Version 26 (modified by, 8 years ago) (diff)


Checklist for GREE Camp

Suggested usage:

Past GREE Camps

GREE Camp CheckList in the Spreadsheet format: click here

Room Requirements

  1. Seating: Sufficient room for participants to have a laptop and printed instructions in front of them.
  2. Projector and screen
  3. Microphone for instructor connected to room speakers. Preferably lapel microphone. Microphone on a podium is ok. No handheld microphone.
  4. Network: Wired ethernet in front of room for instructor. Wireless for attendees.
  5. Network: Test the network for the event: See instructions. Make sure laptop used for testing is connected only to the network used by the participants.
  6. Power: Power at each table.
  7. Optional: Whiteboard/Notes board with markers
  8. Help: It is nice to have a student/staff member available at least the 1st day of the camp to help with logistics

As Early as Possible

  1. Get 2 rooms for tutorials set up classroom style
    • 1 room with capacity ~70
    • 1 room with capacity ~50
    • Space for demos/posters
  2. Find keynote speaker
  3. Create flyer for event
  4. Event registration site (typically Google Form) Color(lightblue, green, Google form)? click here Registration Form-Workshop and CampRegistration Form-Camp only.Color(none, blue, Camp Participants need to attend both the Workshop and Camp)?. Color( none, blue, For the GREE Camp-Travel Grant Application Form)? Click here
  5. Create event website
    • Event description
    • Location, directions, parking info
    • Link to registration
    • Hotel info
    • Agenda
  6. Email/distribute flyer in colleges/universities in region, local IEEE chapter, student chapters of ACM and IEEE Color(lightblue, green, Draft e-mail )?here
  7. Email GENI lists Color(lightblue, green, Draft mail )? here
    • geni-announce
    • geni-users
    • geni-educators
  8. Start discussions with catering
  9. (If having a demos/posters session) Start soliciting posters/demos from local universities. Work presented does not have to be GENI related.

Six weeks before event

  1. Draft agenda based on preferences expressed in registration forms Color(lightblue, green, Draft Agenda)? here. Color(none, blue, Sample AGENDA from the Summer Camp 2015 )?here
  2. Check with potential instructors if they are available Color(lightblue, red, Draft e-mail?)?

Five weeks before event

  1. Travel grant decisions made
  2. Inform attendees if they have been accepted or not Color(lightblue, green, Draft mail)? Registrant Accepted Registrant Declined
  3. (If having a demos/posters session) Solicit from attendees and schools/organizations in local area. Color(lightblue, red, Draft e-mail?)?

Four weeks before event

  1. Finalize agenda
  2. Inform instructors so they can make travel arrangements Color(lightblue, green, Draft mail?)? here
  3. Gather tutorial requirements from instructors Color(lightblue, green , Draft e-mail)? here
    • Advance work needed by attendees (e.g. tool installation)
    • Resources required (# of VMs per attendee, etc)
    • Printing requirements. Host's deadline for printing instructions, worksheets, etc.
  4. Create temp accounts

Two weeks before event

  1. Send advance work instructions (Portal account, tool installation, etc) Color(lightblue, green, Draft mail)? here
  2. Send link to the Google form where attendees indicate session preferences (if the camp has parallel tracks) Color(lightblue, green, Draft mail)? here Color(lightblue, green, Google form)? here

One week before event

  1. Send reminder about advance work Color(lightblue, red,Email draft?)? Color(lightblue, green, Draft mail about tutorials availability)? here
  2. Inform GMOC and aggregate owners Color(lightblue, green, Draft mail)? here
  3. Create GENI Project for event; add instructors
  4. Create feedback form for attendees to complete at the camp Color(lightblue, green, Feedback Form)? here

Few days before event

  1. Email logistics information to participants Color(lightblue, green, Draft mail)?here Color(lightblue, green, Sample Guidebook with maps and schedule)? here
    • Link to agenda
    • Directions
    • Parking
  2. Badges/nametags for participants
  3. Sign-up sheets Color(lightblue, green, Draft sign-up sheet)?here
  4. Print instructions and worksheets for tutorials
  5. Signs from parking lots to classrooms (if needed)

After the event

  1. Follow-up email to attendees Color(lightblue, green ,Workshop Follow-up mail)?Click here Color(lightblue, green , Camp Follow-up mail)? Click here
  2. Delete any temp accounts
  3. Expire GENI project