Initial Publication Date: June 15, 2015

Timeline for Convening a Cutting Edge-style Workshop and Developing Its Website

This page describes the process and timeline for planning a Cutting Edge-style workshop, and for making sure that the associated web pages are created in a timely manner.

Timeline:

Jump down to: Right now | -3 Months | -2 Months | -1 Month | Post-Workshop

General Overview

Workshops require planning by a team that spans the expertise needed to fully engage the various pieces of the topic and includes experts in workshop planning. The following process has been used by the On the Cutting Edge project to develop our emerging theme workshops.

Topics are selected by the PIs approximately one year in advance based on input from the geoscience education community and Advisory Board.
A leader in the emerging theme is identified to serve as a co-convener. That person works with the PI responsible for the workshop to refine the specific workshop goals and to identify the workshop planning committee. The workshop goals and committee are submitted to the PI team for comment.
Using electronic and phone communications, the workshop planning committee reviews and refines the workshop goals. They then create a workshop program meeting these goals and the general goals outlined above. The planning committee also identifies workshop leaders able to execute the various aspects of the program, as well as participants who should be encouraged to apply for the workshop (see more about characteristics of strong leaders).
The PI and co-convener takes responsibility for encouraging applications within the specific target community, selecting the participants and developing the program materials. They work to engage the planning team fully in these aspects of workshop development.
A website with resources is developed to support the workshop.

As Soon as the Workshop is Scheduled: Calculate Your Timeline

Mark your pre- and post-workshop deadlines in your calendar

More than 3 Months in Advance: Initial Workshop and Website Development

To create the workshop website:

Workshop conveners hold brainstorming meetings/conference calls, to
- set the goals and objectives of the workshop
- set the scope of the workshop program
- decide what participants will create/submit for the resource collection(s)
- set the selection criteria for workshop participation
- write the application questions
- set the application deadline (usually at least 2 months prior to workshop)
- set the registration fee; this should be sufficient to cover all of the workshop leader's (or leaders') expenses
- Confirm workshop location
- Identify potential keynote(s)/invited speakers
Workshop conveners develop the workshop module, with the assistance of the webteam mentor:
- home page
- overview page
- application form (Note: all forms will be created by your web team mentor, and you should expect that to take a few days)

3 Months Prior to Workshop: Initial Announcement of the Workshop

At this time, the workshop website should be publicly accessible with a home page, an overview page and an application (at minimum) and the initial workshop advertising should take place.
Note: for workshops taking place at professional society meetings, the announcement of the workshop should go out whenever abstracts for the meeting are accepted, so that meeting attendees can make appropriate travel plans.

2-3 Months Prior to the Workshop: Additional Workshop Website Development

Create logistics page with information about travel, lodging, meals, and the workshop venue

Coordinate with hotel/lodging, if applicable
Line up catering

Create and post a draft program
Create registration form (if applicable) and pre-workshop assignment submission forms
Set registration deadline (usually at least 1 month prior to workshop, but may be dependent on when housing, workshop venue, and/or catering need final numbers) and create a participant checklist

2 Months Prior to Workshop (1 week after application deadline): Participant Selection

Select participants based on selection criteria
Screen accepted participants with an eye toward potential speakers
Create an email list of selected participants
Notify participants (via email list) and those not accepted (individually)
Create participant list (web page on workshop website)

1 Month Prior to Workshop: Registration Deadline

Contact accepted applicants who haven't registered to find out what's going on
Shepherd participant submissions into web pages; provide technical support, proofreading and formatting as needed.
Post participant submissions (link to participant list) and consult with SERC about incorporation into larger collections.
Create other pre-workshop information (such as a reading list) or complete other pre-workshop activities (such as an online discussion)
Regular communication between planning team and participants about upcoming deadlines, expectations, pre-work, etc.
Finalize hotel/lodging
Finalize catering, including special dietary needs
Determine exact locations such as room numbers
Update logistics and program pages with emerging details.

2 Weeks Prior to Workshop: Finalize Program

Flesh out the workshop program including assignments of speaking roles to participants
Finalize program web page with titles, specific times and room numbers for all sessions
Develop other pages supporting specific sessions with web team mentor (e.g. upload forms for use prior to or at the workshop)
Finalize evaluation form(s)
Chase down last submissions from delinquent participants
Work with speakers to get presentations uploaded
As the final program gets hammered out, make handouts, upload forms, workspaces as needed. Assign privs as needed to form queues and workspaces
Manage withdrawals, last-minute applicants and other changes
Last minute details: organizing/printing/uploading necessary workshop materials, pre-arranging working groups and setting up workspaces
For Virtual/Hybrid Workshops:

Set up conference call numbers
Make sure presenters (and participants) are comfortable with/have an opportunity to experience web-conferencing software and the conference call technologies
Set up workgroup workspace pages and conference call numbers (if applicable)

(THE WORKSHOP HAPPENS)

Following the Workshop

Update the workshop web pages:
- Collect and post files (presentations, posters, readings and relevant links) to the workshop program page
- Change workshop web pages to the past tense
- Collect missing, incomplete, or promised contributions
- Transition collections out of workshop module into topical module
- Populate the website with all the connections brought up during the workshop.
Proofread the website
Interact with participants

Send a thank you note via the email list
Send email list a note when topics module is complete, thank everyone for their contributions, prompt for more submissions.
Keep track of new submissions and changes authors want to make to their contributions. Follow-up with authors (e.g. activity sheets/courses/workspaces, etc) to see if they need further assistance or if they're ready for their page to go live.

Write a workshop report and complete workshop reflection for evaluation

How many participants attended
What they learned
What you learned: what went particularly well, what you would do differently if you did it again
Any feedback you have about the mentoring process, both in terms of the workshop design and the website development process

Disseminate workshop outcomes

Do something - a GSA/AGU poster/presentation, EOS article, etc. - to publicize outcomes of the workshop and website.
Make sure the topics website is linked to related pages and a news item is published about it.

Further develop the Topical Module

Take materials created at the workshop and make into final products.
Follow up with working groups who are developing new things
Make new additions, as needed

Initiate follow-up activities
Virtual/Hybrid Workshops: Take down access codes and link to screen-sharing software or entire technology information page