CERN – IT Managing Events with Indico Jose Benito Gonzalez Indico Training Courses – 2008 Knut Bjorkli 1 of 43
Outline CERN – IT Overview Information Retrieval Lecture Management Meeting Management Conference Management Future Features Indico Training Courses – 2008 2 of 43
Overview CERN – IT Was originally developed as a EU project in 2002-2004 (CERN was main developer) Since then developed by CERN, and distributed as open source package Installed in many places worldwide EPFL (Switzerland) Engine@BRGM (France) LAL (France) CIEMAT (Spain) DESY (Germany) ILC (Virtual) KEK (Japan) RIKEN (Japan) TRIUMF (Canada) IPPP @ U. of Durham (UK) Dept of Physics @ U. of Hawaii (USA) Fermilab (USA) U. of Illinois (USA) ICN @ U. of Mexico (Mexico) … Development collaboration with Fermilab and EPFL Used to manage events of all kind: lectures, meetings, Indico Training Courses – 2008 conferences and workshops CERN server currently hosts more than 50,000 events 3 of 43
Overview CERN – IT Long-term archival of the events information and related files Fine-granularity protection setup File storage at all levels (categories and events) Integrated CERN Room Booking System (CRBS) Indico Training Courses – 2008 4 of 43
Information Retrieval 5 of 43 CERN – IT Indico Training Courses – 2008
Information Retrieval CERN – IT One server – Many events of various sizes Hierarchical organisation: tree of categories to classify the events Indico Training Courses – 2008 6 of 43
Information Retrieval CERN – IT Various handy temporal views: calendar overview Indico Training Courses – 2008 Search engine (metadata and fulltext) 7 of 43
Information Retrieval CERN – IT Export tools: XML export: creation of external web pages (CERN home page, ATLAS home page, LHCb, EP Seminars, Summer Student Lectures …), RSS feeds iCAL exports Indico Training Courses – 2008 8 of 43
Lecture Management 9 of 43 CERN – IT Indico Training Courses – 2008
Lecture Management CERN – IT Simpler than Conferences and Meetings No timetable Indico Training Courses – 2008 Specific features: Creation of posters Evaluation form Room booking 10 of 43
Lecture Management 11 of 43 CERN – IT Indico Training Courses – 2008
Meeting Management 12 of 43 CERN – IT Indico Training Courses – 2008
Meeting Management CERN – IT More actors, processes, complexity Same core as conferences but simplified interfaces Same functionality as lecture + timetable and more Specific features: Participants management Videoconference bookings Indico Training Courses – 2008 Room booking 13 of 43
Meeting Management 14 of 43 CERN – IT Indico Training Courses – 2008
Meeting Management 15 of 43 CERN – IT Indico Training Courses – 2008
Meeting Management Timetable management 16 of 43 CERN – IT Indico Training Courses – 2008
File uploading Meeting Management Protection 17 of 43 CERN – IT Indico Training Courses – 2008
Meeting Management Tools and logs 18 of 43 CERN – IT Indico Training Courses – 2008
Meeting Management Participants module 19 of 43 CERN – IT Indico Training Courses – 2008
Meeting Management Extra: Evaluation form 20 of 43 CERN – IT Indico Training Courses – 2008
Conference Management 21 of 43 CERN – IT Indico Training Courses – 2008
Conference Management logical A complex event… human 22 of 43 CERN – IT Indico Training Courses – 2008
Conference Management …with a lot of processes 23 of 43 CERN – IT Indico Training Courses – 2008
Conference Management CERN – IT • Web portal • Configurable menus • Creation of web pages • Predefined links (timetable, registration, …) Indico Training Courses – 2008 24 of 43
Conference Management CERN – IT • Definition of the conference themes (“tracks”) • Each track have one or more coordinators Indico Training Courses – 2008 25 of 43
Conference Management CERN – IT • Creation of the registration form • With the conference own fields • With billable fields (sell t-shirts, conference fees…) Indico Training Courses – 2008 • Registration and modification of data by attendants • Listings with filters • Email postings • Creation of badges 26 of 43
