Version 14 (modified by 8 years ago) (diff) | ,
---|
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
- Seating: Sufficient room for participants to have a laptop and printed instructions in front of them.
- Projector and screen
- Microphone for instructor connected to room speakers. Preferably lapel microphone. Microphone on a podium is ok. No handheld microphone.
- Network: Wired ethernet in front of room for instructor. Wireless for attendees.
- 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.
- Power: Power at each table.
- Optional: Whiteboard/Notes board with markers
- 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
- Get 2 rooms for tutorials
- 1 room with capacity ~70
- 1 room with capacity ~50
- Space for demos/posters
- Find keynote speaker
- Create flyer for event
- Event registration site (typically Google Form) Color(lightblue, red, -> Create Google form<-)?
- Create event website
- Event description
- Locatio, directions, parking info
- Link to registration
- Hotel info
- Agenda
- Email/distribute flyer in colleges/universities in region, local IEEE chapter, student chapters of ACM and IEEE Color(lightblue, red, ->Draft e-mail here <-)?
- Email GENI lists Color(lightblue, red, ->Draft e-mail here <-)?
- geni-announce
- geni-users
- geni-educators
- Start discussions with catering
- (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
- Draft agenda based on preferences expressed in registration forms Color(lightblue, red, -> ?????? <-)?
- Check with potential instructors if they are available Color(lightblue, red, ->Draft e-mail here <-)?
Five weeks before event
- Travel grant decisions made
- Inform attendees if they have been accepted or not Color(lightblue, red, ->Draft e-mail here <-)?
- (If having a demos/posters session) Solicit from attendees and schools/organizations in local area. Color(lightblue, red, ->Email draft here<-)?
Four weeks before event
- Finalize agenda
- Inform instructors so they can make travel arrangements Color(lightblue, red, ->Draft e-mail here <-)?
- 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.
- Create temp accounts
Two weeks before event
- Send advance work instructions (Portal account, tool installation, etc) Color(lightblue, red, ->Draft e-mail here <-)?
- Send link to form where attendees indicate session preferences (if workshop has parallel tracks) Color(lightblue, red, -> Create Google form<-)?
One week before event
- Send reminder about advance work Color(lightblue, red, ->Email draft here<-)?
- Inform GMOC and aggregate owners Color(lightblue, red, ->Email draft here<-)?
- Create GENI Project for event; add instructors
- Create feedback form for attendees to complete at workshop Color(lightblue, red, ->Google docs for Feedback Forms<-)?
Few days before event
- Email logistics information to participants Color(lightblue, red, ->Email draft here<-)?
- Link to agenda
- Directions
- Parking
- Badges/nametags for participants
- Sign-up sheets Color(lightblue, red, https://docs.google.com/spreadsheets/d/10UkxmwfITcWQyKSOZEJZF6C1hb6WZWv0xxO9eSuQ4YQ/edit#gid=186001220)?https://docs.google.com/spreadsheets/d/10UkxmwfITcWQyKSOZEJZF6C1hb6WZWv0xxO9eSuQ4YQ/edit#gid=186001220
- Print instructions and worksheets for tutorials
- Signs from parking lots to classrooms (if needed)
After the event
- Follow-up email to attendees Color(lightblue, red, ->Email draft here<-)?
- Delete any temp accounts 1.. Expire GENI project