The run of the Local Organising Committee

1

• The run of theLocal Organising Committee

Almerico Murli, Diego Romano
2
The challenge

• To give hospitality for two weeks to the most
  important Grid educational event with more than
  100 people representing cultures from all around
  the world

3
Getting started

• To Identify the staff
• One person in charge to interface with the parts
• One financial/administrative officer skilled
• Three people as student support, one of which
  should be a technician to provide first aid
  support
• Five people skilled as system/grid managers to
  build, test, maintain and dismantle the Grid
  infrastructure

4
Getting started

• To Identify the venue
• Enough space to accommodate 100 people with
  different needs
• Conference room prepared to be a computer
  laboratory (power, high speed network,)
• Varied food (vegetarians, kosher, alhal,)
• Summertime location, not secluded
• Free time opportunities
• Easily reachable from abroad

5
Up to three months before the event

• To Design and maintain an informative web site
• To Manage and digest applications
• To Manage QA about the venue
• To Negotiate with providers
• To Negotiate with sponsors
• To build the Fee payment infrastructure
• To Plan Social events

6
Last three months before the event

• Grid infrastructure test bed implementation
• Grid infrastructure plan, HW loan/hire
• At least one workstation each two students
• Powerful servers to deploy Grid services
• Wireless connection
• Redundancy
• 10 more workstations (hardware backup)
• X 4 memory needed on each workstation
• X 2 rated power output

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ISSGC06 Network Connections
Lecture Room Switch-Switch 1Gb WS-WS 100Mb
Internet
Servers Room/ Registration Desk
4Gigabit
8Megabit
Internet connectionand workstations sponsored by
Serverssposored by
LAN sponsored by
8
Last three months before the event

• To Manage registration issues
• QA support
• Payment support
• Invitations for visas use, embassy support
• To Investigate and Record instructors
  arrivals/departures, hotel reservations and
  relative finance (not trivial in a two weeks
  event!)
• Students technical support

9
Last week before the event

• IT/Grid infrastructure/laboratory setup
• Staff with excellent skills in OS, Middleware,
  networks
• Working 15 hours a day to complete in time
• Registration desk and commodities setup
• ID check and recording, Welcome gadgets,
  registration confirmation, special needs

10
During the event

• Students support
• Teachers support
• Tutors support
• Grid infrastructure support
• Social events management
• Arrivals/Departures checklists (last minute
  changes, no shows, prolongations vs.
  availabilities)

11
After the event

• To Dismantle the infrastructure
• To Send back loaned/rented material
• Financial administration issues
• To Send pending certificates and eventual other
  documents to students

12
Financial Effort(65 students)

• Staff Hours
• 4900
• Equipment, Logistic help, assistance
• 65000
• Hotel (accommodation staff/instructors,
  conference rooms, services)
• 60000

13
Sponsorships and contributions

• Up to now the school has never been financially
  selfsufficient
• Industry sponsorships
• Sponsorships and Contributions in kind (hardware,
  connectivity, consumables,)
• Contributions in kind (skilled field staff
  preparing and running the school)
• Without these it would be impossible to run the
  ISSGC series.