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How to Schedule an Event

How to Schedule an Event

Feb 28, 2012

How to Get an Event Greenlighted

  1. Check the /wiki/spaces/Events/pages/242199860 and /wiki/spaces/Events/pages/242199881 to see if iPlant is in contact with someone at the institution regarding an iPlant event. 
    1. If there has been no prior contact, create a new entry on Events Under Discussion about the possible event. Provide as much information as possible. 
    2. If there has been prior contact, coordinate with existing iPlant coordinator to see if events can be merged.
  2. The iPlant coordinator (you) should discuss the following with the local host:
    1. What? What kind of event are they interested in? e.g., training/tool integration workshop (1-2 days), data-to-publication (2-3 days), Intro to iPlant overview (0.5-1 day), etc.
    2. Which? Which of the available /wiki/spaces/eot/pages/241585145 is of interest? (Note: Modules are subject to the availability of suitable iPlant trainers.)
    3. Where? Is a suitable on-site computer training facility available? (internet connectivity for multiple computer stations in one room)
    4. Who? About how many participants do they expect/can be accommodated?
    5. When? For event dates, 2-3 months advance notice is ideal.  Suggest a range of possible dates, and/or consider several optional dates.
  3. Email EOTCO that you would like to discuss the proposed event at the next EOTCO meeting. This will trigger the SAs to put the proposed event on the next agenda. 
  4. The EOTCO and EOT Coordinator, Uwe Hilgert, will evaluate and determine whether to greenlight the event based on the following criteria: 
    1. Are the needed training resources and trainers available on those dates?
    2. How many new users could iPlant gain at this event? (See Conference Dissemination ROI.)
    3. Is this institution a Primarily Undergraduate Institution, a Minority Serving Institution, a Historically Black College or University, or a Hispanic Serving Institution? 

Things to Remember, In General

  1. iPlant does not provide reimbursement for participant travel to training workshops.
  2. iPlant does not provide food at training workshops.

See Checklist to Organize an Event