| | 1 | [[PageOutline]] |
| | 2 | |
| | 3 | = Checklist for GENI Regional Workshop and Summer Camps = |
| | 4 | |
| | 5 | * '''This is a copy from the template [http://groups.geni.net/geni/wiki/GRW/Camps/camp-Checklist Summer Camps checklist template]''' |
| | 6 | * ''' Draft E-mails and samples/Templates of google Forms that could be modified and used, are given(links) for the relevant checklist items at its end. |
| | 7 | * '''Strike the tasks off the list as they get done (~~strikethrough font~~) ''' |
| | 8 | * to strikethrough, use double tilde (!~~) at the start and end of the check item. Refer [http://groups.geni.net/geni/wiki/WikiFormatting#FontStyles here] for more details |
| | 9 | * you can also use a spreadsheet type of checklist to manage, like [https://drive.google.com/open?id=1PezO3yjDmL6oEBIN95D7YkUycOSkrQ4K_pvQMEH1XQs this sheet] |
| | 10 | |
| | 11 | |
| | 12 | |
| | 13 | '''''[http://groups.geni.net/geni/wiki/GRW/Camps/previousGREECamps Past GENI Camps]''''' |
| | 14 | |
| | 15 | ''' GENI Camp !CheckList in the Spreadsheet format:''' [https://drive.google.com/open?id=1PezO3yjDmL6oEBIN95D7YkUycOSkrQ4K_pvQMEH1XQs click here] |
| | 16 | |
| | 17 | === Room Requirements === |
| | 18 | 1. Seating: Sufficient room for participants to have a laptop and printed instructions in front of them. |
| | 19 | 1. Projector and screen |
| | 20 | 1. Microphone for instructor connected to room speakers. Preferably lapel microphone. Microphone on a podium is ok. No handheld microphone. |
| | 21 | 1. Network: Wired ethernet in front of room for instructor. Wireless for attendees. |
| | 22 | 1. Network: Test the network for the event: See [wiki:HowTo/TestGENIEventNetwork instructions]. Make sure laptop used for testing is connected only to the network used by the participants. |
| | 23 | 1. Power: Power at each table. |
| | 24 | 1. Optional: !Whiteboard/Notes board with markers |
| | 25 | 1. Help: It is nice to have a student/staff member available at least the 1st day of the camp to help with logistics |
| | 26 | |
| | 27 | |
| | 28 | === As Early as Possible === |
| | 29 | 1. Get 2 rooms for tutorials set up classroom style |
| | 30 | * 1 room with capacity ~70 |
| | 31 | * 1 room with capacity ~50 |
| | 32 | * Space for demos/posters |
| | 33 | 1. Find keynote speaker |
| | 34 | 1. Create flyer for event |
| | 35 | 1. Event registration site (typically Google Form) '''__[[Color(lightblue, green, Google form)]]__''' click here [https://docs.google.com/forms/d/1_YREUOb7pgwzEh__qY9p_atMOEmiMir4qBTCYDrIiPw/edit Registration Form-Workshop and Camp][https://docs.google.com/forms/d/1xArFYMnPzWSZ9UnoRD0KDxHwD5u8EHnHKRSKDOgnPNM/edit Registration Form-Camp only].[[Color(none, blue, Camp Participants need to attend both the Workshop and Camp)]]. '''[[Color( none, blue, For the GENI Camp-Travel Grant Application Form)]]''' [https://docs.google.com/forms/d/1EyURw8Dc2k43d6rBcDnU2PXPjGhz1uKPd8_o2UgLj8w/edit Click here] |
| | 36 | 1. Create event website |
| | 37 | * Event description |
| | 38 | * Location, directions, parking info |
| | 39 | * Link to registration |
| | 40 | * Hotel info |
| | 41 | * Agenda |
| | 42 | 1. Email/distribute flyer in colleges/universities in region, local IEEE chapter, student chapters of ACM and IEEE '''__[[Color(lightblue, green, Draft e-mail )]]__'''[https://docs.google.com/document/d/1MprDxQ7uCsuh8lK0pD8yemGLeIJR53agRhvEPfLt9T0/edit here] |
| | 43 | 1. Email GENI lists '''__[[Color(lightblue, green, Draft mail )]]__''' [https://docs.google.com/document/d/1dwij0Jlo91oGc-hsCxFozAT8YtT8IYfdPLtkaBRk5e8/edit?usp=sharing here] |
| | 44 | * geni-announce |
| | 45 | * geni-users |
| | 46 | * geni-educators |
| | 47 | 1. Start discussions with catering |
| | 48 | 1. (If having a demos/posters session) Start soliciting posters/demos from local universities. Work presented does not have to be GENI related. |
| | 49 | |
| | 50 | |
| | 51 | === Six weeks before event === |
| | 52 | 1. Draft agenda based on preferences expressed in registration forms '''__[[Color(lightblue, green, Draft Agenda)]]__''' [https://docs.google.com/document/d/12Ve9kZfTvZy1jzu5Ol2HwzKZ8CWRo13DuC7GzLG3tpc/edit?usp=sharing here]. [[Color(none, blue, Sample AGENDA from the Summer Camp 2015 )]][http://groups.geni.net/geni/attachment/wiki/APRAGENI/GREE-SC2015/GREE-SC2015-Agenda.pdf?format=raw here] |
