Advanced Training Session Greet everyone Introduce yourself Objectives of session Structure of training session Ask!

Conference ORGANIzATION - Conference management is a very important part of Indico’s feature set, first to be developed - Has been through recent improvements, with the Registration Form and Contribution management interfaces being completely revamped

Conference ORGANIzATION Participants Speakers Referees Authors Secretaries - Indico has been conceived from the beginning as a “hub” for the coordination of activities related to the conference workflow. - There are many stakeholders in a conference, with different goals and backgrounds. Fostering communication between them is Indico’s main goal. - Conference workflow is very complete and number of features keeps increasing. - Things may look confusing at a first glance but they all fall within the lifecycle of a conference event fr: Referee – evaluateur Chairpersons - Présidents Speakers - Orateurs Chairpersons

Conference Lifecycle Conference past future Custom web site Timetable Paper subm. Call for abstracs Badges Evaluation Conference past future These are the phases of a conference event The order may change from event to event We are going to go phase by phase and analyze what Indico offers in terms of functionality We will skip Paper Reviewing, which is a complex module and would require more time fr: Appel à contributions Selection de résumés Agenda (programme, orde du jour) Inscription Badges Telechargement de transparents/slides Depot d’articles Relecture d’articles Abstracts selection Registration Paper reviewing Slides submission Programme

Creating an Event First of all, let’s create an event

Creating an Event

Choosing a Category

We should end up with the following default layout

Hands-on A and B Create a Conference site; Customize the site.

Indico Training Call For Abstracts Appel à resumé

Recap Conference lifecycle Conference past future Custom web site Timetable Paper subm. Call for abstracs Badges Evaluation Conference past future Abstracts selection Registration Paper reviewing Slides submission Programme

Scientific Programme Definition of the conference topics (or tracks) Two goals: Expose detailed topics to attendees Very useful for abstract classification and reviewing Paper #1 Paper #2 Paper #3 Paper #4 Paper #5 Accelerators Accelerators Accelerators Detectors Detectors Detectors

Glossary Abstract ( résumé) Scientific Programme Track ( thématique, volet)

Programme Once the Scientific Programme is set, we are ready to set up the Call for Abstracts process.

abstracts Conference lifecycle Conference past future Custom web site Timetable Paper subm. Call for abstracs Badges Evaluation Conference past future Abstracts selection Registration Paper reviewing Slides submission Programme

abstracts “An abstract is a brief summary of a research article, thesis, review, conference proceeding or any in-depth analysis of a particular subject and is often used to help the reader quickly ascertain the paper's purpose.” - Wikipedia Authors Scientific programme check submit

Call for abstracts Authors are invited to submit a summary of their work They can be asked to classify their abstracts using tracks Organizers can delegate the reviewing on track-specific teams

Call for abstracts Final goal is contributions Talk Abstract Poster It’s important to realize that abstracts will eventually become (or not) contributions. Abstract Icons by PTWIZ and Dan Lowenstein from the Noun Project

Call for abstracts Final goal is contributions It’s important to realize that abstracts will eventually become (or not) contributions.

Indico Offers… Flexible creation of forms to submit abstracts Management of submitted data Allocation of responsibilities to Reviewers Management of deadlines, late submitters, …

Call for abstracts

Call for abstracts

Call for abstracts Authors submit

Call for abstracts List of abstracts

reviewing Conference lifecycle Conference past future Custom web site Timetable Paper subm. Call for abstracs Badges Evaluation Conference past future Abstracts selection Registration Paper reviewing Slides submission Programme

Glossary Reviewer ( réviseur, evaluateur) Check quality, classification of abstracts Track convener ( organisateur*) Put feedback together (optionally can judge) Judge ( juge, rapporteur) Put feedback together

Abstract reviewing Delegate responsibilities, propose, accept, reject, merge, duplicated, … Author Track 1 Track 2 Track 2 Referees can be nominated They add comments to the submitted abstracts They can also propose accept/reject The decision is then made by the conference organiser or track coordinators Abstracts can be merged together Creation of Book(lets) of Abstracts

