[[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 [http://groups.geni.net/geni/wiki/WikiFormatting#FontStyles here] for more details * you can also use a spreadsheet type of checklist to manage, like [https://docs.google.com/spreadsheets/d/1lI6xotjZX8M78AZwtqs0QUQDkMaRSEepqxMmlubfHBQ/edit#gid=1386834576 this sheet] '''''[http://groups.geni.net/geni/wiki/LinksToPreviousGENI-RegionalWorkshops Past GRWs]''''' ''' GRW !CheckList in the Spreadsheet format:''' [https://docs.google.com/spreadsheets/d/1lI6xotjZX8M78AZwtqs0QUQDkMaRSEepqxMmlubfHBQ/edit#gid=1386834576 click here] === 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 set up classroom style * 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, green, Google form)]]__''' click here [https://docs.google.com/forms/d/1qzzTTBzMRpZjB98uRwksmr2ua-KRe7Wwd7OOzPts410/edit Registration Form-Workshop and Camp] or [https://docs.google.com/forms/d/16rzjP_hKO3fbgEG4bGQNY7WY6UYDvvKABYq_i6nGrgk/edit Registration Form for Workshop only]. [[Color( none, blue, For the GRW-Travel Grant Application Form)]] [https://docs.google.com/forms/d/1BPPGIxNJXGO_dOhYwyySIFnvkoyKfkx484qqzIxeVyU/edit Click here] 1. Create event website * Event description * Location, 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, green, Draft e-mail )]]__'''[https://docs.google.com/document/d/1LFoRfsmOiqpJ-MBClFi-TxGUCntF8DplS7XG11nb8IU/edit here] 1. Email GENI lists '''__[[Color(lightblue, green, Draft mail )]]__''' [https://docs.google.com/document/d/1hOZ85ecX8bTzrMS3EowqU7QJRib7-I6_Y_PBZgSgthU/edit here] * 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, green, Draft Agenda)]]__''' [https://docs.google.com/document/d/1c5VMBFtIBvhztEoAHYVk6OYpyuuTu6FiRSprT09Bx3k/edit here] 2. Check with potential instructors if they are available '''__[[Color(lightblue, red, Draft e-mail?)]]__''' === Five weeks before event === 1. Travel grant decisions made 1. Inform attendees if they have been accepted or not '''__[[Color(lightblue, green, Draft mail)]]__''' [https://docs.google.com/document/d/1XF6rNSWE0otMDG6hlUBE3V2d98yJhGrSIn3Qn_h28g4/edit Registrant Accepted] [https://docs.google.com/document/d/12earUprs16xjPiP8YEsSZEeesl9DESDurlX-YZePtEw/edit Registrant Declined] 1. (If having a demos/posters session) Solicit from attendees and schools/organizations in local area. '''__[[Color(lightblue, red, Draft e-mail?)]]__''' === Four weeks before event === 1. Finalize agenda 1. Inform instructors so they can make travel arrangements '''__[[Color(lightblue, green, Draft mail?)]]__''' [https://docs.google.com/document/d/1jhWZT1uwqvImWMLicTDb7cQzGRHyzKURfmlWONXaCMU/ here] 1. Gather tutorial requirements from instructors '''__[[Color(lightblue, green , Draft e-mail)]]__''' [https://docs.google.com/document/d/1wFy7APaHeVSoLEMeXJx0z1mT64uCqtTDnPQeycHG1QI/edit 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. 1. Create temp accounts === Two weeks before event === 1. Send advance work instructions (Portal account, tool installation, etc) '''__[[Color(lightblue, green, Draft mail)]]__''' [https://docs.google.com/document/d/1xyhrWRnNk0haaLI5kT0swON30xTE-PlYOep643_Awo0/edit here] 1. Send link to the Google form where attendees indicate session preferences (if workshop has parallel tracks) '''__[[Color(lightblue, green, Draft mail)]]__''' [https://docs.google.com/document/d/165BoXo4DMNfBIApVkpJ_GCwb2uQ4tdfh30qGswUt1vg/ here] '''__[[Color(lightblue, green, Google form)]]__''' [https://docs.google.com/forms/u/0/d/1j3HtSrKlXz55OAYzLIpej4Uf5xW_79NuAHpvibYvK_s/ here] === One week before event === 1. Send reminder about advance work '''__[[Color(lightblue, red,Email draft?)]]__''' '''__[[Color(lightblue, green, Draft mail about tutorials availability)]]__''' [https://docs.google.com/document/d/1m19pl_5V9BX03b5NADd3cSgi20KlzrlH6BhyGY-UjCs/ here] 1. Inform GMOC and aggregate owners '''__[[Color(lightblue, green, Draft mail)]]__''' [https://docs.google.com/document/d/1NoJTzuNMtnmSKrB9g3ATJ3P4swWNuyjd4EEd80lL1HE/edit here] 1. Create GENI Project for event; add instructors 1. Create feedback form for attendees to complete at workshop '''__[[Color(lightblue, green, Feedback Form)]]__''' [https://docs.google.com/forms/d/1GGjpTaCc1xc3lWFZypzXTfvZyv6wg3zKJThzHMIwEr8/edit here] === Few days before event === 1. Email logistics information to participants '''__[[Color(lightblue, green, Draft mail)]]__'''[https://docs.google.com/document/d/1kmpHVAYy1DyzMhGYPjzWkInejcJsCx98mrBcktQd-bk/ here] '''__[[Color(lightblue, green, Sample Guidebook with maps and schedule)]]__''' [https://guidebook.com/guide/69010/ 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 here] 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, green ,Workshop Follow-up mail)]]__'''[https://docs.google.com/document/d/1r4ufNFlXmWvLMZUO8mcFNVBUmjxrUUttBOIOcg7SkhI/ Click here] '''__[[Color(lightblue, green ,Summer Camp Follow-up mail)]]__''' [https://docs.google.com/document/d/1LR-u73nr7ZZ4HecrY4bvpNawT7vhA07grLDTviFhq8E/ Click here] 1. Delete any temp accounts 1. Expire GENI project