WLCG workshop Technical Requirements

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

Duration

The workshop takes three days (minimum: two half days and one full day; maximum: three full days) and it is either end of June or beginning of July 2017

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.

Funding

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.

Wifi

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

Associated events

Nothing is foreseen for the time being

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.

-- JuliaAndreeva - 2016-11-25