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CNTT Technical F2F Work Shops should be planned, in advance, to optimize time and value of the overall event. Topics for each event will be sourced from the community to achieve an appropriate mix, based on community progress and changes in the technology landscape. During the planning phase, topics will be captured, approved, scheduled, and communicated.
Once the number of days for the CNTT F2F have been established, session topics are defined. Agendas for CNTT F2F events are determined through Community Sourced Topics, which leads to creation of the agenda. Allocations are granted to the Governance and Technical tracks to take back to their Officers & Leads to determine use, based on timing and value.
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Generally, the Governance track will be granted 20% of the available time with the remaining 80% owned by the Technical track. Each track is solicited and asked to provide 1) Topics, 2) Description, 3) Day & Sequence - this enables each track to optimize their time while managing conflicts. Time will be blocked from the allocations including Lunch | Breaks (1.5 hours per day), time required for LFN Plenary Events (TBD each event), as well as time for Cross Community Sessions (TBD each event). Allocations are set for each track once all of the previously stated factors are accounted for in the calculation. Once allocations are set, the forms are built and socialized with the Technical & Governance Steering Committees with a due date |
Examples of Community Source Topic Solicitation along with a documented approach can be found here.
Suggested topics, after the scheduled due date, are then put into a schedule, or agenda. Once built, the agenda is reviewed on the Governance Steering Master call for feedback and adjustments - then published to the broader community.
Planning for each event will be managed within the constructs of this timeline:
| Lead Time Prior to Event | Task |
|---|---|
| > 6 months | Events are scheduled by LFN with initial logistics set (dates, duration, location, & facility) |
| 8-12 weeks | Solicitation of session topics from Governance & Technical Steering Committees (topics, duration, & facilitators) |
| 8-10 weeks | Facility logistics are known (number of rooms, room sizes, A/V support, local power, food / beverage service) |
| 8 weeks | Event registration opens |
| 5-8 weeks | Community sourced topics collected, assembled into an agenda, agenda reviewed, approved, & published) |
| 1-4 weeks | Prepare for event (presentations posted, zoom bridge setup, Etherpads are created |
| 1 day | Facility walk-through; A/V system at facility is tested & certified |
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