DNS-OARC

Working Procedures for Workshops

DNS-OARC Workshops are usually held twice a year. They may sometimes form part of a larger event, e.g. one that also includes a DNS-OARC AGM, or held in conjunction with a third party event such as RIPE or NANOG.

This document outlines the working procedures for workshops, with particular focus on the responsibilities of the Programme Committee (PC) and its Chair, and those activities that are the responsibility of the DNS-OARC Staff.

General Responsibilities

DNS-OARC Staff are responsible for the primary event organization:

  • Event venue selection and booking
  • A/V, webcasting, internet access
  • Hotel block reservations, if applicable
  • Catering
  • Sponsorship
  • Social event

These high level tasks are not discussed further in this document.

The Programme Committee is responsible for the content of the DNS-OARC workshop, and some of the on-the-day logistics, including:

  • Issuing and disseminating the workshop Call for Presentations (CfP)
  • Selecting presentations from the received submissions
  • Shepherding presentations as required
  • Scheduling accepted submissions within the workshop sessions
  • Chairing workshop sessions and introducing presenters
  • Post-workshop evaluation of the presentations

It is expected that the PC will have a minimum of five months advance notice of the workshop date and venue, allowing for a month of pre-announcement preparation and a minimum of four months between the CfP and the workshop.

Detailed Activity Checklist Pre-announcement Phase
  • Set up event page in Indico (Staff)
  • Review abstract submissions form (PC)
  • Review presentation guidelines, e.g. file formats, etc (Staff)
  • Determine any specific workshop themes (PC)
  • Determine dates for workshop milestones (Staff)
    • CFP submissions open in Indico: [approximately 120 days prior to event]
    • Deadline for Submissions: [60 days prior to event]
    • Preliminary list of contributions published: [45 days prior to event]
    • Deadline for slides submission - no changes possible: [N weeks prior to event (min)]
    • Remote speaker rehearsal: [30 days prior to event]
    • Deadline for Lightning Talk Submissions: [5pm local time first day of event]
  • Add redirect from OARC site (https://www.dns-oarc.net/oarc##) to Indico page (Staff)
  • Liaise with joint event organizers, if applicable (Staff and PC Chair)
  • Review CfP contact page (Staff)
  • Prepare full CfP
    • Review and amend standard CfP template (Staff)
    • Review CfP introductory text (PC Chair)
    • Upload CfP to Indico (Staff)
  • Prepare abridged CfP for distribution (PC Chair)
Submission Phase
  • Open up Indico for submissions (Staff)
  • Open event registration (Staff)
  • Send abridged CfP to industry mailing lists (PC)[1]
  • Review and rate abstracts (PC)
  • Answer enquiries from interested parties during the submission phase (PC)
  • Liaise with joint event organizers, if applicable (PC Chair, Staff)
  • Select preliminary list of abstracts (PC)
  • Post preliminary list (Staff and PC Chair)
  • Select final list of abstracts (PC)
  • Notify submitters of accept / reject decisions via Indico (PC Chair)
  • Post full “final” agenda on Indico (Staff and PC Chair)
Agenda Set
  • Reaffirm deadline for slideset submissions
  • Chase speakers
    • Slide uploads (PC)
    • Workshop registration (Staff to cross check, PC to chase)
  • Confirm Session Assignments (PC Chair)
    • Timekeepers (PC Chair)
    • Chairs (PC Chair)
  • Advise Staff of any non-standard AV requirements, e.g. video, live demo (PC Chair)
  • Generate run-of-show document (Staff)
Lightning Talks
  • Determine timing for session (Staff and PC Chair)
  • Determine timing for opening CfP (PC Chair)
  • Open CfP (Staff)
  • Announce opening (Staff and PC in attendance)
  • Review and select submissions (PC)
  • Add selected talks to schedule (Staff and PC Chair)
During Workshop
  • Advise speakers on use of time cards / speaking (Session chairs)
  • Introduce sessions (Session chairs)
  • Post links to current slides at start of each presentation (Staff)
  • Monitor speaker timing (Timekeepers / volunteers)
  • Post Mattermost talk ratings polls (Staff)
  • Q&A mic line management (Session chair)
    • NB: keep eye on Mattermost for questions too
Post Workshop
  • Review talk ratings (PC)
  • Add suggestions and thoughts to OARC Planning Etherpad (PC)
  • Email feedback to presenters based on survey feedback (PC Chair, on request)
Programme Committee Chair Additional Responsibilities

The role of the PC Chair is to ensure the smooth operation of the Programme Committee itself and to act as the primary day-to-day liaison between the PC and Staff.

Additional specific responsibilities of the PC Chair include:
  • Onboarding new PC members on use of Indico (with assistance from Staff as required)
  • Organization of PC meetings (typically monthly Zoom calls)
    • Preparation of the PC Agendas (https://etherpad.dns-oarc.net/p/oarc-pc-YYYY-MM-DD)
    • Sending reminders to PC members
  • Reporting to the Board Liaison in the event of member non-performance of PC duties.
NB: Notes in parentheses indicate the responsible party

[1] This list changes with the composition of the PC, and will also depend on which PC members are present on the various lists. Lists should be assigned accordingly. PC members are not expected to sign up to new lists just to facilitate posting.

Version 1.0 2024-11-04