[[PageOutline]] = Checklist for GENI Regional Workshops = '''Suggested usage:''' * '''Make a copy of this template and customize it for the workshop ''' * '''Strike 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 [wiki:http://groups.geni.net/geni/wiki/WikiFormatting#FontStyles here] for more details * you can also use checklist to manage, like https://docs.google.com/spreadsheets/d/1-JruE4QvquY5EEARzshiKuKzWhnIEdDXbsD4DycSzjU/edit#gid=1386834576 * '''Add to checklist links to registration pages, workshop website, workshop flyer, etc''' ''Event Dates and Location'' === Room Requirements === '''__[[Color(lightblue, green, CheckList )]]__'''https://docs.google.com/spreadsheets/d/1-JruE4QvquY5EEARzshiKuKzWhnIEdDXbsD4DycSzjU/edit#gid=1386834576 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) '''__[[Color(lightblue, blue, -> Create Google form<-)]]__''' like https://docs.google.com/forms/d/e/1FAIpQLSdDUHvQyRHt45mzxrJyytY_0O-Me-jZIQLzvBoJ6V0g6JBWJg/viewform 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 '''__[[Color(lightblue, red, ->Draft e-mail here <-)]]__''' 1. Email GENI lists '''__[[Color(lightblue, green, ->Draft e-mail <-)]]__''' https://docs.google.com/document/d/1hOZ85ecX8bTzrMS3EowqU7QJRib7-I6_Y_PBZgSgthU/edit * 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, red, -> ?????? <-)]]__''' 2. Check with potential instructors if they are available '''__[[Color(lightblue, red, ->Draft e-mail here <-)]]__''' === Five weeks before event === 1. Travel grant decisions made 1. Inform attendees if they have been accepted or not '''__[[Color(lightblue, green, ->Draft e-mail <-)]]__''' '''Registrant Accepted''' https://docs.google.com/document/d/1XF6rNSWE0otMDG6hlUBE3V2d98yJhGrSIn3Qn_h28g4/edit '''Registrant Declined''' https://docs.google.com/document/d/12earUprs16xjPiP8YEsSZEeesl9DESDurlX-YZePtEw/edit 1. (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 === 1. Finalize agenda 1. Inform instructors so they can make travel arrangements '''__[[Color(lightblue, red, ->Draft e-mail here <-)]]__''' 1. Gather tutorial requirements from instructors '''__[[Color(lightblue, green , ->Draft e-mail <-)]]__''' https://docs.google.com/document/d/1wFy7APaHeVSoLEMeXJx0z1mT64uCqtTDnPQeycHG1QI/edit * 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, red, ->Draft e-mail here <-)]]__''' 1. Send link to form where attendees indicate session preferences (if workshop has parallel tracks) '''__[[Color(lightblue, red, -> Create Google form<-)]]__''' === One week before event === 1. Send reminder about advance work '''__[[Color(lightblue, red, ->Email draft here<-)]]__''' 1. Inform GMOC and aggregate owners '''__[[Color(lightblue, green, ->Email draft <-)]]__''' https://docs.google.com/document/d/1NoJTzuNMtnmSKrB9g3ATJ3P4swWNuyjd4EEd80lL1HE/edit 1. Create GENI Project for event; add instructors 1. Create feedback form for attendees to complete at workshop '''__[[Color(lightblue, blue, ->Google docs for Feedback Forms<-)]]__''' like https://docs.google.com/forms/d/1QlrHG1ye4wJ2iQhtqK7MW-ZaOpQ3Rfi9iEGa0LCrROM/viewform?ts=573c901f&edit_requested=true === Few days before event === 1. Email logistics information to participants '''__[[Color(lightblue, red, ->Email draft 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/10UkxmwfITcWQyKSOZEJZF6C1hb6WZWv0xxO9eSuQ4YQ/edit#gid=186001220 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, red, ->Email draft here<-)]]__''' 1. Delete any temp accounts 1.. Expire GENI project