Berlin CFP dates and related updates

docs/_data/berlin-2025-config.yaml

@@ -171,13 +171,13 @@ about:
   projector_ratio: "16:9"
   job_fair_room: Sponsor area
 
-cfp:
-#  url: "https://pretalx.com/wtd-portland-2025/cfp" # Open October 6 (Mon) -> 9 weeks to submit
-#  ends: "January 21, 2025"                         # (Mon) 1 week, to review. It'll take a little longer to announce
-#  notification: "February 4, 2025"                 # (Mon) 8 weeks to write and prepare
-#  speaker_tickets_by: April 04, 2025                  # Approx 4 weeks before
-#  slides_by: "April 28, 2025"                      # (Mon) 1 week before
-#  preview: "TODO"                                  # Preview URL TODO
+cfp: # Conf dates 27-28 October
+  url: "https://pretalx.com/wtd-berlin-2025/cfp"   # Open June 2 (Mon), -> 8 weeks to submit
+  ends: "August 18, 2025"                          # (Mon) 1 week, to review. It'll take a little longer to announce
+  notification: "September 1, 2025"                # (Mon) 8 weeks to write and prepare
+  speaker_tickets_by: October 6, 2025              # (Mon) Approx 3 weeks before
+  slides_by: "October 20, 2025"                    # (Mon) 1 week before
+  preview: "TODO"                                  # Preview URL TODO
 
 unconf:
   url: ""

docs/conf/berlin/2025/cfp-email-templates.rst

@@ -118,21 +118,21 @@ Subject:
 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
 
 Subject:
-   WTD {{city}} {{year}} -- speaker logistics and schedule
+   WTD {{city}} {{year}} -- speaker logistics
 
 ::
 
    Hi {name},
 
    Just wanted to drop you all a quick note covering some logistics.
 
-   ○  I've added some questions to our [CFP tool (Pretalx)]({{cfp.url}}) about your pronouns, interesting facts, name pronunciation, and Slack username. Please log in at {{cfp.url}} and answer those.
+   ○  First up, if you wanted a mentor, all of those intros have been sent out. Check your inboxes and spam folders and start talking to the good folks who've agreed to support you in your preparation.
 
-   ○ Private speaker Slack channel! If you're not on the Slack already, [join the WTD Slack](https://join.slack.com/t/writethedocs/shared_invite/zt-1qvx3xd9z-jOX_0QZXidaAESji2miYXQ). Once you're signed up, or if you're already on there, ping me @plaindocs so I can add you to the private speaker channel. It contains many of our past speakers, who will be happy to offer advice or answer questions.
+   ○ Private speaker Slack channel! If you're not on the Slack already, [join the WTD Slack](https://join.slack.com/t/writethedocs/shared_invite/zt-2vbvjxiiv-ZUWUdIuimXQ5Q9q_WDPaQw). Once you're signed up, or if you're already on there, ping me @plaindocs so I can add you to the private speaker channel. It contains many of our past speakers, who will be happy to offer advice or answer questions.
 
-   ○ We've got a [provisional schedule]({{cfp.preview}}) up, we're still tweaking a couple of things but it's mostly accurate. If you can't make your slot for any reason do let me know and I'll adjust. Note that we're trialing moderated Q&A in-person this year. We're hoping to publish the schedule on **Friday**.
+   ○ We're working on a provisional schedule, taking into account all requested preferences, I hope to be able to share that with you next week.
 
-   ○ While you're working on your talks, we'd love for you to check out our updated [speaking tips](https://www.writethedocs.org/conf/{{shortcode}}/{{year}}/speaking-tips/) page! It's got all sorts of details on talk format, tech specs, content guidelines, etc.
+   ○ While you're working on your talks, we'd love for you to check out our [speaking tips](https://www.writethedocs.org/conf/{{shortcode}}/{{year}}/speaking-tips/) page! It's got all sorts of details on talk format, tech specs, content guidelines, etc.
 
