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Managing Events with Indico
Jose Benito GonzalezKnut Bjorkli
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Outline
OverviewInformation RetrievalLecture ManagementMeeting ManagementConference ManagementFuture Features
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Overview
Was originally developed as a EU project in 2002-2004 (CERN was main developer)Since then developed by CERN, and distributed as open source package
Installed in many places worldwide EPFL (Switzerland) Engine@BRGM (France) LAL (France) CIEMAT (Spain) DESY (Germany) ILC (Virtual) KEK (Japan) RIKEN (Japan) TRIUMF (Canada) IPPP @ U. of Durham (UK) Dept of Physics @ U. of Hawaii (USA) Fermilab (USA) U. of Illinois (USA) ICN @ U. of Mexico (Mexico) …Development collaboration with Fermilab and EPFL
Used to manage events of all kind: lectures, meetings, conferences and workshopsCERN server currently hosts more than 50,000 events
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Overview
Long-term archival of the events information and related files
Fine-granularity protection setup
File storage at all levels (categories and events)
Integrated CERN Room Booking System (CRBS)
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Information Retrieval
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Information Retrieval
One server – Many events of various sizesHierarchical organisation: tree of categories to classify the events
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Information Retrieval
Various handy temporal views:
Search engine (metadata and fulltext)overview calendar
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Information Retrieval
Export tools: XML export: creation of external web pages (CERN home page, ATLAS home page, LHCb, EP Seminars, Summer Student Lectures …), RSS feedsiCAL exports
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Lecture Management
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Lecture Management
Simpler than Conferences and MeetingsNo timetable
Specific features:Creation of postersEvaluation formRoom booking
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Lecture Management
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Meeting Management
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Meeting Management
More actors, processes, complexitySame core as conferences but simplified interfacesSame functionality as lecture + timetable and more
Specific features:Participants managementVideoconference bookingsRoom booking
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Meeting Management
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Meeting Management
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Meeting Management
Timetable management
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Meeting Management
Protection
File uploading
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Meeting Management
Tools and logs
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Meeting Management
Participants module
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Meeting Management
Extra: Evaluation form
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Conference Management
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Conference Management
A complex event…
human logical
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…with a lot of processes
Conference Management
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Conference Management
•Web portal•Configurable menus•Creation of web pages•Predefined links (timetable, registration, …)
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Conference Management
•Definition of the conference themes (“tracks”) •Each track have one or more coordinators
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Conference Management
•Creation of the registration form•With the conference own fields•With billable fields (sell t-shirts, conference fees…)
•Registration and modification of data by attendants•Listings with filters•Email postings•Creation of badges
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Conference Management
•Configurable form•With predefined sections•The submitter can preselect its track
•Management of deadlines, late submitters, withdrawals…
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Conference Management
•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•Abstracts can be merged together•Creation of Book(lets) of Abstracts
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Conference Management
•Authors can easily upload their ppt slides or any kind of document which may be used for the presentation•They can then submit/revise their final paper.
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Conference Management
•Plenary sessions•Parallel sessions•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…)
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Conference Management
•Fully configurable web form•Anonymous or not•Statistics on results•Exports to Excel/XML
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Conference Management
•Same preservation policy as other CERN repositories (guaranteed till CERN closure)•Simple creation of proceedings•All public information is indexed by the search engine
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Conference Management
Various listings (contributions, authors, speakers, registrants…) and communication means.Export mechanisms (iCal, PDF, XML, Excel, RSS)
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Conference Management
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Conference Management
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Creating a conference
Creating a web portal
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Creating a conference
Call for abstracts
Abstract: a short version/summary of a scientific paperTracks: a conference track corresponds to a “theme” or subject of the conferenceTrack coordinator: a person responsible for reviewing and accepting/rejecting abstractsNotification template: an automated response sent to submitters of abstracts
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Creating a conference
Session: corresponds to a theme or subject; can stretch over several daysSlot: corresponds to a sub-theme, can NOT stretch over several daysContribution: corresponds to a talk or presentation
Morning slot, day 1 Contribution 1Contribution 2
Afternoon slot, day 1Contribution 1Contribution 2
Session
Morning slot, day 2 Contribution 1Contribution 2
Managing the timetable
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Creating a conference
Managing participantsCreating an registration formSetting up alerts when people registere-payment (Yellowpay/PayPal) for registration fees, T- shirts etc.
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Typical Use Cases
ConferencesWorkshopsCommittee MeetingsGroup/Section MeetingsSeminars
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Future Features
Planned developement:Proceedings creation improvement (late 2008)Internationalization (early 2008)Timezone awareness (early 2008) [done]Improved interface (late 2008)
A goal for CERN: Organise the event 100 % from Indico (avoiding searching for several tools)
Close integration with other conferencing services: room booking, resource booking, videoconferencing (EVO, CERN MCUs), audio conference, seminar recording…
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Indico saves your time
Before (organisation)
During (forget USB key or laptop)
After (central place for easily retrieving a past presentation)
…your event
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QUESTIONSAnd
Exercises
CERN server: http://indico.cern.chContact: [email protected]
