Backfill Event Data

Backfilling conference event data

How to add/fix event data in this repo the way it actually works. Field-level doc live in docs/ADDING_*.md (INVOLVEMENTS, SPONSORS, VENUES, SCHEDULES, VIDEOS, …) an schemas in app/schemas/*.rb — read those for field lists. This skill is th operating procedure: the hooks, the tools, and the non-obvious gotchas.

Hard rules (enforced by hooks in .claude/settings.json)

1. Never Write/Edit a file under data/. A PreToolUse hook blocks it. Create and edit data files with the generators (bin/rails g …) and yerba (CLI or the Yerba Ruby API via bin/rails runner). sed/awk on data files are not blocked (the hook only guards the Write/Edit tools) and are fine for surgical text fixes (e.g. quoting, deleting a header line) — always follow with yerba check.
2. Never YAML.load_file / YAML.dump / .to_yaml in a Bash/runner command — a hook blocks it. Read data with Yerba.parse_file, write with doc.save!.
3. Never edit lib/schemas/*.json — auto-generated. Edit app/schemas/*.rb then bin/rails schema:export.
4. Finish every change with bundle exec yerba check <files> (this is what CI runs). Don't commit unless asked.

Data layout

data/{series-slug}/{event-slug}/
  event.yml  videos.yml  involvements.yml  sponsors.yml  venue.yml  schedule.yml
data/speakers.yml          # global, one entry per speaker

Tooling

Generators (bin/rails g <name> --help for each)

involvements, sponsors, venue, schedule, event, cfp, talk, newsletter. They write via yerba and validate. Quirks that bite:

• sponsors: args are pipe-separated "Name|url|Tier|badge", --event-series --event. The template ignores the url and hardcodes placeholder website/logo_url — you must fill real values afterward (yerba set). Tiers get level 1,2,3… in first-seen order, so list all Gold, then all Silver, etc.
• venue: --name --address (address is geocoded); flags --hotels/--locations/ --rooms/--spaces/--accessibility/--nearby add one placeholder section each. It also overwrites event.yml coordinates with the geocoded venue coords. Geocoding by name can resolve the wrong place (e.g. wrong campus) — verify and fix with the geocode MCP tool + yerba set.
• schedule: auto-fills the talk count from videos.yml into a uniform grid you then rewrite to the real program (see Schedule below).
• Generators leave a # docs/ADDING_*.md / # TODO: header. Convention is files start at ---; delete the header lines (sed) once the file is real, then yerba check.

yerba CLI

• yerba get FILE "selector" [--condition ".k == v"] [--select ".a,.b"]
• yerba set FILE "selector" value — quotes numeric-looking strings correctly. Indexed selectors work: [0].tiers[1].sponsors[2].website. Note: a set runs the Yerbafile and aborts the write if the file has any validation error elsewhere, so fix all blockers together (or use sed) rather than one-at-a-time.
• yerba move FILE "" ".id == X" --after ".id == Y" — reorder a sequence item. Most reliable way to reorder a few entries.
• yerba sort FILE "[]" --by ".id" --order "a,b,c" — explicit order (but --by can choke when nested children share the key name; prefer move for a handful of items).
• yerba apply FILE — reformat to Yerbafile rules (blank lines, key order, sorts speakers.yml by name). Run after edits.
• yerba check FILE — schema + formatting validation.
• Conditional selectors in get/set ([.name == "X"]) are unreliable — prefer --condition for reads and indexed/Ruby edits for writes.

yerba Ruby API (bin/rails runner script.rb; Yerba is autoloaded)

Use this to build nested structures (hotels, schedule days, new speakers) that are painful via CLI.

document = Yerba.parse_file("data/…/venue.yml")

document["description"]          = "…"            # scalar / dotted path on a MAP root
document["address.postal_code"]  = "14482"        # OK for existing scalar keys
document["hotels"]               = [ {...}, ... ] # OK for a NEW key on a map root

node = document.root.find { |s| s["slug"].value == "luis-ferreira" }  # sequence root

node["aliases"] = [{"name" => "Luis Ferreira", "slug" => "luis-ferreira"}]

document.root << {"name" => "…", "github" => "", "twitter" => "…", "slug" => "…"} # append
document.save!                    # write; use save!(apply: true) to also validate/format

Gotchas:

• Replacing an existing complex key or setting a key on a sequence root via doc["key"]= fails ("selector not found" / "root is a Sequence"). For a full rewrite do doc.root = {} first; to add to a child use node["k"]=; to append use doc.root << h.
• The Ruby API writes numeric-looking strings unquoted (postal codes, "09:45") → schema validation rejects them as integers. So doc.save! (no apply), then quote the offending lines with yerba set/sed, then yerba apply. Empty-string values may serialize as null and fail required checks — omit optional keys instead of "".