    Also, if you're ever in doubt about whether something you're writing would be appropriate or not, we'd like to refer you to our conference Code of Conduct, which asks that you refrain from any sexually suggestive or harassing language of any kind. Check it out in full, drop me a line if you have questions: http://www.writethedocs.org/code-of-conduct/
 
@@ -195,19 +195,17 @@ Subject:
 
    We're about seven weeks out from the conference now, lots of stuff is happening behind the scenes, and I hope you're feeling good about writing and speaking.
 
-   We've got a [provisional schedule]({{cfp.preview}}) up, I've taken note of all of your requests, but I'd *love it* if you could check your time-slot and make sure it works for you.
+   We've got a [provisional schedule]({{cfp.preview}}) up, I've taken note of all of your requests, but I'd *love it* if you could check your time-slot and make sure it works for you. We'll be publishing it **Wednesday, March 12**, so please request any changes well before that.
 
    We're keeping the Q&A sessions in our live event. Questions submitted by the audience are moderated by the emcee, and asked in a conversation style directionly after your talk.
 
    You might find it useful to check out the [speaking tips](https://www.writethedocs.org/conf/{{shortcode}}/{{year}}/speaking-tips/) and the [what to expect guide](https://www.writethedocs.org/blog/what-to-expect-as-a-speaker/).
 
    As we've done for the past few years we'll be live captioning all talks, and it makes the [captioners](https://www.youtube.com/watch?v=xFnM6vmvWaI) lives *much* easier if you can send in a copy of your slides, or even a word list of unusual words that you might use. We'll let you know where to send these a few weeks before the conference.
 
-   In a few weeks I'll be in touch with some calendar invites for a sound check during the conference, to make sure we're all good with slides, audio and video.
+   Lastly, if you'd like to share your talk with your social networks, we've got a page to [help with that](https://www.writethedocs.org/conf/{{shortcode}}/{{year}}/speaker-media-kit/).
 
-   Lastly, if you'd like to share your talk with your social networks, we've got a page to [help with that](https://www.writethedocs.org/conf/{{shortcode}}/{{year}}/speaker-media/).
-
-   And I think that is it! I'm excited to see this taking shape and excited to see all of your hard work on the virtual stage!
+   And I think that is it! I'm excited to see this taking shape and excited to see all of your hard work on stage!
 
    Please get in touch if I can help with anything, if you have worries, thoughts or ideas.
 
@@ -230,17 +228,19 @@ Subject:
 
    Hi {name},
 
-   We're just over a month away from meeting up in {{city}}! I hope you're feeling relaxed and confident.
+   We're just under a month away from meeting up in {{city}}! I hope you're feeling relaxed and confident.
 
-   The conference schedule is [live](https://www.writethedocs.org/conf/{{shortcode}}/{{year}}/schedule/)! :-)
+   The [conference schedule](https://www.writethedocs.org/conf/{{shortcode}}/{{year}}/schedule/) is live! :-)
 
    I've got a couple more small logistical checkboxes for you:
 
    ○ please register your free [speaker ticket]({{cfp_variables['ticket']}}).
 
    ○ please make sure to log in to [Pretalx](https://pretalx.com/wtd-{{shortcode}}-{{year}}/me/) and fill out the questions on pronouns, name pronunciation and interests for our emcee intro. We also need your **hoodie size** for a free speaker hoodie!
 
-   We're finalizing details on the tech check and Q&A over the next weeks, and we'll be in touch in a couple of weeks for a copy of your slides for our captioners!
+   Take a look at our *freshly updated* [speaker info page](https://www.writethedocs.org/conf/{{shortcode}}/{{year}}/speaker-info/) which has everything you need to know about speaking at Write the Docs! Missing something? Let us know!
+
+   We'll be in touch in a couple of weeks for a copy of your slides for our captioners!
 
    In the meantime, if you have any questions at all about the event, you definitely know how to reach me by now.
 
