🤝 Update program docs (#45)

* ✏️ Update some docs for program committee work

* 🚜 Reformat

docs/program/checklist.md

@@ -1,6 +1,6 @@
 ---
 layout: page
-title: Program Checklists 
+title: Program Checklists
 parent: Program
 nav_order: 2
 ---
@@ -17,45 +17,49 @@ nav_order: 2
 - [ ] Assign someone to be "responsible" for each keynote (keynote happiness)
 - [ ] Book the keynote hotel rooms
 - [ ] Reimburse keynotes for flights
-- [ ] Select a keynote master of ceremonies
+- [ ] Coordinate with the speaker giving opening remarks to make sure the introduction works
 - [ ] Thank the keynotes
 
 ## Talks
 
-- [ ] Reset the [email protected] mailing list
-- [ ] Update the call for proposal pages on the website 
-- [ ] Set up Papercall page for this year 
-- [ ] Recruit speaker mentors 
-- [ ] Publicize the existence of speaker mentors 
-- [ ] Publicize the CFP and deadlines 
+- [ ] Update the call for proposals pages on the website
+- [ ] Set up Pretalx page for this year
+- [ ] Recruit speaker mentors
+- [ ] Publicize the existence of speaker mentors
+- [ ] Publicize the CFP and deadlines
+   - [ ] (what's left of) Twitter
+   - [ ] Mastodon
+   - [ ] Django Forum
+   - [ ] Django Discord
+   - [ ] PSF Community Mailing List
+   - [ ] DSF Members Mailing List
 - [ ] Review proposals
 - [ ] Provide proposal feedback
 - [ ] Draft & send the accept/decline emails
+  - In past years, we've used sendy to send the accept/decline/waitlist functions, but we can use pretalx to use the first two
+- [ ] Create form to collect speaker info (name, video preferences, pronouns, etc.)
 - [ ] Determine the talk schedule
+- [ ] Export schedule from pretalx
 - [ ] Publish the talk schedule
+- [ ] Draft "two months to go" email
+- [ ] Draft "one month to go" email
+- [ ] Send "two months to go" email
+- [ ] Send "one month to go" email
 - [ ] Email all speakers with A/V requirements, etc. before DjangoCon US
 
 ## Tutorials
 
-- [ ] Update the call for proposal pages on the website 
-- [ ] Set up Papercall page for this year 
-- [ ] Recruit speaker mentors 
-- [ ] Publicize the existence of speaker mentors 
-- [ ] Publicize the CFP and deadlines 
-- [ ] Review proposals
-- [ ] Provide proposal feedback
-- [ ] Determine tutorial stipend amount
-- [ ] Communicate the stipend amount in the accept emails
-- [ ] Draft & send the accept/decline emails
+- [ ] Work with DEFNA Board to determine tutorial payment amount (percentage of ticket sales)
+- [ ] Draft & send the accept/decline/waitlist emails
 - [ ] Create a form to collect instructor info (address, tax info, etc)
 - [ ] Schedule the tutorials
-- [ ] Publish the tutorial schedule on the site (without room numbers)
-- [ ] Monitor attendance numbers, cap tutorials, etc. 
+- [ ] Publish the tutorial schedule on the site (without specific room numbers; use "Tutorial Room A" as an example placeholder)
+- [ ] Monitor attendance numbers, cap tutorials, etc.
 - [ ] Update the tutorial schedule on the site with room numbers
 - [ ] Email all instructors with A/V requirements, etc. before DjangoCon US
-- [ ] Email instructors with their attendees and prompt them to prepare installation instructions before the tutorials day
+- [ ] One month out: remind instructors to send installation instructions to attendees about a week in advance
+- [ ] Coordinate with ticket chair to make sure instructors have access to their attendee lists
 - [ ] Drop printed material (or an alternative) off in each room
-- [ ] Take tutorial attendance
 
 ## Sponsor Workshops (if doing)
 
@@ -64,7 +68,7 @@ nav_order: 2
 
 ## Lightning Talks
 
-- [ ] Enable lightning talk signup at the conference 
-- [ ] Communicate daily lightning talk signup and deadlines 
-- [ ] Select lightning talks daily and communicate accept/decline 
-- [ ] Emcee lightning talks and enforce 5-minute limit 
+- [ ] Enable lightning talk signup at the conference
+- [ ] Communicate daily lightning talk signup and deadlines
+- [ ] Select lightning talks daily and communicate accept/decline
+- [ ] Emcee lightning talks and enforce 5-minute limit

docs/program/orientation.md

@@ -5,24 +5,25 @@ parent: Program
 nav_order: 5
 ---
 
-# Orientation 
+# Orientation
 
 Team Size: 1
 
-## Responsibilities 
+## Responsibilities
 
-- Lead Orientation Event at the conference 
-- Present an Orientation that introduces the conference and advises attendees on what to expect from the conference 
+- Lead Orientation Event at the conference
+- Present an Orientation that introduces the conference and advises attendees on what to expect from the conference
 
-## Notes 
+## Notes
 
-The orientation tends to cover the following topics: 
+The orientation tends to cover the following topics:
 
-- Code of Conduct 
-- "Pac-Man" rule about making room for new people when in social groups 
-- Quiet room 
-- Lightning talks 
-- Sprints 
-- General "we are friendly!" welcoming message and encouragement to exercise extrovert muscle while practicing self-care. 
+- Code of Conduct
+- "Pac-Man" rule about making room for new people when in social groups
+- Quiet room
+- Lightning talks
+- Sprints
+- General "we are friendly!" welcoming message and encouragement to exercise extrovert muscle while practicing self-care.
+- Reminder that masks protect against more than just COVID
 