MCP tools (mcp__rubyevents__*) — allowed without prompt

• geocode(location) — venue & hotel coordinates/address. Pass a precise street address, not just a venue name.
• github_profile(username) / github_search(query, language?) — find & verify handles. Always confirm by matching the profile's name to the speaker. A twitter handle often equals the github one but not always, and the data contains wrong-person values (e.g. a handle that actually belongs to someone else).
• youtube_*, vimeo_video, speakerdeck_* — media metadata.
• speaker_lookup/create/update/add_alias, event_*, venue_create — DB helpers, but the YAML is the source of truth (DB is seeded from it); prefer editing the files.

Scraping the conference site

• Prefer npx agent-browser (open / eval / snapshot -i / close) — it's allow-listed. WebFetch(domain:github.com) and general WebFetch work as a fallback but can't reliably grab per-element social links.
• Speaker/team names are usually CSS-uppercased — extract by DOM order (walk text + <a href> in document order and group), not by matching all-caps text.

Recipes

involvements.yml

bin/rails g involvements --event <slug> --name "Organizer" --users "A" "B" --organisations "Org". Run once per role (Organizer, MC, Volunteer, Program Committee, Video Production, …); role names are singularized and the singular form is convention. Users don't need to pre-exist (seeding auto-creates bare Users) — but to give them social handles, add speaker entries.

sponsors.yml

Generate the tier skeleton, then yerba set each sponsor's real website and logo_url (the generator only writes placeholders). Level order = tier order in the args.

venue.yml + hotels

Generate with --name --address; then correct the geocode if it missed, add maps, and build the hotels array with the Ruby API (one placeholder from --hotels isn't enough for several hotels). geocode each hotel. Quote postal codes. Re-check event.yml coordinates the generator may have changed.

schedule.yml ← depends on videos.yml order

• Grid entries with an items: list render as fixed items (Registration, Break, Lunch, Closing…). Entries without items: are talk slots that auto-fill sequentially from videos.yml entry order (talks_in_running_order, child_talks false → a lightning-talks parent counts as one slot).
• Therefore videos.yml must be in chronological running order, and the number of empty slots per day must equal that day's talk count. If videos.yml isn't in running order (it's often in upload order), reorder with yerba move before trusting the schedule.
• Build days via the Ruby API (doc.root = {}; doc["days"] = [...]; doc["tracks"] = []), then quote all start_time/end_time/date values (sed), then yerba apply.
• Verify the mapping with a runner that pairs each empty slot to the next talk:

schedule = Yerba.parse_file("data/…/schedule.yml")
videos = Yerba.parse_file("data/…/videos.yml")
titles = videos.root.map { |t| [t["id"].value, t["title"].value] }
i = 0

schedule["days"].each do |day|
  day["grid"].each do |s|
    if s.keys.include?("items")
      puts "  item"
    else
      id, t = titles[i]
      puts "  #{s["start_time"].value} -> #{t}"
      i += 1
    end
  end
end

puts "filled #{i}/#{titles.size}"

videos.yml (talk order / "check the talks")

Compare titles/speakers/order against the site's schedule & speakers pages. Reorder to true running order with yerba move ... --after .... A clean block move shows equal insertions/deletions in git diff --stat and preserves block scalars. Note published_at stays in upload order — it's the entry order that drives running order.

Deleting an entry fails validate:videos unless the id is accounted for: old_id on the renamed entry if it was renamed, or removed_talk_ids in the sibling event.yml if it was dropped on purpose (videos.yml has a sequence root, so it can't hold a top-level key).

speaker social handles (data/speakers.yml)

• Global, flat sequence, auto-sorted by name; enforced key order: name, github, twitter, mastodon, bluesky, linkedin, website, speakerdeck, slug, aliases. Required: name, slug, github (github: "" if unknown).
• Add new speakers by appending (doc.root << {name, github, twitter?, slug}) then yerba apply (sorts + orders keys). Patch existing by setting the field on the node (or targeted awk on the github:/twitter: line following the matched name:).
• Renamed speakers use canonical merge: the current name is the top-level entry and old names are aliases: [{name, slug}]. If a talk speaker's handles look "missing", check whether that name is an alias of a current-name entry and patch the canonical entry (its handles are usually already current and correct — don't downgrade them to a stale value from the site).
• Verify every handle with github_profile (match .name). Watch for: twitter≠github, wrong-person handles already in the data, and site links that are stale for renamed people.

End-to-end order of operations

1. Scrape the site (agent-browser): MCs, team/organizers, sponsors+logos, venue+hotels, schedule, speakers + social links, talk abstracts.
2. geocode venue and hotels.
3. Generate + fill: involvements → sponsors → venue(+hotels) → schedule.
4. Reconcile videos.yml order to the running order; verify the schedule mapping.
5. Reconcile speakers.yml github/twitter for every talk speaker (verify via github_profile); add missing speaker/organizer entries.
6. bundle exec yerba check all touched files. Report; commit only if asked.