@@ -262,17 +262,19 @@ Subject:
 
    Hi {name},
 
-   The conference is almost upon us! I hope you're all comfortably making the final touches to your presentations, and have your ideas lined up. I'm flying out next week, and am really looking forward to seeing what you'll all be sharing with us at the conference.
+   The conference is almost upon us! I hope you're all comfortably making the final touches to your presentations, and have your ideas lined up.
+
+   I'm over in Portland already, enjoying the spring weather, and I'm really looking forward to seeing what you'll all be sharing with us at the conference.
 
    Here are a last few boxes to check when it comes to organization and logistics:
 
    ○ Please [upload your slides]({{cfp_variables['upload']}}) for the captioners by {{cfp.slides_by}}. If you run into any trouble uploading them, please forward them as attachments to [email protected]
 
-   ○ We'll be doing AV/laptop/slide checks at the stage, either first thing in the morning (8:00 am) or right before the lunch break. Please make sure you come say hi and do that, even if you think you don't need to 😉. I'll get some calendar invites out for those slots between now and then.
+   ○ We'll be doing [AV/laptop/slide checks](https://www.writethedocs.org/conf/portland/2025/speaker-info/#conference-schedule) at the stage, either first thing in the morning or right before the lunch break. Please make sure you come say hi and do that, even if you think you don't need to 😉. I'll get some calendar invites out for those slots between now and then. Please bring the laptop you'll be presenting from.
 
-   ○ If you've not already answered the questions about your pronouns, interests and names, please do [log in to Pretalx](https://pretalx.com/wwtd-{{shortcode}}-{{year}}/me/) and answer them, it makes life much easier for the folks doing the intros and Q&A.
+   ○ If you've not already let us know what your pronouns and interests are, and how to pronounce your name, please do [log in to Pretalx](https://pretalx.com/wtd-{{shortcode}}-{{year}}/me/) and answer them, it makes life much easier for the folks doing the intros and Q&A.
 
-   There will be a quiet room for speakers where you can decompress before or after your talk, please ask me or the reg desk where to find it at the event.
+   There will be a green room for speakers where you can decompress before or after your talk, please ask me or the reg desk where to find it at the event.
 
    If you have any questions at all about the event, you definitely know how to reach me by now.
 
@@ -296,7 +298,11 @@ Subject:
 
    It is a wrap! Thank you one last time for your hard work, insight and creativity. You were amazing!
 
-   Videos of all talks are published on [YouTube](https://www.youtube.com/playlist?list=PLZAeFn6dfHpneQPsDWa4OmEpgW4pNiaZ2). Likewise, there are photos of all speakers up on [Flickr](https://www.flickr.com/photos/writethedocs/albums/72177720308088427), and more photos of the rest of the event will follow soon.
+   ○ Videos of all talks are published on [YouTube](https://www.youtube.com/playlist?list=PLZAeFn6dfHplMbtJtidqFFtL7rt3ASNSR).
+
+   ○ Photos are being uploaded to [Flickr](https://www.flickr.com/photos/writethedocs/albums/72177720325861452/), more photos of the rest of the event will follow soon.
+
+   ○ Sketchnotes are up, also on [Flickr](https://www.flickr.com/photos/writethedocs/albums/72177720325990264).
 
    We'd love to know how you found the whole process, from A to Z so we can improve next time. To that end we've got an anonymous (keep in mind that there aren't many speakers) feedback form for you here:
 

docs/conf/berlin/2025/example-proposal.rst

@@ -16,9 +16,22 @@ Include a list of takeaways that our audience can learn from your talk, such as:
 
 - Lessons the audience can apply in their own work
 - Ideas the audience should research further
-- Spoilers that provide details about the talk
 
-Avoid walls of text. We recommend that you limit your abstract to a maximum of 300 words.
+Avoid walls of text. The ideal length for an abstract is between 100 and 300 words.
+
+Detailed Spoilers
+-----------------
+
+Use this section to share specifics about the content of your talk that will give us a better sense of its depth. These spoilers are for the *selection committee* only and won’t be shared publicly, but will help us ensure your session is a good fit.
+
+In this section, please include:
+
+- Specific examples, case studies, or methodologies that will be covered in your talk.
+- In-depth explanations of technical processes or workflows.
+- Key takeaways that will be explored in detail, including any particular challenges or outcomes you’ll be addressing.
+- Anything else that will give us a better understanding of the content you’ll be presenting.
+
+We’d love to see how your talk will deliver real value to our audience. The more specific you can be about your content here, the better we’ll be able to assess whether it will resonate with our attendees.
 
