Managing Events with Indico Jose Benito Gonzalez Indico Training - - PowerPoint PPT Presentation

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Managing Events with Indico Jose Benito Gonzalez Indico Training - - PowerPoint PPT Presentation

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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

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Managing Events with Indico

Jose Benito Gonzalez Knut Bjorkli

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Outline

Overview Information Retrieval Lecture Management Meeting Management Conference Management Future Features

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Overview

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, conferences and workshops CERN server currently hosts more than 50,000 events

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Overview

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)

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Information Retrieval

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Information Retrieval

One server – Many events of various sizes Hierarchical organisation: tree of categories to classify the events

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Information Retrieval

Various handy temporal views: Search engine (metadata and fulltext)

  • verview

calendar

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Information Retrieval

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

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Lecture Management

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Lecture Management

Simpler than Conferences and Meetings No timetable Specific features: Creation of posters Evaluation form Room booking

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Lecture Management

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Meeting Management

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Meeting Management

More actors, processes, complexity Same core as conferences but simplified interfaces Same functionality as lecture + timetable and more Specific features: Participants management Videoconference bookings Room booking

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Meeting Management

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Meeting Management

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Meeting Management

Timetable management

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Meeting Management

Protection File uploading

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Meeting Management

Tools and logs

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Meeting Management

Participants module

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Meeting Management

Extra: Evaluation form

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Conference Management

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Conference Management

A complex event… human logical

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…with a lot of processes

Conference Management

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Conference Management

  • Web portal
  • Configurable menus
  • Creation of web pages
  • Predefined links (timetable,

registration, …)

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Conference Management

  • Definition of the conference themes (“tracks”)
  • Each track have one or more coordinators
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Conference Management

  • Creation of the registration form
  • With the conference own fields
  • With billable fields (sell t-shirts, conference

fees…)

  • Registration and modification of data by attendants
  • Listings with filters
  • Email postings
  • Creation of badges
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Conference Management

  • Configurable form
  • With predefined sections
  • The submitter can preselect its track
  • Management of deadlines, late submitters,

withdrawals…

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Conference Management

  • Referees can be nominated
  • They add comments to the submitted abstracts
  • 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
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Conference Management

  • 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.
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Conference Management

  • 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…)

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Conference Management

  • Fully configurable web form
  • Anonymous or not
  • Statistics on results
  • Exports to Excel/XML
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Conference Management

  • Same preservation policy as other CERN

repositories (guaranteed till CERN closure)

  • Simple creation of proceedings
  • All public information is indexed by the search

engine

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Conference Management

Various listings (contributions, authors, speakers, registrants…) and communication means. Export mechanisms (iCal, PDF, XML, Excel, RSS)

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Conference Management

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Conference Management

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Creating a conference

Creating a web portal

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Creating a conference

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 Track coordinator: a person responsible for reviewing and accepting/rejecting abstracts Notification template: an automated response sent to submitters of abstracts

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Creating a conference

Session: corresponds to a theme or subject; can stretch over several days Slot: corresponds to a sub-theme, can NOT stretch over several days Contribution: corresponds to a talk or presentation

Morning slot, day 1 Contribution 1 Contribution 2 Afternoon slot, day 1 Contribution 1 Contribution 2 Session Morning slot, day 2 Contribution 1 Contribution 2 Managing the timetable

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Creating a conference

Managing participants Creating an registration form Setting up alerts when people register e-payment (Yellowpay/PayPal) for registration fees, T- shirts etc.

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Typical Use Cases

Conferences Workshops Committee Meetings Group/Section Meetings Seminars

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Future Features 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: room booking, resource booking, videoconferencing (EVO, CERN MCUs), audio conference, seminar recording…

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Indico saves your time

Before (organisation) During (forget USB key or laptop) After (central place for easily

retrieving a past presentation)

…your event

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QUESTIONS And Exercises

CERN server: http://indico.cern.ch Contact: indico-support@cern.ch