Indico: Event Management http://indico.cern.ch JaCoW 09 2nd November 2009 Jose Benito Gonzalez Lopez CERN IT-UDS Audiovisual and Conferencing Services

Outline General Overview of Indico Events management …and more

What is Indico About? Event organisation: for events of all sizes: lectures, meetings, conferences Data repository: Long term archiving of all data related to the event and of all related files (ppts, pictures, videos, minutes…)

Background CERN Need for a tool 2500 employees, 8000 collaborators Huge number of meetings per day 175 meeting rooms Need for a tool to store and retrieve all events descriptions and related material Provide synthetic views on the collaborative activities and easy integration with personal schedulers InDiCo born as a European project (2002-2004) From 2004 (CHEP), Indico is in production and developed at CERN

Indico Worldwide Indico team: Currently 1 staff, 1 fellow, 3 students CERN server hosts today 80.000 events 370.000 presentations 530.000 files (several TBs of data) Installed also in many organizations worldwide In USA, Germany, France, Italy, Japan, India, China…

FEATURES

Features: Information Retrieval One server hosts multiple events Events are classified by categories Simple browsing Events of the day Calendars Search Possibility to integrate an external search engine: a plugin exists for CDS Invenio (another CERN product!) In general, the communication between the search engine and Indico is standard-based and uses an OAI gateway (OpenArchives Initiative) Query sent to search engine and results displayed directly in Indico Data export through script/web service Various formats: XML, RSS, iCAL…

Creation of Events “New Indico” goal  user experience + optimization Creation of events  easy Customization  advanced options 3 types of events: Lectures Meetings Conferences

Lectures

Features: Lecture Management Simple and clear display of all data related to the lecture (date and time, location, title and abstract, speaker, material like slides or video) Additional features: Poster creation Evaluation form creation (plus detailed result analysis)

Features: Lecture Management

Meetings

Features: Meeting Management General data and meeting timetable Additional features: Integrated minutes management Participants management

Features: Meeting Management

Conferences

Features: Conference Management One tool only for managing the full event lifecycle Creation, configuration and management of the conference web portal Definition of the conference tracks/themes Participants registration Badge creation Online payment Mailings Call for abstract Abstract selection Creation and display of the timetable Plenary, parallel or poster sessions Submission of presentations and final papers Review and edition Evaluation form Creation of the conference proceedings

Features: Conference Management Conference Portal: Customization

Features: Conference Management Conference Portal: Total Customization

Features: Conference Management Definition of the conference tracks/themes

Features: Conference Management Registration Flexible creation of forms Epayment Automatic printing of badges Mailings and export in different formats

Features: Conference Management Registration Flexible creation of forms Epayment Automatic printing of badges Mailings and export in different formats

Features: Conference Management Call for abstracts Abstract: a short version/summary of a scientific paper Flexible creation of forms to submit abstracts Abstract review process (coordinators) Accepted abstracts will become contributions for the conference

Features: Conference Management Call for abstracts 2) Authors submit their abstracts Indico Setup 4) Final decision Event organizer Track 1 Track 2 Track N Abst 1 Abst n Abst m 3) Track coordinators propose abstracts for approval

Features: Conference Management Call for abstracts Accepted abstracts … will become … Contributions accepted Abst 1 Contr 1 Contributions can be scheduled in the timetable

Features: Conference Management Timetable: creation and display Soon...drag & drop

Features: Conference Management Timetable: creation and display Filtering by session and room

Features: Conference Management Evaluation Form Flexible creation of forms Statistics and graphics Export in different formats

Features: Conference Management Paper reviewing Reproduce the paper reviewing process of a conference Layout and content reviewing Email notifications Reviewing Team: Layout reviewer Content reviewers Referee

Features: Conference Management Paper reviewing Conference Manager assigns Manager for Paper Review assigns Referee assigns Content Reviewers Layout Reviewer

Features: Conference Management Paper reviewing Manager  Few steps to setup the module Deadlines Templates for the papers

Features: Conference Management

Features: Conference Management Paper reviewing Easy way to assign papers/contributions in batches

Features: Conference Management Paper reviewing Creation of competences for the team

Features: Conference Management Paper reviewing Definition of reviewing criteria:

Features: Conference Management Paper reviewing Final Judgment by referee

Features: Conference Management Proceedings Not at all…..but a collection of PDFs To work in the future Using SPMS? For proceedings we need: DB of authors DB of affiliations It would be possible to add this info to Indico! (Plugin)

More Indico

More Indico: Room Booking Meeting room booking for all authorised users Indico can plug into an existing database of rooms and/or bookings Can handle room technical data of all kinds Available equipment Available services Available tools …

Features: Room Booking

Features: Room Booking

More Indico: in Brief Internationalization Timezone management English and French (Spanish, Portuguese, German, Chinese in preparation) Timezone management Fine-granularity protection setup Delegation of responsibilities Video services integration

A Hub for Remote Collaboration

You and Indico Open source code Freely Downloadable from http://cdsware.cern.ch/indico/ Easy integration in the local environment Interface customization Pluggable authentication (LDAP, ActiveDirectory, SSO through Shibboleth…) Links to and from external databases/services (rooms, booking, search) Plug-ins administration Modular architecture Standards support: iCal, XML, OAI, RSS… Support Free through some administrators mailing lists Paying support, hosted or on-premise installations and maintenance through commercial companies

Thank you for your attention! Any questions? indico-team@cern.ch http://indico.cern.ch http://cdsware.cern.ch/indico/

Collaboration Tools/Services Tools integration to Indico Resource booking by the organiser directly through Indico Connection data displayed in the Indico event page for the participants Services integration Video recording Live Webcast Service managers A special page summarizes all requests Service manager can approve or reject a request Each tool/service is added as a plugin to Indico Easy adaptation to local needs