 Who and Why
 -----------

docs/conf/berlin/2025/speaker-info.rst

@@ -0,0 +1,97 @@
+:template: {{year}}/generic.html
+:orphan:
+:og:image: _static/conf/images/headers/{{shortcode}}-{{year}}-opengraph.jpg
+
+
+Speaker Info
+============
+
+.. contents::
+    :local:
+    :depth: 1
+
+Essential info
+--------------
+
+Location
+    {{ about.venue_address }}
+
+Date
+    {{ date.short }}
+
+Projector specs
+    1920 x 1200 resolution at 60Hz via HDMI, DisplayPort or VGA
+
+Talk length
+    30 minutes of presentation followed by 10 mins moderated Q&A
+
+Microphones
+    We have both over ear (preferred) and handheld
+
+Pre-conference Schedule
+-----------------------
+
+**{{cfp.ends}}**
+    Call for Proposal ends.
+
+**{{cfp.notification}}**
+    We'll let you know whether your proposal was accepted, and ask for some supplementary information about you.
+    Make sure to confirm your talk as soon as you get the email, and update your pronouns, photo, name pronunciation, and bio in `Pretalx <https://pretalx.com/wtd-{{shortcode}}-{{year}}/me/>`__.
+
+**{{cfp.speaker_tickets_by}}**
+    Register your free speaker ticket with dietary preferences (we'll email you a ticket link beforehand).
+    Make sure `Pretalx <https://pretalx.com/wtd-{{shortcode}}-{{year}}/me/>`__ has all of your info, including hoodie size for a free speaker hoodie.
+
+**{{cfp.slides_by}}**
+    Upload a copy of your slides so our human captioners can prepare for your talk. We'll email you an upload link beforehand.
+
+**{{date.short}}**
+    Folks start giving talks on stage!
+
+Conference Schedule
+--------------------
+
+Your speaker tech check will be directly before the morning or afternoon session you are speaking at, bring the laptop you'll be using to present.
+
+For example if you speak at 10:00am on Tuesday, your tech will be at 7:45am on Tuesday. Meet in front of the main stage.
+
+View the full `attendee schedule <https://www.writethedocs.org/conf/{{ shortcode }}/{{ year }}/schedule/>`__.
+
+SUNDAY
+~~~~~~
+
+There are no speaker-specific requirements this day but we encourage you to join us for Writing Day and our Welcome Reception.
+
+MONDAY
+~~~~~~
+
+- 8:00-8:30am: Morning Speaker tech checks at main stage
+- 9:00am-11:55am: Speaker Talks
+- 11:55am-12:25pm: Afternoon Speaker tech checks at main stage
+- 1:45pm-4:40pm: Speaker Talks
+
+TUESDAY
+~~~~~~~
+
+- 7:45am-8:10am: Morning Speaker tech checks at main stage
+- 8:30-11:25pm: Speaker Talks
+- 11:35-12:25pm: Afternoon Speaker tech checkss at main stage
+- 2:00-3:50pm: Afternoon Speaker Talks
+
+Speaking Tips
+-------------
+
+{% include "conf/portland/speaking-tips-2025.rst" %}
+
+Media Kit
+----------
+
+Share with your communities that you are speaking at the conference.
+Download copy and graphics from our `Speaker Media Kit <https://drive.google.com/drive/folders/1gVmIjX5hMklJiFitAllukzENA4SIBic9?usp=sharing>`__.
+
+This includes:
+
+- Social media copy
+- "I am a speaker" graphic
+- Individual graphic
+- Event graphic