path: root/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)
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#+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 [/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)
#+end_export


#+TOC: headlines 2

* Starting up the conference planning process
:PROPERTIES:
:CUSTOM_ID: starting-up-the-conference-planning-process
:END:

Check in with core organizers from the previous year to see who's in.

** Create the private repository
:PROPERTIES:
:CUSTOM_ID: starting-up-the-conference-planning-process-create-the-private-repository
:END:

This repository will store submissions, contact information, etc.

   1. Create the repository on ~front0~. Ex:
      #+begin_src sh :eval no
     sudo su - git
		 cd repositories
		 mkdir emacsconf-2024-private.git
		 cd emacsconf-2024-private.git
		 git init --bare
      #+end_src
   2. Edit ~gitolite-admin/config/gitolite-conf~. Add lines for the group and the repo. Commit and push. Ex:
      #+begin_example
     @emacsconf-2024-org = bandali sachac ...
     repo emacsconf-2024-private
          RW+ = @admins @emacsconf-2024-org orga
      #+end_example
   3. Clone the private repository into the appropriate location. ~git clone git@git.emacsconf.org:emacsconf-2024-private private~
** Create the public organizers' notebook in the wiki
:PROPERTIES:
:CUSTOM_ID: starting-up-the-conference-planning-process-create-the-public-organizers-notebook-in-the-wiki
:END:

Ex: 2024/organizers-notebook/index.org
* Phases and lessons learned
:PROPERTIES:
:CUSTOM_ID: phases-and-lessons-learned
:END:
** Draft CFP
:PROPERTIES:
:CUSTOM_ID: phases-and-lessons-learned-draft-cfp
:END:

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

[[file:~/proj/emacsconf/wiki/2023/cfp.org][2023]]

*** Lessons learned
:PROPERTIES:
:CUSTOM_ID: draft-cfp-lessons-learned
:END:

- 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'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'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.
** Announce

- Post CFP to emacsconf-discuss, reddit.com/r/emacs, and in Emacs News
- Submit to  https://foss.events/

** 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:

    #+begin_example
    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!
     #+end_example

  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
** Accept proposals

Setup:

1. Create YYYY/talks.md.

For each talk:

1. Set up "Talk abstract" and "Talk details" 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~
** Draft schedule
:PROPERTIES:
:CUSTOM_ID: draft-schedule
:END:
- 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
** Set up backstage and upload

See [[emacsconf-ansible:README.org]].

Lessons learned:

- Next year, let's get upload.emacsconf.org in place as the domain name so that people don't try to FTP files to it.

** Post the schedule

- [[elisp:(setq emacsconf-publishing-phase 'schedule)]]
- elisp:emacsconf-publish-info-pages
- elisp:emacsconf-publish-schedule-org-files
- elisp:emacsconf-ical-generate-all
- Update talks.md to refer to watch.md as well


** Process uploaded files

Basic setup:

1. Set up the media server and symlinks: [[emacsconf-ansible:README.org]] (Media).
2. Set up the prerec processing areas on res: [[emacsconf-ansible:README.org]] (Processing prerecs).
2. Set up the caption processor on res: [[emacsconf-ansible:README.org]] (Captioning).

Process:

1. Review uploaded files with elisp:emacsconf-upload-dired
2. Open the JSON for the file you want to process and use elisp:emacsconf-upload-copy-from-json .
   If more than one file uses the same extension, provide a suffix to disambiguate them.
3. On res:
   1. Create a directory ~/current/files/$slug.
   2. Copy the uploaded file from ~/cache as =$video_slug--original.$extension=, or use =rename-original.sh $slug $file=.
   3. Call =process-prerec.sh $file=.
4. When the screens are finished, do locally:
   1. update-cache on my computer.
   2. elisp:emacsconf-publish-cache-video-data or elisp:emacsconf-cache-all-video-data
   3. elisp:emacsconf-publish-backstage-index
** Generate assets
*** In-between pages
- Make the $year/assets/in-between directory and copy the template.svg from the previous year.
- elisp:emacsconf-stream-generate-in-between-pages
*** Intros
- In an empty VTT file, elisp:emacsconf-subed-intro-subtitles
- Record the audio and get captions
- Splice together into a file that will be processed with subed-record-compile-video.
** Prepare the infrastructure

Checklist:

- [ ] IRC
- [ ] Web conference
- [ ] Streaming assets
- [ ] OBS
- [ ] Publishing to the wiki
- [ ] Publishing to the media server
- [ ] Etherpad

** Getting ready for captions

Onboarding:

- Add captioner to conf.org with the ~:caption:~ tag, under a Volunteers heading with the ~volunteer~ tag. Make sure the ~EMAIL~ property is set.
- Add captioner to emacsconf-org mailing list.
- Send backstage information elisp:emacsconf-mail-backstage-info-to-volunteer . (Can be sent to all captioning volunteers with elisp:emacsconf-mail-backstage-info-to-captioning-volunteers)

* Other process notes
:PROPERTIES:
:CUSTOM_ID: other
:END:
** Adding another user to BBB
:PROPERTIES:
:CUSTOM_ID: bbb-user
:END:

#+begin_src ssh :eval no
ssh bbb.emacsverse.org
docker exec -it greenlight-v2 bundle exec rake user:create["USERNAME","EMAIL","PASSWORD","user"]
#+end_src
** Ansible

#+begin_src sh :eval no
git clone git@git.emacsconf.org:pub/emacsconf-ansible
#+end_src