Conference websites

Each conference has a section of the website, which is part of the same repository as the main community website. Many parts of the conference websites are data-driven, like the generation of the schedule.

Note

This documentation applies only for conferences from 2020 onwards.

File locations

The important locations of files are:

  • _data/<shortcode>-<year>-config.yaml contains the general config file for rendering a specific conference. This includes settings like the conference dates, sponsors, and ticket prices.
  • _data/<shortcode>-<year>-sessions.yaml contains the conference sessions, the main talks on the agenda. For each session, it includes things like the title and abstract, and name and other info for the speaker(s).
  • _data/<shortcode>-<year>-schedule.yaml contains the conference schedule. This includes the talks, but also peripheral activities like lightning talks, meals, the outing, and social event.
  • conf/<shortcode>/<year>/ contains the RST files used for rendering the conference website.
  • include/conf/ contains text snippets that are generally the same between conferences, or at least between conferences in the same location. Examples include the description of lightning talks, or the Portland hike.
  • _templates/<year>/ and _templates/include/ contain HTML or RST templates used to render the conference pages. This includes the website design, navigation and snippets used in schedule rendering.

The YAML files are validated by the validate-yaml.sh script, using the schemas in _data/schema-*.

Typical conference workflow

  • Create the intial conference website by copying the files from conf/<shortcode>/<year>/ from the previous conference (chronologically, not the previous conference in the same location). You may need to update some reference to specific locations/years, and keep an eye on any FIXMEs or TODOs.
  • In the initial conference website, set flaglanding, to publish a simple landing page with the conference dates.
  • Once decided, enter further details of the conference in the general config file, like sponsorship and ticket prices. Switch off flaglanding. Review all conferences pages and activities first, to make sure they are correct, or TBA if not yet known.
  • As soon as tickets go on sale, switch on flagticketsonsale.
  • When the CFP opens, add the CFP details in the general conference config file, under cfp.switch on flagcfp. Once the CFP has closed, switch it off.
  • When speakers have been selected, add their sessions to the _data/<shortcode>-<year>-sessions.yaml file. Then, switch on flagspeakersannounced.
  • When the schedule is ready, add it to the _data/<shortcode>-<year>-schedule.yaml file and switch in flaghasschedule.
  • At some point the conference sells out. Switch off flagticketsonsale, and switch on flagsoldout.
  • A week or so before the conference, if live streaming is available, switch on flaglivestreaming. Switch it off after the conference ends.
  • After the conference ends, switch on flagpostconf.
  • When videos have been published on the Write the Docs website, switch on flagvideos.

Each time the state is updated, check the top/bottom buttons to ensure they are still appropriate. For example, once tickets have sold out, remove the “buy a ticket” button.

General conference config file

The general conference config file contains most of the per-conference settings, and is stored in _data/<shortcode>-<year>-config.yaml If you’re setting up a new conference, the easiest may be to take a YAML config file from the previous conference, and adjust it.

The items in the general conference config file are:

  • name: the dynamic part of the name of the conference, e.g. Portland for Write the Docs Portland.

  • shortcode: the shortcode as used in file paths, config names, and other references to the conference, together with the year. Currently used are portland, prague, and australia.

  • year: the conference year, e.g. 2020.

  • city: the city for the conference, e.g. Portland or Prague.

  • local_area: the state or country for the conference, e.g. Oregon or Czech Republic.

  • area: the wider area for the conference. Currently used are North America, Europe, and Australia.

  • area_adj: the adjective form of the area, e.g. Australian.

  • tz: the timezone the conference is located in, e.g. PST or CEST This is displayed in the website, so the format is free.

  • email: general contact email for the conference.

  • color: the accent color for conference branding, e.g. blue for 2020.

  • photos.default: the default header image.

  • buttons.top and buttons.bottom: the buttons highlighted on the top and bottom of the conference pages. Each button has two keys: text for the button text and link or link_absolute for a site-relative or an absolute link for the button. These tend to change as the conference goes through different stages, e.g. a button to submit a talk or watch the live stream. Top and bottom are often identical. Example:

    buttons:
      top:
         - text: Sponsor the conference
           link: /sponsors/prospectus
         - text: Submit a Talk
           link: /cfp
      bottom:
         - text: Sponsor the conference
           link: /sponsors/prospectus
         - text: Submit a Talk
           link: /cfp
    
  • tickets: the conference ticket prices. The keys, i.e. the names of the various sponsorship packages, are fixed and can not be changed per conference. Example:

    tickets:
      corporate:
        price: $500
      independent:
        price: $275
      student:
        price: $100
    
  • sponsorship: the conference sponsorship prices. The keys are fixed and referred to in other places. Example:

    sponsorship:
      first_draft:
        price: $900
      second_draft:
        price: $2,500
      publisher:
        price: $5,000
      patron:
        price: $9,500
      keystone:
        price: $17,000
    
  • sponsors: confirmed conference sponsors, using the same keys as the pricing. Each sponsor has a name and a link to their website. Their logo must be stored in _static/img/sponsors/. Example:

    sponsors:
      keystone:
      patron:
        # logo must be in _static/img/sponsors/patron-sponsor.jpg/png
        - name: patron-sponsor
          link: http://www.example.com
      publisher:
      second:
      first:
      media:
        - name: media-sponsor-one
          link: http://www.example.com
    
