Changes between Version 3 and Version 4 of GRW/GRW-Checklist_backup1
- Timestamp:
- 10/04/16 15:44:20 (7 years ago)
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GRW/GRW-Checklist_backup1
v3 v4 1 1 [[PageOutline]] 2 '''__[[Color(lightblue, red, done on 5th September 8:00PM)]]__''' 2 '''__[[Color(lightblue, red, Back_up: done on 20th September)]]__''' 3 4 5 [[PageOutline]] 3 6 4 7 = Checklist for GENI Regional Workshops = … … 7 10 * '''Strike tasks off the list as they get done (~~strikethrough font~~) ''' 8 11 * 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 9 * you can also use checklist to manage, like [https://docs.google.com/spreadsheets/d/1 -JruE4QvquY5EEARzshiKuKzWhnIEdDXbsD4DycSzjU/edit#gid=1386834576 this sheet]12 * you can also use checklist to manage, like [https://docs.google.com/spreadsheets/d/1lI6xotjZX8M78AZwtqs0QUQDkMaRSEepqxMmlubfHBQ/edit#gid=1386834576 this sheet] 10 13 * '''Add to checklist links to registration pages, workshop website, workshop flyer, etc''' 11 14 12 15 13 '' Event Dates and Location''16 '''''[http://groups.geni.net/geni/wiki/LinksToPreviousGENI-RegionalWorkshops Past GRWs]''''' 14 17 15 16 === Room Requirements === '''__[[Color(lightblue, green, CheckList )]]__''' [https://docs.google.com/spreadsheets/d/1-JruE4QvquY5EEARzshiKuKzWhnIEdDXbsD4DycSzjU/edit#gid=1386834576 click here]18 ''' GRW !CheckList in the Spreadsheet format:''' [https://docs.google.com/spreadsheets/d/1lI6xotjZX8M78AZwtqs0QUQDkMaRSEepqxMmlubfHBQ/edit#gid=1386834576 click here] 19 === Room Requirements === 17 20 1. Seating: Sufficient room for participants to have a laptop and printed instructions in front of them. 18 21 1. Projector and screen … … 21 24 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. 22 25 1. Power: Power at each table. 23 1. Optional: Whiteboard/Notes board with markers26 1. Optional: !Whiteboard/Notes board with markers 24 27 1. Help: It is nice to have a student/staff member available at least the 1st day of the workshop to help with logistics 25 28 26 29 27 30 === As Early as Possible === 28 1. Get 2 rooms for tutorials 31 1. Get 2 rooms for tutorials set up classroom style 29 32 * 1 room with capacity ~70 30 33 * 1 room with capacity ~50 … … 32 35 1. Find keynote speaker 33 36 1. Create flyer for event 34 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]37 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] 35 38 1. Create event website 36 39 * Event description 37 * Locatio , directions, parking info40 * Location, directions, parking info 38 41 * Link to registration 39 42 * Hotel info 40 43 * Agenda 41 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 <-)]]__'''42 1. Email GENI lists '''__[[Color(lightblue, green, ->Draft e-mail <-)]]__''' https://docs.google.com/document/d/1hOZ85ecX8bTzrMS3EowqU7QJRib7-I6_Y_PBZgSgthU/edit44 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] 45 1. Email GENI lists '''__[[Color(lightblue, green, Draft mail )]]__''' [https://docs.google.com/document/d/1hOZ85ecX8bTzrMS3EowqU7QJRib7-I6_Y_PBZgSgthU/edit here] 43 46 * geni-announce 44 47 * geni-users … … 49 52 50 53 === Six weeks before event === 51 1. Draft agenda based on preferences expressed in registration forms '''__[[Color(lightblue, red, -> ?????? <-)]]__'''52 2. Check with potential instructors if they are available '''__[[Color(lightblue, red, ->Draft e-mail here <-)]]__'''54 1. Draft agenda based on preferences expressed in registration forms '''__[[Color(lightblue, green, Draft Agenda)]]__''' [https://docs.google.com/document/d/1c5VMBFtIBvhztEoAHYVk6OYpyuuTu6FiRSprT09Bx3k/edit here] 55 2. Check with potential instructors if they are available '''__[[Color(lightblue, red, Draft e-mail?)]]