[[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 [[color(lightblue,black, email draft here)]] 1. Delete any temp accounts 1.. Expire GENI project