Setting up a Workshop

Local web site with information and registration

The host should create a web page describing the location of the meeting. The links below this page shows the local information pages for previous workshops. The Haro workshop at INAOE is a good example.

Create a local registration page so participants can apply for the workshop.

Decide how many people to accept, and how to choose which applicants can come. In the past I have done "first come - first served" and turned off the registration page when we hit the limit to avoid having to choose.

Announcement of workshop

I will place announcements on AAS Events, the Canadian Astronomy Data Center, the AGN Star Newsletter, the Star Formation Newsletter, the AGN Newsletter, the Cloudy wiki, and the Cloudy users page. It should also be announced locally.

A poster to advertiste the workshop should be created. Posters from previous workshops are shown here and here.

Secretarial

Createa list of participants so people can make sure they are registered and see who else is coming. This gives partipant interests and a passport-style photo so we can get to know one another quickly. A typical handout is posted here. It does not need to be printed - we just make it available to all participants.

Name tags for participants

Collect one-page PDFs of introductory talks by participants. They should be sorted into topics. We will have a series of short talks at the start of the workshop where people introduce themselves. A typical set of talks is in subdirectories here.

Some participants will need official invitation letters, either to get a visa or support their applicational from financial aid from their home.

Arrange for a group photo to be taken. Here is a recent example.

The class room

Internet access for all participants, many of whom are visitors

Tables to accomodate groups of 3-5 participants and their laptops. We will use Cloudy to carry out research projects defined by small groups of participants. The groups need to be able to work together.

Power for the laptops. There needs to be one power outlet per laptop. Several participants will forget to bring the geometry adapter needed to plug local power outlets. It would be good to have a few to loan.

Coffee/tea breaks in mid morning and mid afternoon.

Lodging and food

Suggestions for local accomodations.
Directions for where to go to buy lunch and dinner.
Suggestions for what to do in the evening.