  • date: the conference dates and days. Contains:
    • main: the human readable conference dates and location, e.g. "**May 3-5, 2020, in Portland, Oregon**".
    • short: the short human readable dates, e.g. May 3-5, 2020.
    • tickets_live: a human readable date to indicate the month when tickets go on sale, e.g. January 2020.
    • month: the month in which the conference is held, e.g. May.
    • total_talk_days: the number of days that have talks, e.g. 2. Used to automatically read the schedule.
    • day_one, day_two, etc. These are actually events, not days. Each “day” has:
      • event: the name of the event, like Hike, Writing Day or Main Conference.
      • date: the short human readable date, e.g. May 2 or May 4-5.
      • summary: a human readable summary of the event that day.
      • icon: the icon used for this event, e.g. hike or conference.
      • dotw: the day(s) of the week for this event, e.g. Saturday or Monday/Tuesday.
  • about: general conference background. Contains:
    • attendees: the number of attendees.
    • summary: a summary text for the conference.
    • venue: a human readable textual description of the venue location.
    • photos: a link to the conference photos (typically on Flickr).
    • mainroom: the name of the main room.
    • unconfroom: the name of the unconference room.
    • job_fair_room: the location of the job fair.
    • projector_ratio: the ratio for the projector, e.g. 16:9.
  • cfp: call for papers details. Contains:
    • url: the URL to a google form with the CFP.
    • ends: a human readable date of when the CFP ends, e.g. 31 January, 2020.
    • notification: a human readable date of when accepted speakers will be notified.

The file also includes a few true/false flags. Some of these don’t change as the conference is being planned. These are:

  • flaghashike: does the conference have a hike?
  • flaghasboat: does the conference have a boat ride?
  • flagwelcomewagon: does the conference have a welcome wagon?

Others will change over time:

  • flaglanding: is the conference website only a landing page? Typically used for an early announcement of conference dates.
  • flagticketsonsale: are tickets on sale at this time?
  • flagsoldout: is the conference sold out?
  • flagcfp: is the CFP currently open?
  • flagspeakersannounced: have speakers been announced? This flag requires the _data/<shortcode>-<year>-sessions.yaml file to exist, which lists the speakers/sessions.
  • flaghasschedule: is the schedule ready? This flag requires the``_data/<shortcode>-<year>-schedule.yaml`` file to exist, which contains the schedule.
  • flaglivestreaming: is a live stream currently running or available soon?
  • flagpostconf: has the conference ended?
  • flagvideos: are the conference videos published?

Sessions file

The sessions file contains the conference sessions, i.e. the talks, and is stored in _data/<shortcode>-<year>-sessions.yaml.

Each talk has the following attributes:

  • title: title of the talk
  • abstract: talk abstract
  • slug: talk slug - referenced in the schedule. Typically, the slug is a slugified version of the title, followed by the slugified speaker name.
  • series: the conference series, used for videos, e.g. Write the Docs PORTLAND
  • series_slug: the slug of the series, used for videos
  • year: the year the talk was given, used for videos
  • youtubeId: the Youtube ID of the talk video, if published already
  • speakers: the speaker(s) for the talk, in a list of speakers with keys:
    • name: full name of the speaker
    • slug: slug of the speaker
    • twitter: Twitter username
    • website: URL of the speaker’s website

Schedule file

The schedule file contains the conference schedule and is stored in _data/<shortcode>-<year>-schedule.yaml. This is a mix of conference talks, and other agenda items like “Switch Speakers” or “Lunch Break”.

If you’re writing a new conference schedule, it may be easier to start from a copy of the schedule file of the same conference as last year, as they tend to be quite similar.

For conferences with a writing day, you must add a writing_day key. Then, a schedule for each main conference day, in the form of talks-day1, talks-day2, and more if needed. The number of days must match date.total_talk_days from the general config file.

Within each day, each item must have a time, which is free text, so it can be in 12 hour or 24 hour time, and either a title or a slug. A title is used for free text schedule items, like “Snack Break”. A slug is used for conference talks, where the slug must match the slug of a session in the _data/<shortcode>-<year>-sessions.yaml file. All sessions must be in the schedule.

A schedule file for a very brief conference could look like:

writing_day:
  - time: '8:00'
    title: Doors Open, Breakfast Served
  - time: '5:00'
    title: End of Writing Day

talks-day1:
  - time: '8:00'
    title: Doors Open, Breakfast Served
  - time: '9:40'
    title: "<b>Unconference Starts (Lola's Room)</b>"
  - time: '9:40'
    slug: any-friend-of-the-docs-is-a-friend-of-mine-cultivating-a-community-of-documentation-advocates-heather-stenson
  - time: '10:40'
    title: '<b>Group Photo</b>'
  - time: '11:00'
    title: Day 1 wraps up

talks-day2:
  - time: '8:00'
    title: Doors Open, Breakfast Served
  - time: '9:00'
    slug: draw-the-docs-alicja-raszkowska
  - time: '9:30'
    title: Switch Speakers
  - time: '9:40'
    title: "<b>Job Fair Starts (Lola's Room)</b>"
  - time: '9:40'
    slug: documentation-for-good-riona-macnamara
  - time: '10:00'
    title: "<b>Conference Ends</b> :("