Workshop Planning Items

NSRC Requirements

One Month Before Workshop

  • A local contact or contacts who provide critical information 1 month before the start of a workshop, including:
    • Venue confirmed
    • Venue layout and technical details
    • Room size (how many students, computers, space for instructors)
    • Power - Available plugs for student laptops, workshop equipment, etc.
    • Shipping address and consignee information
    • Network setup, bandwidth, addressing
    • Verification that classroom network address will not be excessively filtered*
    • If required, network testing to be completed to remote machines.
  • Plan for workshop attendees
    • How many?
    • Who?
    • How will attendees be chosen?
  • Instructor Housing Location

(*Ports to be opened include ping (icmp echo request), ssh, dns, pop, pops, smtp, smtps, http, https, vpn, ftp, imap, and imaps.)

Once the checklist items above are confirmed, teaching teams and travel commitments for NSRC workshop trainers will be arranged.

Two Weeks Before Workshop

  • List of attendees with names, institution and email addresses

At this point the workshop is officially considered as going forward. Without an attendee list the NSRC reserves the right to cancel the workshop at this time and reschedule for a later date if appropriate.

Local Requirements

These are a number of items that are typically required to run a successful workshop. A workshop can be run without fulfilling all of these items, but the event will run much more smoothly if these items are included in planning.


This facility will be used to conduct the training exercise. The following will
be required in the room.

a) Functioning air conditioning if the climate is warm.

b) Electrical capacity to serve the equipment in use as well as multiple
   functioning electrical outlets (6 to 8 minimum) that can be used to supply
   power to student laptops or desktops as needed.

c) Multiple power strips and power extension cords. Sample of number needed:
     Item                     Plugs
     -------                  ------
   - 30 laptops =              30
   - Projector =               1
   - Printer =                 1
   - Switches =                2
   - Wireless Access Points    2
   - Sound system              2
   - Workshop infrastructure   5
     Total Plugs              40

d) UPS available for the projector, instructor laptop and workshop equipment 
   (2 or 3 MacMinis), small switch, very small PC and 1 or 2 accessp points.

e) Sufficient chairs for all students and some visitors 

f) A table and chairs near the front of the classroom for instructors

g) A table near the front of the classroom for NSRC's lab equipment with 2 or more power strips

h) A roll of Cat5 UTP (or better) cable and crimping tools for building long patch cords if necessary

i) Bottled water for the instructors and students


The host should provide network access and necessary network equipment for the classroom
lab. If Desktop PCs are to be used, then a switch that can be uplinked to our local switch
on which the PCs are connected. In addition a projector and screen is necessary. A sound
system is only necessary if the workshop classroom has loud ambient noise or is very large.

The only required software is Secure Shell. This can be obtained and installed for Windows. 
A good, free SSH client is Putty SSH.


This is dependent on the workshop. We attempt to create our workshops so that the minimum
amount of network bandwidth is necessary, but more bandwidth makes for a better workshop 

For use of the remote NSRC routing lab you will need to test access first (one month
before the workshop) to verify that bandwidth and latency are acceptable.


It is _CRITICAL_ that the network access for the workshop lab _NOT BE FILTERED_ - Please 
remove any ping (icmp echo request), ssh, dns, pop, pops, smtp, smtps, http, https, vpn, ftp 
filters on the classroom network address. If the classroom network is filtered we cannot 
guarantee the smooth running of the workshop


 * XVGA, or better, Projector, for projecting computer output onto a screen;
 * Medium size to large white board with stand and white board markers;
 * Flip chart with stand and markers.
 * A printer is very useful for workshop questionnaires and final exams.


The room should be able to be locked.


The workshop infrastructure equipment _MUST_ either be accessible via SSH from the location
where the instructor team is staying, or the workshop classroom must be accessible to the 
instructor team 24x7 during the workshop.


It is preferred that the accommodation, the classroom facility for the workshop
all be provided at the same location. 

Hotel capacity must be sufficient to accommodate workshop participants,
instructors and some additional guests.

Fresh ground coffee made available during breakfast and breaks is enthusiastically 
welcomed by the instructor team.


The local hosting organisation should also be prepared to: 

 * Visit hotels or conference centres in the selected city well in advance of the
   conference and recommend a meeting location for the workshop.
 * Provide logistical support during the workshop, NOC setup, interaction with hotel 
   staff, etc.

 * A local contact to act as a consignee to receive equipment and/or book 
   donations shipped before the event.
 * Handle Internet connectivity to the hotel or conference centre.
 * Obtain equipment, set up and tear down the rooms, and have staff available to
   answer attendees questions. Local hosts sometimes rent the needed workstations, routers, 
   UPSs, etc. or borrow them from a local university or other organisation. 

 * Facilitate instructor pickup and dropoff at local airport.

 * Organize transport to/from the workshop venue as needed for particpants each morning and
   evening (when necessary).


In most cases workshop particpants will want a certficate of completion at the end of the
workshop. This is the responsibility of the local host to create and print the certificate 
before the end of the workshop. We recommend that the certificate be signed by the NSRC
instructor in charge of workshop coordination and the appropriate local adminstrators.

The NSRC has a repository of sample workshop certificates located at:
that you are free to re-use as needed. It is highly desirable that the certificates be 
created and printed with enough advance time so that all signing parties can sign each 
certificate before the end of the workshop.
Last modified 4 years ago Last modified on Nov 19, 2014, 4:15:38 PM