WLCG workshop Technical Requirements

The following lists what is needed to host a WLCG workshop and the criteria used to choose the best candidate.


The workshop takes three days (minimum: two half days and one full day; maximum: three full days) and it is either at the beginning or the end of the week of February the 1st, 2016.

Reachability of the venue

The venue should be easy to reach, having in mind that participants will come from all over the world. Please estimate the travel time from the closest intercontinental airport.

Availability of hotels

A sufficient number of pre-booked rooms at close distance from the venue is required.


It must be assumed that the registration fee will cover the expenses, i.e. WLCG as a project cannot contribute. The local organisers may try to find sponsors if this does not constrain the workshop program.

Registration fee

It should cover the rent expenses (if any) the technical personnel (audio/video), lunches and the social dinner (which should be optional to participate to). The fee should be in the range of 100-150 euros. Please provide an estimate of the registration fee.

Catering and social dinner(s)

Please specify if meals (including a social dinner) are included and if not estimate the corresponding costs.

Number of participants

Looking at past workshops, the number of participants is very likely to be between 80 and 140.

Parallel sessions

There is no need to arrange for parallel sessions.

Video conferencing

The conference room must be equipped for Vidyo conferences.


The venue room must provide good quality network connectivity, if possible also via Eduroam.

Associated events

The DPHEP collaboration is interested in co-locating a one-day meeting, which should happen the day immediately before or after the workshop. The estimated number of participants is around 50. This is not a strong requirement and its organisation should not increase the cost for participants interested only in the WLCG workshop. Please say if allocating a fourth day for DPHEP is feasible and estimate a corresponding additional fee (if any).

Previous experience

Please estimate how many similar events (conferences, workshops, etc.) have been organised by your team or your site in the last two years.

Web page

The web page of the workshop and the agenda should be created in indico.cern.ch and contain all the practical details.

-- AndreaSciaba - 2015-06-11

Topic attachments
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PDFpdf LIP-WLCG-2015-BID.pdf r1 manage 1525.3 K 2015-09-16 - 15:07 MariaDimou LIP winner of the Feb 2016 WLCG workshop bid
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Topic revision: r5 - 2015-09-16 - MariaDimou
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