Hosting A Workshop

The Einstein Toolkit typically hosts workshops once a year in the US. Someone usually volunteers to organize one in the EU as well.

It is a good idea to start well in advance. Three or four months ahead is not too soon to start planning.

Here I am creating a checklist of things to do for a workshop:

• Arrange for coffee (and possibly bagels and muffins) in the morning. Coffee first!
• Get a web page for the event and place a listing on einsteintoolkit.org
  • Get people to scruitinize the web page for errors and inconsistencies, there will be many
• Signage to help people find their way to the workshop room(s)
• Reserve space for the event with your university
• Reserve IT support (zoom links, etc.)
• Prepare tutorial support
• Provide info for attendees:
  • What airport to use
  • What transport from the airport to use
  • What hotels to use
• Arrange for guest parking
• Arrange for guest access internet (some people will not be able to use eduroam)
• Food
  • Are there enough places in walking distance, or must breakfast and lunch be catered?
  • Do you need to charge for registration to cover food?
• Outings
  • Generally, there should be at least one outing or special dinner for the group
• Give credit to the local organizing committee
• Give credit to the scientific organizing committee
• Create a template schedule and solicit content to fill the week