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Overall planning for each event will be managed through the following suggested 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 |
Event Logistics
Event Logistics are managed and coordinated through LFN with requirements provided by member communities, including CNTT. Event logistical planning includes, but not limited to facility contracts, room reservations, room layouts, audio / visual requirements & setup, power to the seating areas, zoom bridge setup, master agenda setup & requirements, and food / beverage services. As event logistics are known, LFN will communicate details to the CNTT Technical F2F Work Shop workstream team review who then communicates information to the broader CNTT Community.
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Pre-Event activities generally occur up to 4 weeks prior to the event and include the following tasks:
| Task | Description | Owner |
|---|---|---|
| Presentations posted to LFN Master Agenda | Session facilitators, or leads, post presentation material into the agenda (if applicable) | Session facilitators or leads |
| Zoom Bridge Information Posted | Zoom bridge information for each room will be posted into the LFN Master Agenda for remote attendees | LFN |
| Etherpad Links Created & Posted | Etherpad note locations will be established, structured, and posted to the LFN Master Agenda for each session | CNTT Technical F2F Work Shop Workstream |
| Audio | Visual Test | Certification | Audio | Visual systems will be validated prior (1 Day) to event start. Room configurations are also validated at this time. | LFN | CNTT Technical F2F Work Shop Workstream |
Etherpad is a tool used by the community for collaborative note taking during each session at the event. Information that can be collected into Etherpad includes Session Name, Purpose (instructions), Attendees (posted by session attendees), notes (including comments, suggestions, feedback, input, and action items). Session attendees should be encouraged at the beginning of each session to join the Etherpad for that session and actively contribute during the session. Etherpad notes are used a tool for following up post-event and serves as an initial repository for action items.
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This is accomplished through the following actions:
| Action | Description | Owner |
|---|---|---|
| Organize | Consolidate Etherpad Notes | Etherpad notes are reviewed, consolidated, and summarized for follow-up and/or action. | CNTT Technical F2F Workstream |
| Capture Action Items; Assign Owners | Key action items are moved to the Governance Key Action list with owners assigned; then reviewed with the Governance Steering Master team for follow-up | CNTT Technical F2F Workstream Governance Steering Master |
| Conduct Survey | Create and conduct event survey; sending to attendees <1 week post event. | LFN Event Team | LFN |
| Publish | Review Survey Results | Pull, analyze, and create survey results summary for readout on the Governance Steering Mater call, usually <2 weeks post event. Results should be viewed as actionable learning's to improve future events. An example, from the January 2019 event, can be found here . | CNTT Technical F2F Workstream |