Conference%20Support

1
Conference Support

• Program Support Group
• Ruth Pordes, Penelope Constanta,
• Mari Herrera, Jo Ann Larson, Griselda Lopez,
• Jen Nahn, Luann OBoyle, Eileen Santarelli

2
Conference Support - Scope

• Provide support in the general organization of a
  conference or meeting. Key support points
• Web pages design and construction
• Invitations coordinate with traveler
  transportation and lodging
• Meeting rooms reservation and setup during the
  event
• Meals arrange appropriate catering and/or
  restaurant suggestions and reservations
• General coordination of the event.

3
Internal Group Organizationfor Conference Support

• Developed procedures that the group members
  follow during the organization of an event.
• Gather information about the web pages
• Send e-mail to guests
• Reserving meeting rooms
• Organizing meals
• Creating name tags, material folders etc.
• (http//cdinternal.fnal.gov/Mtg_Reference/default.
  asp)
• Coordinate the event and distribute, among group
  members, appropriately work load

4
Organized Conferences / Meetings

• High-Performance Network Research PI Meeting
  September 15-17, 2004, 50 participants
  (http//computing.fnal.gov/cd/DOE/ultranet/)
• Run II Computing Review 2004
• Budget retreat
• SC2004
• Holiday party
• OSG Blueprint meeting
• Aspen
• Security Review
• SC2005

5
Allotted Effort

• The program Support group consist of 6
  administrative people.
• Effort required for each event depends on number
  of event participants, travel / lodging
  arrangements, web page construction, tools used
  (DocDB, SPMS etc.) Typical effort is about 1 FTE
  week per event

6
Document DB and SPMS

• DocDB provides an organized way to collect
  documents related to a project, meeting or
  conference that is shared either locally or
  publicly.
• DocDB provides the means to enter and organize
  information about meetings / conferences and
  provide a coherent way to present the related
  documents.
• SPMS is a conference organization tool (by Matt
  Arena).
• Was used for organizing the Aspen conference
• Current plans include interfacing SPMS and DocDB,
  under the EIU umbrella project