Conference Management CERN – IT • Configurable form • With predefined sections Indico Training Courses – 2008 • The submitter can preselect its track • Management of deadlines, late submitters, withdrawals… 27 of 43
Conference Management CERN – IT • Referees can be nominated • They add comments to the submitted abstracts Indico Training Courses – 2008 • They can also propose accept/reject • The decision is then made by the conference organiser • Abstracts can be merged together • Creation of Book(lets) of Abstracts 28 of 43
Conference Management CERN – IT • Authors can easily upload their ppt slides or any kind of document which may be used for the presentation • They can then submit/revise their final paper. Indico Training Courses – 2008 29 of 43
Conference Management CERN – IT • Plenary sessions • Parallel sessions • Breaks/social events • Useful tools for changing a time, rescheduling, changing sessions, days… • The display can then be HTML or PDF with various options (filters, sorting…) Indico Training Courses – 2008 30 of 43
Conference Management CERN – IT • Fully configurable web form • Anonymous or not • Statistics on results • Exports to Excel/XML Indico Training Courses – 2008 31 of 43
Conference Management CERN – IT • Same preservation policy as other CERN repositories (guaranteed till CERN closure) • Simple creation of proceedings • All public information is indexed by the search engine Indico Training Courses – 2008 32 of 43
Conference Management CERN – IT � Various listings (contributions, authors, speakers, registrants…) and communication means. � Export mechanisms (iCal, PDF, XML, Excel, RSS) Indico Training Courses – 2008 33 of 43
Conference Management 34 of 43 CERN – IT Indico Training Courses – 2008
Conference Management 35 of 43 CERN – IT Indico Training Courses – 2008
Creating a conference Creating a web portal 36 of 43 CERN – IT Indico Training Courses – 2008
Creating a conference CERN – IT Call for abstracts Abstract: a short version/summary of a scientific paper Tracks: a conference track corresponds to a “theme” or subject of the conference Indico Training Courses – 2008 Track coordinator: a person responsible for reviewing and accepting/rejecting abstracts Notification template: an automated response sent to submitters of abstracts 37 of 43
Creating a conference Session CERN – IT Managing the timetable Morning slot, day 1 Contribution 1 Contribution 2 Afternoon slot, day 1 Contribution 1 Contribution 2 Session: corresponds to a theme or Indico Training Courses – 2008 subject; can stretch over several days Morning slot, day 2 Slot: corresponds to a sub-theme, can NOT stretch over several days Contribution 1 Contribution: corresponds to a talk or presentation Contribution 2 38 of 43
Creating a conference CERN – IT Managing participants Creating an registration form Setting up alerts when people register e-payment (Yellowpay/PayPal) for registration fees, T- shirts etc. Indico Training Courses – 2008 39 of 43
Typical Use Cases Group/Section Meetings Committee Meetings Conferences Workshops Seminars 40 of 43 CERN – IT Indico Training Courses – 2008
Future Features CERN – IT Planned developement: � Proceedings creation improvement (late 2008) � Internationalization (early 2008) � Timezone awareness (early 2008) [done] � Improved interface (late 2008) A goal for CERN: Organise the event 100 % from Indico (avoiding searching for several tools) � Close integration with other conferencing services: Indico Training Courses – 2008 room booking, resource booking, videoconferencing (EVO, CERN MCUs), audio conference, seminar recording… 41 of 43
CERN – IT Indico saves your time Before (organisation) During (forget USB key or laptop) After (central place for easily Indico Training Courses – 2008 retrieving a past presentation) …your event 42 of 43
CERN – IT QUESTIONS And Exercises Indico Training Courses – 2008 CERN server: http://indico.cern.ch Contact: indico-support@cern.ch 43 of 43
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