Template for Workshop Planning

Here are some general notes and questions to help guide the iterative discussions required to organize a workshop.

1) Workshop Dates

  • What are the planned workshop dates?
  • How many full days? Any half days?
  • Are there any issues with local or national holidays?

2) Funding

  • What the HSF-India project can support
  • Options for local event support and local participant support

2) Timeline for registrations/selections, etc.

  • When will we open and close registration?
  • By when will we communicate selection for the event?
  • Are there any deadlines for local funding proposals?
  • Are there deadlines for organizing visas (letters, etc.) for people?

4) Organizing for visas for people that need them (list of external participants)

5) Lecture room considerations

  • size and layout of lecture room given expected number of participants
  • important considerations:
    • WiFi (with sufficient bandwidth and scalability for number participants)
    • access to power for all individual’s laptops
    • tables or fold out/up tablet desks in lecture hall seats
    • size, brightness, visibility and resolution of the main screen
      • we will be showing code which is often dense text with a smaller font
    • audio

6) Organization for breaks/lunches and a social dinner

7) Accommodations for participants

  • Hotel options
  • guest house or student accommodations

8) Poster and advertising

  • Poster for the website and/or signage during the event
  • Where do we advertise