Changes between Initial Version and Version 1 of GRW/GRW-Checklist_backup1

Timestamp:

09/05/16 23:14:44 (8 years ago)

Author:

mramamoo@asu.edu

Comment:

--

GRW/GRW-Checklist_backup1

@@ +1 @@
+[[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 checklist to manage, like [https://docs.google.com/spreadsheets/d/1-JruE4QvquY5EEARzshiKuKzWhnIEdDXbsD4DycSzjU/edit#gid=1386834576 this sheet]
+    * '''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 click here]
+ 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, Sample Google form)]]__''' click [https://docs.google.com/forms/d/e/1FAIpQLSdDUHvQyRHt45mzxrJyytY_0O-Me-jZIQLzvBoJ6V0g6JBWJg/viewform here] or [http://sites.bu.edu/geni/registration-form-for-geni-workshop-camp/ here]
+ 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 
+