Version 46 (modified by, 6 years ago) (diff)


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 here for more details
    • you can also use checklist to manage, like this sheet
  • Add to checklist links to registration pages, workshop website, workshop flyer, etc

Event Dates and Location

Room Requirements === Color(lightblue, green, CheckList )? click here

  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 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
  2. Find keynote speaker
  3. Create flyer for event
  4. Event registration site (typically Google Form) Color(lightblue, blue, -> Sample Google form <-)? click here or here
  5. Create event website
    • Event description
    • Locatio, 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, red, ->Draft e-mail here <-)?
  7. Email GENI lists Color(lightblue, green, ->Draft e-mail <-)?
    • 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, 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
  2. Inform attendees if they have been accepted or not Color(lightblue, green, ->Draft e-mail <-)? Registrant Accepted Registrant Declined
  3. (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
  2. Inform instructors so they can make travel arrangements Color(lightblue, red, ->Draft e-mail here <-)?
  3. Gather tutorial requirements from instructors Color(lightblue, green , ->Draft e-mail <-)?
    • 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, red, ->Draft e-mail here <-)?
  2. 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<-)?
  2. Inform GMOC and aggregate owners Color(lightblue, green, ->Email draft <-)?
  3. Create GENI Project for event; add instructors
  4. Create feedback form for attendees to complete at workshop Color(lightblue, blue, ->Google docs for Feedback Forms<-)? like

Few days before event

  1. Email logistics information to participants Color(lightblue, red, ->Email draft here<-)?
    • Link to agenda
    • Directions
    • Parking
  2. Badges/nametags for participants
  3. Sign-up sheets Color(lightblue, green, Draft sign-up sheet)?
  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, red, ->Email draft here<-)?
  2. Delete any temp accounts 1.. Expire GENI project