-test-connecting-to-vnc-and-streaming-via-obs
:END:
** Resizing
:PROPERTIES:
:CUSTOM_ID: check-emacsconf-infrastructure-resizing
:END:

live0: 64GB
front0: 32GB
meet: 64GB

*** TODO [#A] Resize nodes before production
SCHEDULED: <2024-12-06 Fri>
:PROPERTIES:
:CREATED:  [2024-11-22 Fri 13:46]
:CUSTOM_ID: check-emacsconf-infrastructure-resizing-resize-nodes-before-production
:END:

live0: 64GB
front0: 32GB
meet: 64GB

*** TODO [#A] Resize nodes after production
SCHEDULED: <2024-12-08 Sun>
:PROPERTIES:
:CREATED:  [2024-11-22 Fri 13:46]
:CUSTOM_ID: check-emacsconf-infrastructure-resizing-resize-nodes-after-production
:END:

live0: nanode
front0: nanode
*** TODO [#A] Resize meet after production
SCHEDULED: <2024-12-10 Tue>
:PROPERTIES:
:CREATED:  [2024-11-22 Fri 13:47]
:CUSTOM_ID: check-emacsconf-infrastructure-resizing-resize-meet-after-production
:END:
meet: nanode
* Processes and notes
:PROPERTIES:
:CUSTOM_ID: processes-and-notes
:END:
** Hosting
:PROPERTIES:
:CUSTOM_ID: processes-and-notes-hosting
:END:
*** TODO Finalize host for dev track
:PROPERTIES:
:CUSTOM_ID: processes-and-notes-hosting-finalize-host-for-dev-track
:END:
** ERC
:PROPERTIES:
:CUSTOM_ID: processes-and-notes-erc
:END:

Some convenient commands are defined in emacsconf-el:emacsconf-erc.el.

| /opall     | Grant operator status in the Emacsconf channels  |
| /deopall   | Remove operator status in the Emacsconf channels |
| /conftopic | Set the first part of the topic                  |

* Decisions
:PROPERTIES:
:CUSTOM_ID: decisions
:END:
* Support code
:PROPERTIES:
:CUSTOM_ID: support-code
:END:

#+begin_src emacs-lisp  :results silent
(defun my-ox-link-path (link _ info)
	(let* ((raw-path (org-element-property :path link)))
		(setq raw-path
					(org-export-file-uri
					 (org-publish-file-relative-name raw-path info)))
		;; Possibly append `:html-link-home' to relative file
		;; name.
		(let ((home (and (plist-get info :html-link-home)
										 (org-trim (plist-get info :html-link-home)))))
			(when (and home
								 (plist-get info :html-link-use-abs-url)
								 (not (file-name-absolute-p raw-path)))
				(setq raw-path (concat (file-name-as-directory home) raw-path))))
		raw-path))

(defun my-org-md-link (link desc info)
	(if (string= (org-element-property :type link) "file")
			(let ((path (my-ox-link-path link desc info)))
				(if (string= (file-name-extension path) "svg")
						(with-temp-buffer
							(insert-file-contents-literally path)
							(buffer-string))
					(org-md-link link desc info)))
		(org-md-link link desc info)))

(with-eval-after-load 'ox-md
	(setf
	 (alist-get 'link (org-export-backend-transcoders (org-export-get-backend 'md)))
	 'my-org-md-link))
#+end_src

#+RESULTS:
:results:
my-org-md-link
:end: