Changes between Initial Version and Version 1 of GRW/GRW-Checklist

Timestamp:

07/18/16 15:47:07 (8 years ago)

Author:

mramamoo@asu.edu

Comment:

--

GRW/GRW-Checklist

@@ +1 @@
+[[PageOutline]]
+
+= Checklist for GENI Regional Workshops =
+'''Suggested usage:'''
+    * '''Make a copy of this template and customize if for the workshop '''
+    * '''Strike tasks off the list as they get done (~~strikethrough font~~) '''
+    * '''Add to checklist links to registration pages, workshop website, workshop flyer, etc'''
+
+
+''Event Dates and Location''
+
+
+=== 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 workshop to help with logistics
+
+
+=== As Early as Possible ===
+ 1. Get 2 rooms for tutorials
+    * 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)
+ 1. Create event website
+     * Event description
+     * Locatio, 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
+ 1. Email GENI lists
+             * 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
+ 2. Check with potential instructors if they are available
+
+
+=== Five weeks before event ===
+ 1. Travel grant decisions made
+ 1. Inform attendees if they have been accepted or not
+ 1. (If having a demos/posters session) Solicit from attendees and schools/organizations in local area.
+
+=== Four weeks before event ===
+ 1. Finalize agenda
+ 1. Inform instructors so they can make travel arrangements
+ 1. Gather tutorial requirements from instructors
+     * 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)
+ 1. Send link to form where attendees indicate session preferences (if workshop has parallel tracks)
+
+=== One week before event ===
+ 1. Send reminder about advance work
+ 1. Inform GMOC and aggregate owners
+ 1. Create GENI Project for event; add instructors
+ 1. Create feedback form for attendees to complete at workshop
+
+
+=== Few days before event ===
+ 1. Email logistics information to participants
+    * Link to agenda
+    * Directions
+    * Parking
+ 1. Badges/nametags for participants
+ 1. Sign-up sheets
+ 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
+ 1. Delete any temp accounts
+ 1.. Expire GENI project 
+