Workshop Planning and Deliverables

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

• Conceive of an idea for a workshop with collaboration from colleagues and the biodiversity community.
• Check the iDigBio Calendar for your proposed dates.
• Review the summaries of previous iDigBio Workshops.
• Write your proposal following the instructions provided in the iDigBio Workshop Request Process document.
• Upload your proposal using iDigBio’s Workshop Proposal Webform for review by the iDigBio Steering Committee.

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• You may initially leave the outreach event as unpublished to reserve space on the calendar. Unpublished events are only visible to iDigBio staff when logged in to the website.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.
  • The iDigBio Project Assistant will give a copy of the list to the iDigBio Education and Outreach Coordinator for updating the participant accounting database.
  • The iDigBio Project Assistant will give a copy of the list to the iDigBio Biodiversity Informatics Manager for updating the listservs. Supply the list as a spreadsheet: email in column one and whole person name in column two.
• 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 Wiki 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.
  • If the workshop will be held at iDigBio headquarters, confirm that the iDigBio Conference Facilities are available on the workshop dates and that they have the facilities you require.
    • • The availability of the Large Conference Room may be checked at checking web calendar or Outlook (FLMNH-IDB Conference Room). If it is available, create a meeting request and invite flmnh-idb-cr@ad.ufl.edu as an attendee (not as a resource).
      • The availability of the Small Conference Room and other offices may be checked by contacting the iDigBio Project Assistant or the iDigBio Project Manager.
  • You may also want to consider other on-campus venues as UF has many facilities available for rent. Some suggested facilities are:
    • Powell Hall also know as the "public" Florida Museum of Natural History (FLMNH).
    • Reitz Union Auditorium is in the middle of campus.
    • Harn Museum of Art located next door to Powell Hall.
    • Emerson Hall located ~0.4 mile down University Avenue from iDigBio HQ.

• Secure the hotel room block

• For any new vendors, be sure to complete the UF Vendor Application, UF Vendor Tax Information Form, and a copy of the vendor's Direct Billing Application.

• The iDigBio Project Assistant will get a contract or rooming agreement from the hotel.
  • The iDigBio Project Assistant sends the contract to the workshop organizer for review.
  • After review, the iDigBio Project Assistant forwards the contract to FLMNH Accounts Payable who will then send it for approval by UF Purchasing. Be sure to list the contractor as: University of Florida Board of Trustees on Behalf of its Florida Museum
  • When the contract is approved by UF Purchasing, the iDigBio Project Assistant returns the contract for signing by the hotel sales representative and then forwards the signed contract to FLMNH Accounts Payable.

• The iDigBio Project Assistant submits P.O. Request to FLMNH Accounts Payable for the hotel.
  • The P.O. Request must be signed by the iDigBio Project Manager or the iDigBio Project Director.
  • When the P.O. is generated via myUFMarket, it will be sent to the vendor at which time FLMNH Accounts Payable will send the iDigBio Project Assistant an FYI email.

60 Days Before Event

• The iDigBio Project Assistant gets a catering estimate and/or Banquet Event Orders (BEO) for social event buffets, receptions, etc. The estimate should include cost, seating arrangements, tables needed, cash bar, etc.
  • UF is tax exempt, and you may need to provide the caterer with a copy of the Tax Exempt Certificate.
  • For local events, we recommend:
    • Classic Fare Catering
    • Celebrations Catering
  • The iDigBio Project Assistant sends the estimate/BEO to the workshop organizer for review.
  • After review, the iDigBio Project Assistant fills out a P.O. Request and forwards it to FLMNH Accounts Payable.
    • Catering estimates (i.e., no contract) DO NOT require UF Purchasing approval.
    • BEOs are contracts and require approval by UF Purchasing via FLMNH Accounts Payable. Be sure the contractor is listed as: University of Florida Board of Trustees on Behalf of its Florida Museum
  • When the contract is approved by UF Purchasing, iDigBio Project Assistant returns for signing by the catering sales representative and then forwards the signed contract to FLMNH Accounts Payable.
  • When the P.O. is generated via myUFmarket, it will be sent to the vendor at which time FLMNH Accounts Payable will send iDigBio Project Assistant an FYI email.

• Lunches and Snacks - vendors that can invoice FLMNH directly include:
  • Tempo Bistro To Go
  • Panera Bread
  • Crispers

• 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

• The iDigBio Project Assistant completes a Travel Authorization Request (TAR) for each participant who will require any reimbursement. UF and FSU employees who are participants will not have a TAR. See the iDigBio Travel Policy for additional details.
  • The iDigBio Project Assistant searches through past workshop documentation to gather any travel information and UFIDs that we already have, which eases the burden on both the participant and FLMNH administrative staff.
  • If required, provide the traveler's name and DOB to FLMNH Human Resources and request a UFID for the participant’s TAR.
  • If anyone wishes to stay longer, or has unusual flight requests, a cost comparison will be required and discussed with FLMNH Accounts Payable prior to booking. See the iDigBio Travel Policy for additional details.
  • If applicable, attach conference registration form showing details of registration fees and what is included with registration.
  • The iDigBio Project Manager signs each TAR as the Department Head.
  • The TAR for each participant must be turned in to FLMNH Accounts Payable. The [https://www.idigbio.org/contact/Cathy%20Bester iDigBio Project Assistant keeps a copy for iDigBio records.
  • FLMNH Accounts Payable will add the UFIDs into the PeopleSoft system before the iDigBio Project Assistant can purchase airfares.

30 Days Before Event

• The iDigBio Project Assistant turns in the final rooming list to hotel and gives a copy to FLMNH Accounts Payable. Always include the rooming list as a reference when paying the invoice at a later date.

• The iDigBio Project Assistant finds airfare, best schedule and rate, and then emails each participant for their final approval.

• Once participant approves itinerary, the iDigBio Project Assistant books airfare online with P-Card, and then turns in receipts to FLMNH Accounts Payable and the FLMNH P-Card Processor. If for any reason there is a misspelling of someone's name on the airfare, call the airline so they can alert the TSA to avoid any issues. The iDigBio Project Assistant records the airfare amount on the workshop budget tracking spreadsheet.

• 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

• The iDigBio Project Assistant creates name tags and meeting folders.
  • Use FLMNH folders if possible (contact FLMNH Marketing)
  • Include some tourism info (from downtown tourism office), an iDigBio brochure, an FLMNH brochure (contact FLMNH Marketing or the FLMNH Director's Office), meeting info/agenda, and an iDigBio business card or the iDigBio Project Manager's business card.
  • Check with workshop organizer regarding what information goes onto the name tags; be sure to use larger font size for participant names.
  • Be sure to include any helpful maps such as walking maps or local restaurant maps.
  • You may want to have iDigBio posters available for participants to take; you can also offer them to be mailed via this webform.
  • Ask the workshop organizer if they want to have the iDigBio trade show display and/or the iDigBio table top display set up.

• 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.

• The iDigBio Project Assistant contacts the hotel to discuss any last minute details.
  • When applicable, the iDigBio Project Assistant asks for early access to the meeting space so that the iDigBio IT Expert can setup A/V equipment.

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

• Immediately after the event, the iDigBio Project Assistant follows-up with participants regarding reimbursement procedures and haves them submit their original receipts.
  • All receipts are turned in to FLMNH Accounts Payable for reimbursement processing.
  • FLMNH Accounts Payable will send an Expense Report to the iDigBio Project Assistant for signing by the participant.
  • FLMNH Accounts Payable gives checks to the iDigBio Project Assistant for distribution.

• 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.