Workshop Planning and Deliverables

From iDigBio
Revision as of 10:18, 8 January 2015 by Joanna (talk | contribs) (→‎fodder)
Jump to navigation Jump to search

iDigBio Workshop Planning

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.

Step 1 Proposal Process

  • Conceive of an idea for a workshop with collaboration from colleagues and the biodiversity community
  • Check the calendar for your proposed dates
  • Write your proposal following the instructions provided in the following iDigBio Workshop Request Process document: https://www.idigbio.org/content/idigbio-workshop-request-process-3
  • Review the summaries of previous iDigBio Workshops.
  • Write your proposal following the instructions provided in the following 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 the proposal has been accepted, you should use the following list of deliverables to ensure that the workshop planning and execution proceeds without undue stress and blown deadlines.

Registration

Either via Drupal or a Google form collect registration info, use the iDigBio listservs and other sources like nh-coll to inform the community of the workshop, with details of agenda, place and time, and what support if any will be available, and what the qualifications are for support. Collect at least first name, last name, institution, email address. 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 Cathy Bester. 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. She will coordinate travel for the approved registrants.

Cathy's deadline for registration is:

Set the deadline for registration and do not make exceptions.

Pre-Workshop Activities

  • Make sure the hotel has enough rooms available for the workshop, send the catering contact info to Cathy.
  • Get A/V contacts for the workshop venue and coordinate with Kevin Love for his availability.
  • Work with Shari Ellis to create and disseminate a pre-workshop evaluation to fine tune the details of the agenda.

Workshop Contents

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

fodder

 Information about workshops and how to apply is on this webpage (iDigBio -> Education -> Workshops): https://www.idigbio.org/calendar/workshops

· On that page, there is a link to the workshop request process: https://www.idigbio.org/content/idigbio-workshop-request-process

· You should also review the iDigBio Travel Policy because your participants will need to abide by this policy: https://www.idigbio.org/content/idigbio-travel-policy

· You should also review the general timeline of our internal workshop workflow: https://www.idigbio.org/redmine/projects/website/wiki/Workshop_Planning_Checklist_and_Documentation

Post-Workshop Activities

  • Work with Shari Ellis to create and disseminate a post-workshop evaluation to assess the effectiveness of the workshop.
  • Evaluate the the results and share with the team any interesting findings.
Retrieved from "http://www.idigbio.org/wiki/index.php?title=Workshop_Planning_and_Deliverables&oldid=13561"