Host Campus Requirements

Upfront:

• Measurement boxes for each of the tools – pre-installed if possible – with temporary access (accounts or AES keys) for all participants at the workshop.
• List of potential invitees (with email addresses) – note: you can send the invitations or we can send them, referencing you, at your choice. Whoever sends the emails must follow up with the invitees if they do not register in a timely manner.
• Information on local hotels – preferably something convenient to the meeting site or a hotel with which the campus has a special price
• Information on local restaurants (for the evenings) and local food spots (if lunch is not provided.
• Local transportation information (options from the airport, driving instructions, campus map, etc.)
• Parking information – with access, if possible, near the site for the presenters, at least.
• Shipping information – to whom do we ship registration materials?
• Name of a contact person who is handling logistics at the site – can that person be part of a the weekly conf calls, if needed?

On-site:

• Meeting room large enough for participants (IPv6 & Multicast limit the size; sellout) – minimum of 20, maximum of 30. (Host site may have a negotiated number of no-fee registrants.)
• Wired access in the primary meeting room – as many as can be provided as a backup to wireless but minimum of 6 wired connections within the room and at least 2 live feeds for the presenters so they can have the presentation slides on one and a live demonstration on the other.
• Wireless access in the primary meeting room
• 2 Projectors for the meeting room
• Refreshments: 0-2 lunches (depending on location of meeting and proximity to food service locations – cafeterias, fast food, restaurants), 1 morning and 1 afternoon break each day (not including the optional ½ day).
• Eating room, nearby – tables for at least 6 persons so attendees can mingle.
• Area for breaks, preferably right outside the meeting space but NOT INSIDE room.
• Registration area, right outside the meeting space; wireless access here and access to a phone.
• Signs (as appropriate) directing traffic towards the registration area, meeting room, and refreshment/lunch room or area.
• Staffer for registration to hand out name badges and workshop materials binder; specified hours (beginning at start of 1 st day through lunch), and coverage for lunch break each day so that door can remain unlocked but laptops secured.
• Staffer (could be same) in charge of ensuring the arrival/cleanup of refreshments.
• Staffer (could be the same) to distribute and collect the meeting evaluations.

Follow-up:

• Thank you for attending emails – provide contact information for folks to let GigaPoP and Internet2 know when they are ready to list measurement beacons publicly (which is not to say that they are ready to allow all-and-sundry to run tests!)
• GigaPoP to send regular test data to each campus.
• Send Internet2 the evaluation forms.

Internet2 Requirements

Upfront:

• Coordinate dates with host campus & Internet2 presenters.
• Provide host campus with list of support needs; coordinate/manage confcalls to discuss issues.
• Maintain a workshop website – links to lodging, agenda, registration, presentations, downloads, requirements, participants
• Online Registration – need 2 weeks to make this live after getting date from host.
• Supporting materials – 3-ring binder of handouts (cookbooks for each tool), name tags, and evaluation forms. These are shipped to the host campus for distribution at the meeting.
• Supporting Equipment (in A2) and AES keys for immediate on-site use to run tests during the meeting.

On-site:

• Pre-workshop assistance to get participants ‘ready’ for workshop
• Welcoming remarks (could be by the host campus, at their discretion)
• Presentations on 4 tools, workshop exercises to test the tools.
• Closing remarks

Follow-up:

• Testing from Abilene to GigaPoP – data pushed to them.
• Posting measurement beacon information on the E2Epi website
• Keeping participant mailing list ‘live’ for as long as the group wants it.

Meeting Registration Notes:

To go live with registration, the Internet2 meetings team needs to know:

• Charge ($200/participant is standard; is any special pricing arrangements – campus people to be free or discount? If so, we need to know how many and who so we can either not invoice them or provide a code for them to use when registering.)
• Maximum number of paid participants (30)
• Dates
• Worskhop title – Host Name + Network Performance Workshop
• Descriptor blurb – taken from the generic Network Performance Workshop website
• Contact address (for participants for swapping AES keys).
• Name, title, etc. are asked – what other questions are needed – anything we need to know in advance? “have you ever done x?”
• URLs for more info on meeting items
• They’ll create a mailing list for us to use when contacting registrants.
• Drop dead date for going live with registration – 2 week turn-around is standard
• They will take payment, confirmation emails—they can send additional information or reminders of things participants need to do next (hotel, pre-reqs, etc.) with the registration confirmation.
• 80/20 is a usual split (if any) unless the host campus is ABCD.