[[PageOutline]] = Checklist for GENI Camps = '''Suggested usage:''' * '''Make a copy of this template and customize it for the GENI Camp''' * ''' 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. [[Color(none, blue, Usually GREE Camps are conducted along with the GENI Regional Workshops and hence they may contain references to the GRW workshops. Remove the references to Workshops if not applicable.)]] * '''Strike the tasks off the list as they get done (~~strikethrough font~~) ''' * 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 * you can also use a spreadsheet type of checklist to manage, like [https://drive.google.com/open?id=1PezO3yjDmL6oEBIN95D7YkUycOSkrQ4K_pvQMEH1XQs this sheet] '''''[http://groups.geni.net/geni/wiki/GRW/Camps/previousGREECamps Past GREE Camps]''''' ''' GENI Camp !CheckList in the Spreadsheet format:''' [https://drive.google.com/open?id=1PezO3yjDmL6oEBIN95D7YkUycOSkrQ4K_pvQMEH1XQs click here] === Room Requirements === 1. Seating: Sufficient room for participants to have a laptop and printed instructions in front of them. 1. Projector and screen 1. Microphone for instructor connected to room speakers. Preferably lapel microphone. Microphone on a podium is ok. No handheld microphone. 1. Network: Wired ethernet in front of room for instructor. Wireless for attendees. 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. 1. Power: Power at each table. 1. Optional: !Whiteboard/Notes board with markers 1. 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 1. Find keynote speaker 1. Create flyer for event 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] 1. Create event website * Event description * Location, directions, parking info * Link to registration * Hotel info * Agenda 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/1LFoRfsmOiqpJ-MBClFi-TxGUCntF8DplS7XG11nb8IU/edit here] 1. Email GENI lists '''__[[Color(lightblue, green, Draft mail )]]__''' [https://docs.google.com/document/d/1dwij0Jlo91oGc-hsCxFozAT8YtT8IYfdPLtkaBRk5e8/edit?usp=sharing here] * geni-announce * geni-users * geni-educators 1. Start discussions with catering 1. (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)]]__''' [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] 2. Check with potential instructors if they are available '''__[[Color(lightblue, red, Draft e-mail?)]]__''' === Five weeks before event === 1. Travel grant decisions made 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] 1. (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 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] 1. Gather tutorial requirements from instructors '''__[[Color(lightblue, green , Draft e-mail)]]__''' [https://docs.google.com/document/d/1qNzZvgSM43axQ0VhMJODgWcz7tJ8NTSfxdPwns2f5QM/edit 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. 1. Create temp accounts === Two weeks before event === 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] 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] === One week before event === 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] 1. Inform GMOC and aggregate owners '''__[[Color(lightblue, green, Draft mail)]]__''' [https://docs.google.com/document/d/1NoJTzuNMtnmSKrB9g3ATJ3P4swWNuyjd4EEd80lL1HE/edit here] 1. Create GENI Project for event; add instructors 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] === Few days before event === 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] * Link to agenda * Directions * Parking 1. Badges/nametags for participants 1. Sign-up sheets '''__[[Color(lightblue, green, Draft sign-up sheet)]]__'''[https://docs.google.com/spreadsheets/d/1Kn8fOAPxrhyJIIG3Cizo5o_AajAR9XRVqbbcseHoPZU/edit#gid=186001220 here] 1. Print instructions and worksheets for tutorials 1. Signs from parking lots to classrooms (if needed) === After the event === 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] 1. Delete any temp accounts 1. Expire GENI project