Workshop Planning Items

NSRC Requirements

1-2 Months 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
    • Veriification 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, smtps, http, https 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

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 and instructor laptops as needed.

c) Multiple power strips and power extension cords. Sample of number needed:
     Item                     Plugs
     -------                  ------
   - 35 laptops =              35
   - Projector =               1
   - Wireless Access Points    2
   - Sound system              2
   - Workshop infrastructure   2
     Total Plugs              42

d) UPS. This can make the workshop run _much more smoothly_. UPS can keep the 
   workshop infrastructure running, including Access Points in case of power failure..

e) Secondary UPS for projector. With this the workshop can continue with presentations 
   in case of power failure.

f) Sufficient chairs for students, instructors and visitors

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

h) A table near the front of the classroom for NSRC's lab equipment with 1 or 2 power strips

i) If Desktops are in the classroom space and students are using laptops, then it should be 
   possible to remove the desktops and screens, or place them on the floor to ensure enough 
   room for student laptops.

j) Water for the instructors and students


The host should provide network access and necessary network equipment for the classroom
lab. For most workshops NSRC brings a self-contained workshop environment and local equipment 
needed only includes projector, screen network jack, power strips and 1 or 2 UPS's. If Desktop 
PCs are to be used, then a switch that can be uplinked to our local switch on which the PCs are 
connected. 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 and a Web browser. SSH 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 


It is _CRITICAL_ that the network access for the workshop lab _NOT BE FILTERED_ - Please 
provide an unfiltered network address. If this is not possible we will need ping (icmp echo 
request), ssh, dns, smtps, http, https and imaps to be open. 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;
  * A backup projector or additional light bulb for the projector is a good idea.
 * Medium size to large white board with stand and white board markers;
 * Flip chart with stand and markers.


The room should be able to be locked and secure overnight so that equipment can be left 
in the room.


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.

Access to the venue must be available 1 day (or more) before the workshop begins.


If possible, it is preferred that the accommodation and the classroom facility for the workshop
be provided at the same location. If not possible, it is preferred that the venue and local 
accomodation be within walking distance of each other.

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.

 * Provide a name badge of some kind to participants and instructors. It is useful 
   if the badge includes name and institution of the participant.

 * 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,  
   UPSs, power strips, 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 15 months ago Last modified on Aug 7, 2018, 9:09:24 AM