Difference between revisions of "Workshop Planning and Deliverables"

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(90 Days Before Event)
(90 Days Before Event)
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* Make sure the workshop is '''Published''' on the [https://www.idigbio.org/calendar iDigBio Calendar].
 
* Make sure the workshop is '''Published''' on the [https://www.idigbio.org/calendar iDigBio Calendar].
* Create a page on the [[Wiki Home|iDigBio Wiki]] for your workshop. Update the [[IDigBio Workshops|Workshop Summaries]] page accordingly. Continue to update your Wiki page as more information becomes available. Your Wiki page will contain links to your agenda, presentations, recordings, and workshop report.
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* Create a page on the [[Workshop Wiki Template|iDigBio Workshop Wiki Template]] for your workshop. Update the [[IDigBio Workshops|Workshop Summaries]] page accordingly. Continue to update your Wiki page as more information becomes available. Your Wiki page will contain links to your agenda, presentations, recordings, and workshop report.
 
* Make sure you know your total budget as presented in your workshop proposal.
 
* Make sure you know your total budget as presented in your workshop proposal.
 
* The [https://www.idigbio.org/contact/Cathy%20Bester iDigBio Project Assistant] works with the workshop organizer and the [https://www.idigbio.org/contact/David_Jennings iDigBio Project Manager] to determine workshop dates, number of participants, number of facilitators, location, preferred hotel, etc.
 
* The [https://www.idigbio.org/contact/Cathy%20Bester iDigBio Project Assistant] works with the workshop organizer and the [https://www.idigbio.org/contact/David_Jennings iDigBio Project Manager] to determine workshop dates, number of participants, number of facilitators, location, preferred hotel, etc.

Revision as of 14:52, 28 July 2015

iDigBio Workshop Planning - For Workshop Planners and Organizers

iDigBio coordinates its outreach efforts through the support of workshops, symposia, and other events. Workshops are distinct meeting events, held virtually and/or onsite, that focus on producing clear deliverables and addressing clear objectives. Workshops are often supported by a Working Group. In these cases, the Working Group executes the planning of the event and ensures carry-through on the outcomes and action items from the Workshop. In situations where a Working Group is not required to continue collaboration following the Workshop, a Planning Group should still be included in the application to coordinate, plan, and follow through on the Workshop.

Every workshop planner should make themselves familiar with the process outlined below, especially with respect to the deliverables.

If you are interested in attending a workshop, please review the iDigBio Travel Policy. You can find upcoming workshops, symposia, and other events on the iDigBio Calendar.

Step 1 Proposal Process

Step 2 Planning the Workshop

Once your proposal has been approved by the iDigBio Steering Committee, you should use the following list of deliverables to ensure that the workshop planning and execution proceeds without undue stress or missed deadlines for all staff involved. If you need a copy of the approved workshop proposal, contact the workshop organizer or the iDigBio Project Manager.

Calendar Entry

  • Create an Outreach Event on the iDigBio Website with known meeting details, including: date, time, Adobe Connect URL, agenda, instructions, etc.
  • You may initially leave the outreach event as unpublished to reserve space on the calendar. Unpublished events are only visible to iDigBio staff when logged in to the website.
  • Continue to update this page as more information becomes available.

Registration

  • Create a registration form using Drupal, Google, or Qualtrics. Collect at least first name, last name, institution, email address, and badge name.
  • Advertise your workshop using the iDigBio listservs and other sources like NHCOLL-L to inform the community of the workshop. Be sure to include details about the agenda, place and time, and what support (if any) will be available, and what the qualifications are for support.
  • When the registration has been closed, decide who is on the approved list. There may be registrants who do not qualify for support. Follow up with the successful registrants to confirm their status. Give the contact information to the iDigBio Project Assistant. This is important to make sure it is complete and accurate, as it is used by other staff to help keep project accounting for NSF. Cathy will coordinate travel for the approved registrants.
  • Once the workshop is over, give the final participant list to the iDigBio Project Assistant for updating our NSF-required participant accounting.
  • Make sure that all approved registrants receive a copy of the iDigBio Travel Policy.
  • Set a deadline for registration and do not make exceptions.

Pre-Workshop Activities

  • Make sure the hotel has enough rooms available for the workshop.
  • Determine catering needs, and send the catering contact info to the iDigBio Project Assistant.
  • Determine audio/visual needs for the workshop venue, and coordinate with the iDigBio IT Expert regarding availability.
  • Work with the iDigBio Project Evaluator to develop an evaluation plan. This may include a pre-workshop survey to guide decisions regarding the workshop agenda, topics, organization, participants, etc., but the plan should always include a post-workshop evaluation. If you anticipate that you might ever use the results of either survey or other workshop activities in a publication or conference presentation, university policy requires that your protocol and evaluation instruments be reviewed by an Institutional Review Board. Normally, we use the services of the UF IRB; however, workshop organizers with other institutional affiliations may opt to use their own Institutional Review Boards. At UF, the process can take up to one month; at other institutions, the process can take much longer. If the evaluation results are for internal use only (not research), IRB review is not required.

