path: root/organizers-notebook.md

<!-- organizers-notebook.md is exported from organizers-notebook/index.org, please modify that instead. -->
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This file is automatically exported from [/organizers-notebook/index.org](/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/).

This document is the general organizers' notebook that can be used as a starting point each year. For specific years, see:

- [2024](/2024/organizers-notebook)
- [2023](/2023/organizers-notebook)
- [2022](/2022/organizers-notebook)
- [2021](/2021/organizers-notebook)
- [2020](/2020/organizers-notebook)
- [2019](/2019/organizers-notebook)


# Table of Contents

-   [Starting up the conference planning process](#starting-up-the-conference-planning-process)
    -   [Create the private repository](#starting-up-the-conference-planning-process-create-the-private-repository)
    -   [Create the public organizers&rsquo; notebook in the wiki](#starting-up-the-conference-planning-process-create-the-public-organizers-notebook-in-the-wiki)
-   [Phases and lessons learned](#phases-and-lessons-learned)
    -   [Draft CFP](#phases-and-lessons-learned-draft-cfp)
    -   [Process proposals](#orge2fe34a)
    -   [Accept proposals](#orgac059dd)
    -   [Draft schedule](#draft-schedule)
-   [Other process notes](#other)
    -   [Adding another user to BBB](#bbb-user)


<a id="starting-up-the-conference-planning-process"></a>

# Starting up the conference planning process

Check in with core organizers from the previous year to see who&rsquo;s in.


<a id="starting-up-the-conference-planning-process-create-the-private-repository"></a>

## Create the private repository

This repository will store submissions, contact information, etc.

1.  Create the repository on `front0`. Ex:
    
        sudo su - git
        cd repositories
        mkdir emacsconf-2024-private.git
        cd emacsconf-2024-private.git
        git init --bare
2.  Edit `gitolite-admin/config/gitolite-conf`. Add lines for the group and the repo. Commit and push. Ex:
    
        @emacsconf-2024-org = bandali sachac ...
        repo emacsconf-2024-private
             RW+ = @admins @emacsconf-2024-org orga
3.  Clone the private repository into the appropriate location. `git clone git@git.emacsconf.org:emacsconf-2024-private private`


<a id="starting-up-the-conference-planning-process-create-the-public-organizers-notebook-in-the-wiki"></a>

## Create the public organizers&rsquo; notebook in the wiki

Ex: 2024/organizers-notebook/index.org


<a id="phases-and-lessons-learned"></a>

# Phases and lessons learned


<a id="phases-and-lessons-learned-draft-cfp"></a>

## Draft CFP

Create linked pages

-   [ ] year index
-   [ ] volunteer page
-   [ ] submit page


### How to mark pages as drafts

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


### Previous years

[2023](file:///home/sacha/proj/emacsconf/wiki/2023/cfp.md)


### Lessons learned

-   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
-   bandali likes having the commitment to freedom section in the CFP as a form of activism.
-   Ask for public e-mail or contact information, IRC handle in CFP.
-   Nudge everyone towards 5/10 or 20 minutes, and consider < or > on a case-by-case basis.
    -   In previous years, we offered 40 minutes as a
        regular choice, but that was difficult because
        we had to figure out how to squeeze lots of
        talks into the schedule and we didn&rsquo;t know
        what could be shortened. In 2022, we asked
        people to provide quick outlines for 10-, 20-,
        and 40-minute formats if they wanted a long
        talk slot, which was helpful in prioritizing.
        In 2023, we just suggested 5/10 and 20-minute
        slots knowing that there would probably be
        plenty of time for Q&A, with some longer talks
        approved on a case-by-case basis. Because
        talks are (ideally) prerecorded, 20 minutes
        seems to be a good length to get into
        something interesting while leaving time for
        Q&A so that people could dive deeper into
        particular things that interested them.
-   Rolling acceptances were very nice. We gave
    people a week to respond, which felt a little
    quick sometimes, but gave people enough time to
    speak up to see if they had any red flags or
    suggestions.
-   We didn&rsquo;t extend the CFP period in 2023, great!
-   Two streams worked out well. Sunday morning had network congestion issues, so keep an eye out for those.
-   It’s easier for us to extend beyond 5pm than to go before 9am
    (especially for Pacific time).  Extending beyond 5pm puts strain on
    European organizers and volunteers, though.
-   Put the speaker introduction right after the talk description for easier web page copying.


<a id="orge2fe34a"></a>

## Process proposals

1.  In the private repository, create a conf.org.
2.  Set `emacsconf-org-file` to its location.
3.  Create a heading for Submissions and set `CUSTOM_ID` to `submissions`.
4.  Prepare the `prepare` and `submit` pages on the wiki.

When proposals come in:

1.  Acknowledge with an e-mail along the lines of:
    
        Hello, ....!
        
        <feedback> We'll wait another week in case anyone else wants to
        chime in before I add it to the wiki and send further notes. :) Thanks for
        submitting this!

2.  Use `emacsconf-mail-add-submission` if it works, or create the entry and paste it in.
    `org-toggle-item` can help convert Org-style headings into a nested list.
3.  Set the following fields (`my/org-set-property`
    can be helpful): EMERGENCY, Q\_AND\_A,
    AVAILABILITY, NAME, PRONOUNS, TIME,
    SLUG, EMAIL, NAME\_SHORT, CUSTOM\_ID,
    TRACK, TIMEZONE, CATEGORY, DATE\_SUBMITTED,
    PUBLIC\_EMAIL


<a id="orgac059dd"></a>

## Accept proposals

Setup:

1.  Create YYYY/talks.md.

For each talk:

1.  Set up &ldquo;Talk abstract&rdquo; and &ldquo;Talk details&rdquo; sections in the conf.org talk subtree.
2.  Change status to `TO_CONFIRM`.
3.  Create wiki page with `emacsconf-publish-add-talk`.
4.  Use `emacsconf-publish-info-pages` and `emacsconf-publish-schedule` as needed.
5.  Send acceptance e-mail with `emacsconf-mail-accept-talk`


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

## Draft schedule

-   Create entries for opening and closing remarks
    -   FIXED: t
    -   SCHEDULED
    -   TIME: 10
    -   BUFFER: 0
    -   CUSTOM\_ID:
    -   SLUG:
    -   Q\_AND\_A: pad
-   Create draft-schedule section in the public organizers notebook for the year
-   Add missing items to plan


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

# Other process notes


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

## Adding another user to BBB

    ssh bbb.emacsverse.org
    docker exec -it greenlight-v2 bundle exec rake user:create["USERNAME","EMAIL","PASSWORD","user"]