Sample Workshop Guideline - African Network Operators Group (AfNOG)

This sample outline was presented to the AfNOG group workshop mailing list in May, 2002.

Organisations wishing to host the AFNOG workshop and meeting should be prepared to meet the 
following requirements:


CLASSROOMS/LABS: The workshop requires a medium-large room per track with the following 
	floor space of approximately 8 x 12 (100 square meters - this is a minimum, larger 
rooms will do just as well)
	multiple electrical outlets distributed throughout the room, preferably on separate 
	overhead lighting, preferably fluorescent tubes
	stable power supply, with provision for backup generator/UPS
	preferred air-conditioning in hot/humid climates

EQUIPMENT: High end routing and switching equipment will normally be provided by AFNOG, the
 host will be required to make provision for:
	at least 40 reasonably fast desktop PCs with identical physical hardware, or more 
depending on the size of the workshop
	PCs must have at least one 10 or 100 Base-T Network Interface card
	PCs must have functional serial interface port
	PCs should have been tested well in advance
	Power extension adapters (power strips) with correct local power plugs 
	Additional power plugs 
	Cat-5 UTP Ethernet Cable
	RJ-45 plugs
	tie wraps
	gaffer tape

	SVGA LCD Projector (one per track)
	Small public address system with support for at least 2 audio inputs and 4-6 speakers 
(depends on size/shape of room)
	Lapel or cordless microphone (one per track)
	6' x 6' projection screen with stand (one per track)
	Medium size to large whiteboard with stand and whiteboard markers (per track)

ACCOMODATION: It is preferred that accomodation and the workshop be provided at the same 
	Hotel capacity to accomodate workshop participants, instructors and staff
	Shared rooms should have separate beds.

TRAVEL: The local host will from time to time be required to provide local coordination for 
travel arrangements for participants. This may involve:
	Providing information regarding travel regulations to the host country e.g. health 
restrictions, recommended vaccines, tips on pre-travel medication
	Providing information regarding local visa requirements, this may include the 
facilitation of group visas etc
	Coordinating the reservation, booking and issuance of air tickets to AFNOG 
organizers, instructors and students

	128K of bandwidth to Internet (more is nice :o)

LOCAL LOGISTICS: The local hosting organization should also be prepared to
	Visit hotels or conference centers in the selected city well in advace of the 
conference and recommend a meeting location to AFNOG. AFNOG staff will then consult or 
visit the hotel and make the final site selection.
	Provide logistical support during the meeting, including staffing for the 
registration desk, meeting room setup, interaction with hotel staff, etc.
	Handle internet connectivity to the hotel or conference center
	Handle all terminal room operations; obtain equipment, set up and tear down the 
room, and have staff available to answer attendees questions. Local hosts sometimes rent 
the needed workstations and routers, or borrowthem from a local university or other 
organization. Vendors may also help defray terminal room costs
	installation of ethernet cabling, power strips, ensuring that the room has adequate 

FINANCIAL: The local host is encouraged to provide financial support towards the costs of 
running the AFNOG workshop. This can be provided in cash or in kind. Besides direct financial 
assistance, the local host may be expected to provide budgetary figures for:
	Accommodation and facilities
	Travel and visas
	Rental of Computer, Audio and Video equipment
	Local transportation; shuttle hire, vehicle rentals, fuel expenses etc...

PUBLICITY: The local host is also encouraged to provide local publicity for the event and to 
coordinate among others:
	Invitation of VIP e.g. Government officers and other Dignitaries
	Press conferences
	Press Releases
	Media Kits
	Advertising in local Dailies & Magazines
	Preparation of banners and posters
	Printing of T-shirts, caps, pens and other take-aways

MEMORANDUM OF UNDERSTANDING: It is expected that after assessment of the hosting proposal by 
the AFNOG Management Council(sic) there will be signing of an MoU between AfNOG and the 
hosting organisations(s) which clearly outlines the roles and responsibilities of each party.

COMMERCIAL INTERESTS: The AfNOG workshop and meeting are non-commercial, technical, 
education, collaboration and community oriented activities. It is therefore expected that the 
local host will refrain from using the hosting opportunity for commercial purposes. Same also 
Supporting/sponsoring vendors

translation facilities
audio visual

FINAL SELECTION OF HOST: The final selection of the host country/organisation will be made by 
the AFNOG Management Council. Preference will be given to countries where the impact of a 
local AFNOG workshop would be greatest. Preference will aso be give to regions other than the 
immediate hosting location.

	FAQ; similar to RIPE