Workshop Contents

  • Coordinate with workshop presenters to make sure they are in sync with the overall desired intent of the workshop.

Workshop Planning Timeline

Use this timeline to make sure you have all necessary elements of the workshop complete for all parties involved in the in-house planning. The following outlines the typical support processes required by iDigBio Staff to administer a workshop.

90 Days Before Event

  • Make sure the workshop is Published on the iDigBio Calendar.
  • Create a page on the iDigBio Workshop Wiki Template for your workshop. Update the Workshop Summaries page accordingly. Continue to update your Wiki page as more information becomes available. Your Wiki page will contain links to your agenda, presentations, recordings, and workshop report.
  • Make sure you know your total budget as presented in your workshop proposal.
  • The iDigBio Project Assistant works with the workshop organizer and the iDigBio Project Manager to determine workshop dates, number of participants, number of facilitators, location, preferred hotel, etc.
  • The iDigBio Project Assistant creates a workshop spreadsheet for participant and expense tracking.
  • Get hotel estimates - lodging, meeting space, audio/visual, transportation, food (breakfast, lunch, coffee, snacks), etc.
    • UF is tax exempt, and you may need to provide the hotel with a copy of the Tax Exempt Certificate.
    • Check on gaining early access to rooms prior to meeting to verify setup and any potential IT issues.
    • If the workshop is in Gainesville, here are some notes about local hotels:
      • The Holiday Inn is within easy walking distance (~0.3 mile from HQ).
      • The Hilton is expensive but has great facilities.
      • The Hampton Inn is located downtown (a short ride from iDigBio HQ on the Route 5 bus) .
      • DO NOT USE the Paramount Plaza because we have had poor experiences there.
  • Determine meeting space requirements for your main meeting, break-out sessions, etc.
  • Secure the hotel room block

60 Days Before Event

  • The iDigBio Project Assistant gathers travel information for each participant:
    • Full name as it appears on travel documentation - driver's license or passport - may need additional documentation for international travelers
    • DOB - month/day/year format
    • Dates of travel
    • Name and three letter code of the airport the attendee will be departing from
    • Name and three letter code of the airport the attendee will be flying into upon their return

30 Days Before Event

  • The iDigBio Project Assistant finds airfare, best schedule and rate, and then emails each participant for their final approval.
  • If a participant requires a rental car, work with FLMNH Accounts Payable to acquire a voucher to mail via the postal service to the participant to use at the counter when picking up the vehicle. Otherwise, they will not receive the state rental rate and there may be issues with reimbursement procedures. See the iDigBio Travel Policy for additional details.
  • Finalize your evaluation plan with the iDigBio Project Evaluator. If you anticipate that you may use the results from the evaluation or other workshop activities in a publication or conference presentation, university policy requires that your protocol and evaluation instruments are reviewed by an Institutional Review Board. Normally, we use the services of the UF IRB; however, workshop organizers with other institutional affiliations may opt to use their own Institutional Review Boards. At UF, the process can take up to 30 days; at other institutions, the process can take much longer.

1 Week Before Event

  • Plan for coffee and snack breaks.
    • Purchase food and drink from Publix. DO NOT purchase Coke products as it violates university policy.
    • For local events, you can use Pascal’s across the street for coffee breaks.

Day of Event and During Event

  • iDigBio staff are present during participant check-in on the first workshop day to welcome attendees, handout workshop folders and name badges.
  • iDigBio staff work with the organizer to provide logistics and support as necessary.
  • iDigBio staff work with the iDigBio Project Evaluator to create and disseminate a post-workshop evaluation to assess the effectiveness of the workshop. It is best that the survey be delivered to the participants via email on the last day of the workshop.

Day After Event

  • Make sure to turn in an agenda and meal plan to FLMNH Accounts Payable at the completion of all workshops so it is clear which meals participants get reimbursed for, meals that aren't included as workshop functions/events.
  • Update the Sponsored Workshop Tracking list with the workshop name, dates, and names/affiliations of all participants. Names should be put into the list in alphabetic order (by first name), and separate facilitators from participants and remotes.

Post-Workshop Activities

  • Work with the iDigBio Project Evaluator to evaluate the survey results. Share with the team any interesting findings and/or items for improvement.
  • Write a workshop report for posting on the iDigBio website.
  • Ensure that your Wiki page contains links to the workshop presentations, recordings, and report.
  • Ensure that the Workshop Summaries page is updated.
  • Please ensure that you use proper tags/categories/keywords in your report, wiki, and biblio entries to enable discoverability.