Abstract Reviewing The submitter can select which track(s) the abstract pertains to Reviewers will propose to accept/reject for each of their tracks Event organizers (managers) will then decide Accelerators Accelerators Detectors Accelerators Detectors Author ✓ ✘ Manager

Track Conveners What about them? Author ✓ ✘ Manager

Timeline

Hands-on C Preparing CFA Submitting/reviewing an abstract

Book of abstracts PDF file Referees can be nominated They add comments to the submitted abstracts They can also propose accept/reject The decision is then made by the conference organiser or track coordinators Abstracts can be merged together Creation of Book(lets) of Abstracts

TIMETABLE Conference lifecycle Conference past future Custom web site Paper subm. Call for abstracs Badges Evaluation Conference past future Abstracts selection Registration Paper reviewing Slides submission Programme

Timetable setup Abstracts Contributions Schedule Sessions, breaks, presentations, posters,… Contributions Abstracts Plenary and parallel sessions Contributions/Presentations Breaks/social events Useful tools for changing a time, rescheduling, changing sessions, days… The display can then be HTML or PDF with various options (filters, sorting…) Schedule

Hands-on D Preparing the conference timetable

UPLOAD Conference lifecycle Conference past future Custom web site Timetable Paper subm. Call for abstracs Badges Evaluation Conference past future Abstracts selection Registration Paper reviewing Slides submission Programme

slides submission Plenary and parallel sessions Contributions/Presentations Breaks/social events Useful tools for changing a time, rescheduling, changing sessions, days… The display can then be HTML or PDF with various options (filters, sorting…) Speakers

slides submission Plenary and parallel sessions Contributions/Presentations Breaks/social events Useful tools for changing a time, rescheduling, changing sessions, days… The display can then be HTML or PDF with various options (filters, sorting…)

Intermission

Indico Training Registration

Recap Conference lifecycle Conference past future Custom web site Timetable Paper subm. Call for abstracs Badges Evaluation Conference past future After having the timetable defined there may are people that are not speakers and want to attend the conference. This is what Registration Forms is defined for. Abstracts selection Registration Paper reviewing Slides submission Programme

registration Why we need a registration Organisers need to know who will attend How much to pay? Who is coming to the welcome dinner? Which are the accommodation options? Which sessions are you attending? etc. We need to know how many people is coming

process Manager Users register setup Registrants

Setup registration form The conference manager can create new registration forms.

Reg. form Checkbox Date File Text

E-payment: setup From this option, you can customize the text to display on the payment page, the payment conditions, the epayment-related email bodies and the currency Mention CERN E-payment

Hands-On E Setting up registration form Registering for an Event After: * Show operations in list of registrants – filtering, columns, email, export to PDF and CSV

Recap Conference lifecycle Conference past future Custom web site Timetable Paper subm. Call for abstracs Badges Evaluation Conference past future Abstracts selection Registration Paper reviewing Slides submission Programme

badges You may then select which template you which to use for your PDF by selecting the radio button to the left of it and then clicking ‘Print Badges’

Badges Design You can design the badges, adding different fields (Name, affiliation, etc.)

Badges

Recap Conference lifecycle Conference past future Custom web site Timetable Paper subm. Call for abstracs Badges Evaluation Conference past future Abstracts selection Registration Paper reviewing Slides submission Programme

Paper Reviewing Paper reviewing team Questions for each team (editors, content reviewers) History of paper corrections Rating of papers Download all accepted papers

Paper Reviewing

Surveys Get some feedback from participants

Surveys Add new questions

Surveys User evaluation view

Surveys And check the results

Done! Conference past future Custom web site Paper subm. Timetable Call for abstracs Badges Evaluation Conference past future Abstracts selection Registration Paper reviewing Slides submission Programme

Pedro Ferreira indico-team@cern.ch