__''' 53 56 54 57 55 58 === Five weeks before event === 56 59 1. Travel grant decisions made 57 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/edit58 1. (If having a demos/posters session) Solicit from attendees and schools/organizations in local area. '''__[[Color(lightblue, red, ->Email draft here<-)]]__'''60 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] 61 1. (If having a demos/posters session) Solicit from attendees and schools/organizations in local area. '''__[[Color(lightblue, red, Draft e-mail?)]]__''' 59 62 60 63 === Four weeks before event === 61 64 1. Finalize agenda 62 1. Inform instructors so they can make travel arrangements '''__[[Color(lightblue, red, ->Draft e-mail here <-)]]__'''63 1. Gather tutorial requirements from instructors '''__[[Color(lightblue, green , ->Draft e-mail <-)]]__''' https://docs.google.com/document/d/1wFy7APaHeVSoLEMeXJx0z1mT64uCqtTDnPQeycHG1QI/edit65 1. Inform instructors so they can make travel arrangements '''__[[Color(lightblue, green, Draft mail?)]]__''' [https://docs.google.com/document/d/1jhWZT1uwqvImWMLicTDb7cQzGRHyzKURfmlWONXaCMU/ here] 66 1. Gather tutorial requirements from instructors '''__[[Color(lightblue, green , Draft e-mail)]]__''' [https://docs.google.com/document/d/1wFy7APaHeVSoLEMeXJx0z1mT64uCqtTDnPQeycHG1QI/edit here] 64 67 * Advance work needed by attendees (e.g. tool installation) 65 68 * Resources required (# of VMs per attendee, etc) … … 68 71 69 72 === Two weeks before event === 70 1. Send advance work instructions (Portal account, tool installation, etc) '''__[[Color(lightblue, red, ->Draft e-mail here <-)]]__'''71 1. Send link to form where attendees indicate session preferences (if workshop has parallel tracks) '''__[[Color(lightblue, red, -> Create Google form<-)]]__'''73 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] 74 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] 72 75 73 76 === One week before event === 74 1. Send reminder about advance work '''__[[Color(lightblue, red, ->Email draft here<-)]]__'''75 1. Inform GMOC and aggregate owners '''__[[Color(lightblue, green, ->Email draft <-)]]__''' https://docs.google.com/document/d/1NoJTzuNMtnmSKrB9g3ATJ3P4swWNuyjd4EEd80lL1HE/edit77 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] 78 1. Inform GMOC and aggregate owners '''__[[Color(lightblue, green, Draft mail)]]__''' [https://docs.google.com/document/d/1NoJTzuNMtnmSKrB9g3ATJ3P4swWNuyjd4EEd80lL1HE/edit here] 76 79 1. Create GENI Project for event; add instructors 77 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=true80 1. Create feedback form for attendees to complete at workshop '''__[[Color(lightblue, green, Feedback Form)]]__''' [https://docs.google.com/forms/d/1GGjpTaCc1xc3lWFZypzXTfvZyv6wg3zKJThzHMIwEr8/edit here] 78 81 79 82 80 83 === Few days before event === 81 1. Email logistics information to participants '''__[[Color(lightblue, red, ->Email draft here<-)]]__'''84 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] 82 85 * Link to agenda 83 86 * Directions 84 87 * Parking 85 88 1. Badges/nametags for participants 86 1. Sign-up sheets '''__[[Color(lightblue, green, Draft sign-up sheet)]]__''' https://docs.google.com/spreadsheets/d/10UkxmwfITcWQyKSOZEJZF6C1hb6WZWv0xxO9eSuQ4YQ/edit#gid=18600122089 1. Sign-up sheets '''__[[Color(lightblue, green, Draft sign-up sheet)]]__'''[https://docs.google.com/spreadsheets/d/10UkxmwfITcWQyKSOZEJZF6C1hb6WZWv0xxO9eSuQ4YQ/edit#gid=186001220 here] 87 90 1. Print instructions and worksheets for tutorials 88 91 1. Signs from parking lots to classrooms (if needed) … … 90 93 91 94 === After the event === 92 1. Follow-up email to attendees '''__[[Color(lightblue, red, ->Email draft here<-)]]__'''95 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] 93 96 1. Delete any temp accounts 94 1. .Expire GENI project97 1. Expire GENI project 95 98