| | 53 | 2. Check with potential instructors if they are available '''__[[Color(lightblue, red, Draft e-mail?)]]__''' |
| | 54 | |
| | 55 | |
| | 56 | === Five weeks before event === |
| | 57 | 1. Travel grant decisions made |
| | 58 | 1. Inform attendees if they have been accepted or not '''__[[Color(lightblue, green, Draft mail)]]__''' [https://docs.google.com/document/d/151EXe9enJ-4AIVAIBCQH9BWFBK1NLXh05RtHE7g-q3o/edit?usp=sharing Registrant Accepted] [https://docs.google.com/document/d/1ZTRcDjSNOq-QfhhXs4ol6h06i71Qf95H_Gs1Cq6MwC0/edit?usp=sharing Registrant Declined] |
| | 59 | 1. (If having a demos/posters session) Solicit from attendees and schools/organizations in local area. '''__[[Color(lightblue, red, Draft e-mail?)]]__''' |
| | 60 | |
| | 61 | === Four weeks before event === |
| | 62 | 1. Finalize agenda |
| | 63 | 1. Inform instructors so they can make travel arrangements '''__[[Color(lightblue, green, Draft mail?)]]__''' [https://docs.google.com/document/d/1m_q8nT2S7nTIRzFoa-TxJiARYwmaVqEtUqHMZ_xqdlU/edit here] |
| | 64 | 1. Gather tutorial requirements from instructors '''__[[Color(lightblue, green , Draft e-mail)]]__''' [https://docs.google.com/document/d/1qNzZvgSM43axQ0VhMJODgWcz7tJ8NTSfxdPwns2f5QM/edit here] |
| | 65 | * Advance work needed by attendees (e.g. tool installation) |
| | 66 | * Resources required (# of VMs per attendee, etc) |
| | 67 | * Printing requirements. Host's deadline for printing instructions, worksheets, etc. |
| | 68 | 1. Create temp accounts |
| | 69 | |
| | 70 | === Two weeks before event === |
| | 71 | 1. Send advance work instructions (Portal account, tool installation, etc) '''__[[Color(lightblue, green, Draft mail)]]__''' [https://docs.google.com/document/d/100z_dSQs4v-NGpBJ6nzrWkDJKBrzz5XZF9Hlg20IIao/edit here] |
| | 72 | 1. Send link to the Google form where attendees indicate session preferences (if the camp has parallel tracks) '''__[[Color(lightblue, green, Draft mail)]]__''' [https://docs.google.com/document/d/165BoXo4DMNfBIApVkpJ_GCwb2uQ4tdfh30qGswUt1vg/ here] '''__[[Color(lightblue, green, Google form)]]__''' [https://docs.google.com/forms/d/1S5jdnbjgCL1OnUmvyXvunaRLQ2Ec0im5nFfwG3eTRvE/edit here] |
| | 73 | |
| | 74 | === One week before event === |
| | 75 | 1. Send reminder about advance work '''__[[Color(lightblue, red,Email draft?)]]__''' '''__[[Color(lightblue, green, Draft mail about tutorials availability)]]__''' [https://docs.google.com/document/d/1OrAuUoUUGUpZlJHYCyxZpv5wX_J79M56Ik_w_g2VVTo/edit here] |
| | 76 | 1. Inform GMOC and aggregate owners '''__[[Color(lightblue, green, Draft mail)]]__''' [https://docs.google.com/document/d/1NoJTzuNMtnmSKrB9g3ATJ3P4swWNuyjd4EEd80lL1HE/edit here] |
| | 77 | 1. Create GENI Project for event; add instructors |
| | 78 | 1. Create feedback form for attendees to complete at the camp '''__[[Color(lightblue, green, Feedback Form)]]__''' [https://docs.google.com/forms/d/1Cb_ZdJyYWD6kfCQPxwh6oZZWWPnVAo_qMSx5LGtsSSc/edit here] |
| | 79 | |
| | 80 | |
| | 81 | === Few days before event === |
| | 82 | 1. Email logistics information to participants '''__[[Color(lightblue, green, Draft mail)]]__'''[https://docs.google.com/document/d/1EhSTZo2ZjcdFO2agELqrADGxzRfcGN4Me19T91sC75U/edit here] '''__[[Color(lightblue, green, Sample Guidebook with maps and schedule)]]__''' [https://guidebook.com/guide/69010/ here] |
| | 83 | * Link to agenda |
| | 84 | * Directions |
| | 85 | * Parking |
| | 86 | 1. Badges/nametags for participants |
| | 87 | 1. Sign-up sheets '''__[[Color(lightblue, green, Draft sign-up sheet)]]__'''[https://docs.google.com/spreadsheets/d/1Kn8fOAPxrhyJIIG3Cizo5o_AajAR9XRVqbbcseHoPZU/edit#gid=186001220 here] |
| | 88 | 1. Print instructions and worksheets for tutorials |
| | 89 | 1. Signs from parking lots to classrooms (if needed) |
| | 90 | |
| | 91 | |
| | 92 | === After the event === |
| | 93 | 1. Follow-up email to attendees '''__[[Color(lightblue, green ,Workshop Follow-up mail)]]__'''[https://docs.google.com/document/d/1lwIVr-Y1jrKO7GSePqowlMdQyc-dwjZChA7Z1floamk/edit Click here] '''__[[Color(lightblue, green , Camp Follow-up mail)]]__''' [https://docs.google.com/document/d/1nXrPrDGGzc2yDUJRQ3R4emBANDEbPvO9ADDqvCZW_O0/edit Click here] |
| | 94 | 1. Delete any temp accounts |
| | 95 | 1. Expire GENI project |
| | 96 | |
