IPv6 Workshop Planning Guide for Hosting Institutions
Sample Workshop Planning Timeline
Hosting Institution Administrative Logistics
Pre-announcement Planning
Location Requirements
Power Requirements
Data Communications Requirements
Sample Workshop Planning Timeline
The below timeline is a reference for optimal workshop planning. Actual timelines vary.
- 2-1/2 months before workshop
- Hosting institution provides dates they can offer workshop.
- Hosting institution identifies classroom locations.
- 2 months before workshop
- Internet2 and hosting institution agree on workshop date.
- 50 days before workshop
- If hosting institution prefers, registration is announced to local customers only.
- Hosting institution provides workshop logistics to Internet2.
- 45 days before workshop
- Internet2 makes initial workshop announcement on Internet2 calendar.
- Workshop logistics are posted on Internet2 web site.
- Internet2 makes announcement of workshop; registration opens to all Internet2 members.
- 20 days before workshop
- Discussion between planners and hosting institution regarding network configuration.
- 7-10 days before workshop
- Workshop equipment and supplies shipped to specified hosting institution contact and location.
- 2 days before workshop
- First day of classroom / meeting facility reservation.
- Review registration list for any participants with special needs (e.g. dietary restrictions, wheelchair access).
- Hosting institution configures workshop location for static IPv4 address.
- Static IPv4 address is provided to Internet2 so workshop tunnel can be set up.
- Hosting institution arranges for workshop equipment to be moved to classroom / meeting facility.
- 1-2 days before workshop
- Workshop presenters/planners arrive and set up workshop lab. We strongly recommend allowing a full day for setup.
- After workshop
- Internet2 sends 20% of attendee fee to hosting institution.
- Internet2 posts documentation, router configurations and network drawings from the workshop.
Hosting Institution Administrative Logistics
- Number of attendees
The logistics in this document are based on 20 attendees, which is the optimal size for the workshop. Up to 24 attendees can be accommodated.
- Agenda Format
There are two possible agenda formats:
- Workshop begins at 1pm on the first day and concludes at noon two days later. This format is preferred because it allows sufficient time for attendees to arrive at the campus on the first day of the workshop and depart on the last day.
- Day 1: 1pm - 5pm
- Day 2: 9am - 5pm
- Day 3: 9am - noon
- Workshop begins at 9am on first day and concludes at 5pm on the next day. This format is only recommended where time constraints don't permit the noon-to-noon format.
- Day 1: 9am - 5pm
- Day 2: 9am - 5pm
- What Internet2 provides (pays for):
- Registration services
- Presenter travel and living expenses
- Equipment shipping expenses, although any efforts the host can make to reduce shipping costs are greatly appreciated.
- What hosting institution provides (pays for):
- Workshop meals and snacks: see typical schedule below
- Workshop classroom / meeting facility and/or location-specific services
- Equipment Internet2 brings to workshop
- 21 routers with all necessary cabling. This consists of 17 Cisco and 4 Juniper M7i routers.
- 8 switches
- 9 laptop computers
- 4 webcams
- 4 ten-outlet power strips
- Network cabling
- Printer
- Equipment hosting institution must provide
- Workshop meeting room with appropriate furniture. This includes tables and chairs for the workshop "pods", and noise-suppression partitions if there is no closet or adjacent room for the routers. See "Classroom / meeting room layout" below.
- Computer projection system. This can be either a system built into the classroom or a portable projector provided for the workshop.
- Whiteboard (the more writing space, the better!)
- Power cabling. Note estimated quantities in power requirements section below.
- Meals and snacks
Typically, for a workshop following the noon-to-noon format, the hosting institution provides the following meals:
- Day 1:
- Day 2:
- Continental Breakfast (optional)
- Morning snack
- Lunch (optional, although recommended if the workshop facility isn't near a restaurant or cafeteria)
- Afternoon Snack
- Day 3:
- Continental Breakfast (optional)
- Morning Snack
The hosting institution is responsible for snack/lunch arrangements and costs.
Vegetarian options are recommended.
- Registration
Registration is handled by Internet2.
- Early Registration
Since the hosting institution provides considerable resources for the workshop, they have the option of offering early registration for the workshop to affiliated institutions (connected institutions in the case of gigapops or affiliated campuses in the case of universities, for example).
- Registration fee
The registration fee is $450 per attendee for Internet2 Members and $650 for non-members. Of this attendee fee, 80% goes to Internet2 and the remaining 20% goes to the hosting institution. While the attendee fees help defray expenses by both the hosting institution and Internet2, the fee generally does not cover all costs.
Pre-announcement Planning
- Information Required to Start Workshop Planning
After reviewing logistics and physical/network requirements, please email Elaine Lauerman <ekl@internet2.edu> with a list of dates you can host a workshop. IPv6 workshop equipment and presenter availability will be polled for the suggested workshop dates.
- Information Needed for Internet2 Announcement
- Exact location and room (if available)
- Recommended hotel(s)
- Directions or link to directions and map
- Transportation options for attendees (such as airport shuttles)
- Organization name that should appear as the hosting institution. If an organization logo's is available, we will attempt to put it on the announcement web page.
- Contact information for inquires potential attendees may have regarding the hosting location, lodging options, etc.
- Any organizations (other than the hosting institution) that should be acknowledged for their contributions to the workshop (such as the university campus where the workshop is being held).
- Other Information Required
- Mailing address where workshop materials, such as routers and switches, should be shipped.
- Hosting institution's technical contact for data communications set-up.
- Hosting institution's logistical contact, if different than registration contact.
- Where check for hosting institution's percentage of the registration fees should be sent to, including payee name.
- Posting of workshop logistics
Internet2 can post workshop logistics information on the Internet2 web site or post a link to the hosting institution's web page for workshop logistics. If the hosting institution choses to host the workshop announcement and logistics page, they must also prominently post logos of corporate sponsors and acknowlegements on the main announcement page. Acknowledgements text can be found at http://ipv6.internet2.edu/workshops/acknowledgements.html
Location Requirements
Data Communications Requirements
- Network bandwidth requirements
- A single IPv4 address is required for setting up network address translation or GRE tunnels from the lab to the Internet. Bandwidth requirements will be light (under 10 Mbps). This network connection should be free of NATs and GRE tunnel ports should not be blocked.
- Two IPv4 addresses and network connections are required to connect each of the router cabinet terminal servers to the campus network. The terminal servers should be accessible minimally from the campus network, including campus wireless.
- Wireless Connectivity
- The hosting institution must provide wireless IEEE 802.11b connectivity for attendees. Attendees are expected to provide their own wireless networking adapters.
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