wiki:GRW/GRW-Checklist

Version 55 (modified by mramamoo@asu.edu, 3 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 mail )? here
    • 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 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 mail here <-)?
  3. Gather tutorial requirements from instructors Color(lightblue, green , Draft e-mail)? 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.
  4. Create temp accounts

Two weeks before event

  1. Send advance work instructions (Portal account, tool installation, etc) Color(lightblue, green, Draft mail here)? 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, Draft mail)? here
  3. Create GENI Project for event; add instructors
  4. Create feedback form for attendees to complete at workshop Color(lightblue, blue, Sample Feedback Form)? here

Few days before event

  1. Email logistics information to participants Color(lightblue, green, Sample Guidebook with maps and schedule)? here
    • Link to agenda
    • Directions
    • Parking
  2. Badges/nametags for participants
  3. Sign-up sheets Color(lightblue, green, Draft sign-up sheet)?here
  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