WWP Workshop Processes

Initial setup

• Book Snell Library, Room 422 in Outlook
• Add conference to WWP website:
  • XML eventography (utils/xml/events.xml)
  • Seminar page index (outreach/seminars/index.html)
  • Events page (about/events.html)
• Set up event folder with schedule page
• Email Northeastern CashNet (cashnetops@northeastern.edu) to request setup for credit card payments
  • Typically, they will be able to re-use an earlier conference
  • Confirm: Conference dates, Conference title, rates, registration cap, email addresses where reports should be sent, information we want to capture from registrants, registration deadline (needs to be on a weekday), index to credit
  • For example: "This is under the category of WWP Workshops and the rates are: $450 regular registration; $300 students and TEI members; free for Northeastern community members. The registration cap should be 20 people. The reports should go to wwp[at]northeastern[dot]edu and j.flanders[at]northeastern[dot]edu. Refunds in full are available at any time and the registrations should be credited to xxxxxx. The title of the workshop is: Introduction to TEI Encoding and Schema Design and it will be held April 4–6, 2018 with a registration deadline of March 30. For this event, we want to capture the same information we have in the past: Name, Address, Email, Organization, Role, and Field of Study."
• As soon as the registration link and schedule are live, circulate online:
  • TEI List
  • WWP List
  • SHARP
  • Humanist
  • DHSI
  • WWP Twitter
  • WWP announcement page
• As people register, send logistical email one (see example below).
• Track all registrants' names and details and share these with Syd after the registration period has closed so that he can circulate the Oxygen details.
• Two or three weeks before the event, meet to confirm who will be handling each section of the workshop.

Event Preparation

Most of the below should happen as soon as possible after registration closes, which should be at least a week before the workshop; guest wifi accounts require a week's notice; there is more flexibility with the catering and library access requests.

• After registration closes, send logistical email two (see example below).
• At least a week before the workshop, request NU-wave Guest credentials for all off-campus registrants (see: https://its.northeastern.edu/services/networks/nuwave-guest/#planners).
• Order catering from Rebecca's Cafe (http://www.rebeccascafe.com/neu/rebeccas-neu-catering-menu.pdf).
• Request signs and name badges from library publicity staff (Jennie Robbiano, as of Spring 2018).
• Get survey set up (see training materials for instructions and credentials)
• Request library access for non-Northeastern guests (https://docs.google.com/forms/d/e/1FAIpQLSdOGHgWGcSggCbMfM6whMjK4cZe8lcR0cRF_ZHXeoVGy3Ek3A/viewform)

After the workshop

• Send follow-up email with survey
• Update all website pages to move the workshop from upcoming to past events
  • The eventography will update automatically
  • You need to manually update the seminars index and events page
  • You also need to add the event to the past events list

Example Logistical Email One

Thank you so much for registering for the Introduction to Text Encoding and Schema Design workshop! I'm writing to send some preliminary logistical details now; we’ll be in touch with more information closer to the workshop date.

1. What to bring: This workshop is taught on the participants' own laptops, so that you have a more familiar working environment. In preparation, we're going to ask you to download and install the <oXygen/> XML editor, which is available as a free trial from: http://www.oxygenxml.com/download_oxygenxml_editor.html Closer to the time, we'll send you a license key that will allow you to use the software for 90 days.

2. Getting to campus: We will be meeting in room 422 of Snell Library at Northeastern (https://goo.gl/maps/DdCFks89NfP2), reasonably close to stops on both the green and orange lines. If you’d prefer to drive, information on parking at Northeastern is here: http://www.northeastern.edu/commutingservices/boston-campus-parking/guest-visitor-parking/.

3. Schedule: A schedule for the workshop is available here: http://wwp.neu.edu/outreach/seminars/intro_2018-04/

If you have any questions as you’re planning your visit to Northeastern, please just let me know. I’m looking forward to meeting you next month!

Example Logistical Email Two

Thank you so much for registering for the Introduction to Text Encoding and Schema Design workshop! I'm writing now to send along a few logistical details in preparation for April.

We will be meeting in room 422 of Snell Library at Northeastern (https://goo.gl/maps/DdCFks89NfP2), reasonably close to stops on both the green and orange lines. If you’d prefer to drive, information on parking at Northeastern is here: http://www.northeastern.edu/commutingservices/boston-campus-parking/guest-visitor-parking/.

When you arrive at the library, you'll need to sign in at the security desk; you're on a list of registered library guests, so please bring a photo ID so you can sign in. If you have any difficulty finding us, you can call my cell (xxx-xxx-xxxx) or email sa.connell[at]neu[dot]edu.

I'm attaching login credentials that you can use to access Northeastern's guest network (unless you have eduroam access, which would be a better option).

This workshop is taught on participants' laptops. In preparation, if you don't already have it please download and install the <oXygen/> XML editor, which is available as a free trial from: http://www.oxygenxml.com/download_oxygenxml_editor.html You will soon receive a message from Syd Bauman with a 90-day license key for <oXygen/>. Please just let me know if you have any trouble getting set up.

The schedule for the workshop is here: http://wwp.neu.edu/outreach/seminars/intro_2018-04/

If you have any questions at all, please just let me know. I'm looking forward to seeing you in April!