-Historically, the orientation event has taken place on the first morning of talks prior to the keynote, or the evening of tutorials after the final tutorial ends. It lasts between 30-60 minutes. 
+Historically, the orientation event has taken place on the first morning of talks prior to the keynote, or the evening of tutorials after the final tutorial ends. It lasts between 30-60 minutes.

docs/program/program.md

@@ -1,6 +1,6 @@
 ---
 layout: page
-title: Program 
+title: Program
 nav_order: 5
 has_children: true
 parent: Program
@@ -9,52 +9,53 @@ permalink: /program
 
 # Program
 
-Team Size: 1-4 
+Team Size: 1-4
 
-## Responsibilities 
+## Responsibilities
 
-- Recruit people to submit proposals 
+- Recruit people to submit proposals
 - Write the CFP and set a deadline
-- Coordinate with communication team to promote CFP 
-- Prepare reviewing guidelines 
-- Score all proposals 
-- Recruit reviewers from the community to help score proposals and ensure they have familiarized themselves with reviewing guidelines 
-- Select final proposals, keeping in mind: 
-- Presenter diversity across multiple vectors (ability, gender, race, ethnicity, sexual orientation, geographic location) 
-- Topics that need to be covered 
-- Coordinate with financial aid to ensure that all speakers who need aid are adequately funded 
-- Work with financial aid to manage any unexpected speaker financial aid requests 
-- Ensure acceptance and rejection emails are drafted 
-- Send acceptance and rejection notifications by deadline 
-- Design schedule and ensure it makes it to the website 
-- Advise on keynote speakers as requested 
-- At the conference, ensure speakers have what they need (water at podiums, microphones, etc.) 
-- At the conference, manage unexpected schedule changes (no-shows, ill speakers, etc.) 
+- Coordinate with communication team to promote CFP
+- Prepare reviewing guidelines
+- Score all proposals
+- Recruit reviewers from the community to help score proposals and ensure they have familiarized themselves with reviewing guidelines
+- Select final proposals, keeping in mind:
+- Track presenter diversity across multiple vectors (ability, gender, race, ethnicity, sexual orientation, geographic location) as well as possible without collecting demographics
+- Topics that need to be covered
+- Coordinate with financial aid to ensure that all speakers who need aid are adequately funded
+- Work with financial aid to manage any unexpected speaker financial aid requests
+- Ensure acceptance and rejection emails are drafted
+- Send acceptance and rejection notifications by deadline
+- Design schedule and ensure it makes it to the website
+- Advise on keynote speakers as requested
+- At the conference, ensure speakers have what they need (water at podiums, microphones, etc.)
+- At the conference, manage unexpected schedule changes (no-shows, ill speakers, etc.)
 
-## Logistics 
+## Logistics
 
-- We use [Papercall](https://www.papercall.io/) to accept proposals. 
-- We recruit reviewers from the community and add them to Papercall as "reviewers" to let them review 
-- We do not discount talks for being "not Pythonic/Djangonic" enough 
-- Tutorial presenters and speakers get complimentary conference passes 
+- We use [Pretalx](https://www.pretalx.com/) to accept proposals.
+- We recruit reviewers from the community and add them to Pretalx as "reviewers" to let them review
+- We do not discount talks for being "not Pythonic/Djangonic" enough
+  - We do, however, discount talks for not being a good fit for our type of audience
+- Tutorial presenters and speakers get complimentary conference passes
 
-## Notes 
+## Notes
 
-When selecting the program, look for these things: 
+When selecting the program, look for these things:
 
-- We don't give people more than one speaking slot. If someone is presenting a tutorial, they may still give a talk, but we prioritize other proposers. 
-- If you have two highly-rated submissions from the same speaker and that speaker is from an underrepresented group, accept the more technical talk 
-- Make sure the speakers from underrepresented groups aren't solely giving "soft" talks 
-- Talks on trendy topics tend to be highly rated. Don't accept multiple talks on the same or very similar topics; make sure to select a program that covers a wide range of topics 
-- It's fine to select organizers as speakers, but be wary of the program being too heavy on organizers. 
-- We don't accept panels where the moderator or panelists haven't been selected. We are generally wary of panels, but we have accepted them before. 
-- We will not present an all-white or all-male panel. 
+- We don't give people more than one speaking slot. If someone is presenting a tutorial, they may still give a talk under extroadinary circumstances only, but we prioritize other proposers.
+- If you have two highly-rated submissions from the same speaker and that speaker is from an underrepresented group, accept the more technical talk
+- Make sure the speakers from underrepresented groups aren't solely giving "soft" talks
+- Talks on trendy topics tend to be highly rated. Don't accept multiple talks on the same or very similar topics; make sure to select a program that covers a wide range of topics
+- It's fine to select organizers as speakers, but be wary of the program being too heavy on organizers.
+- We don't accept panels where the moderator or panelists haven't been selected. We are generally wary of panels, but we have accepted them before. The program committee is welcome to organize their own panel, though.
+- We will not present an all-white or all-male panel.
 
 ## Resources
 
 - [Tutorial FAQ Email](email-tutorial-faqs.md)
 
-### Call for Proposals Examples 
+### Call for Proposals Examples
 
 - http://2014.djangocon.us/lightning_talks_open_spaces/
 - http://2015.djangocon.eu/proposals/