program Program WG

Last updated: August 22nd, 2019

Workshops/Tutorial Manager

Role description

Throughout entire event:

  • ensure smooth operations of tutorials throughout the sessions

Before event:

  • do a research on what are the topics that will interest people to sign up
  • check on the list of instructors who are interested to set up tutorials
  • discuss with logistics lead on setting a price for tutorials
  • liaise with instructors on the date and time.
  • create schedule for the morning and afternoon sessions.
  • prepare all materials and equipment required for each workshop
  • plan for breaks and lunch

During

  • do rounds to make sure that workshops are running smoothly

After

  • Thank attendees and instructors for their participation
  • get survey forms from tech WG to send to attendees and instructors

Guidelines

  • Since Workshops/ Tutorials will be planned before the weekend and during the week, evening sessions will worked well. What about 2 days of tutorials/workshops?
  • Allow for instructors to communicate with students (pre-conference)
    • mailing list
    • broadcast message
    • allow students to "release" their email address
  • Allow time during the selection process to allow for "back and forth" between the selection committee and those proposing tutorials/workshop. This will allow for clarification, modification and/or expansion on the proposal.
  • Score tutorials:
    • -2: No!
    • -1: Leaning against
    • 0: Neutral
    • +1: Leaning for
    • +2: Yes!

(how is the above scoring methodology any different than the traditional set of {-1,-0,0,+0,+1}? they've got the same number of positive, neg. and neutral values and have the added benefit of being the convention (thus far))

  • Skype for scoring sessions? Much more effective than IM
  • Set up 1 Google doc with all of the related with all of the tutorial/workshop related spreadsheets
    • Proposal scoring and status (accepted, rejected, awaiting input, etc.)
    • Room assignments
    • handout status (pdf received, off to printer, received from printer)
    • Tutorial status (open, canceled, full, closed)
  • Have one, ''and only one'', primary contact per tutorial.
  • Get a headset (microphone) for each instructor.
  • Have instructors meet in a "ready room" so instructors can fill out the release form before their session.
  • Explain the release form beforehand so there is no confusion (yeah, right :-)
  • Notify the instructors that the handouts will be in black-and-white (with gray scale) so they will not depend on colour to make their point(s).
  • Have a way to verify handouts have been delivered to the hotel before tutorial day.
  • Get financial information sooner, especially for non local instructors.
  • Make a template for proposals so we have consistent section names
  • Ask proposals for "ideal" and "maximum" (effective) class size (but don't guarantee either)
  • Get slides online for emergency access (computer dies, etc.)
  • Set up a waiting list for tutorials.
  • Is there a way to allow instructors to submit handout notes later?
  • Consider on how attendees and instructors will be taking their breaks
  • Discuss with financial aid lead should there be any request from attendees