1. Advanced Training Session
Greet everyone
Introduce yourself
Objectives of session
Structure of training session
Ask!

2. Conference ORGANIzATION
- Conference management is a very important part of Indico’s feature set, first to be developed
- Has been through recent improvements, with the Registration Form and Contribution management interfaces being completely revamped

4. Conference ORGANIzATION
Participants
Speakers
Referees
Authors
Secretaries
- Indico has been conceived from the beginning as a “hub” for the coordination of activities related to the conference workflow.
- There are many stakeholders in a conference, with different goals and backgrounds. Fostering communication between them is Indico’s main goal.
- Conference workflow is very complete and number of features keeps increasing.
- Things may look confusing at a first glance but they all fall within the lifecycle of a conference event
fr:
Referee – evaluateur
Chairpersons - Présidents
Speakers - Orateurs
Chairpersons

5. Conference Lifecycle Conference past future Custom web site
Timetable
Paper subm.
Call for abstracs
Badges
Evaluation
Conference
past
future
These are the phases of a conference event
The order may change from event to event
We are going to go phase by phase and analyze what Indico offers in terms of functionality
We will skip Paper Reviewing, which is a complex module and would require more time
fr: Appel à contributions
Selection de résumés
Agenda (programme, orde du jour)
Inscription
Badges
Telechargement de transparents/slides
Depot d’articles
Relecture d’articles
Abstracts selection
Registration
Paper reviewing
Slides submission
Programme

6. Creating an Event
First of all, let’s create an event

7. Creating an Event

8. Choosing a Category

9. We should end up with the following default layout

11. Hands-on
A and B
Create a Conference site;
Customize the site.

12. Indico Training
Call For Abstracts
Appel à resumé

13. Recap Conference lifecycle Conference past future Custom web site
Timetable
Paper subm.
Call for abstracs
Badges
Evaluation
Conference
past
future
Abstracts selection
Registration
Paper reviewing
Slides submission
Programme

14. Scientific Programme
Definition of the conference topics (or tracks) Two goals: Expose detailed topics to attendees Very useful for abstract classification and reviewing
Paper #1
Paper #2
Paper #3
Paper #4
Paper #5
Accelerators
Accelerators
Accelerators
Detectors
Detectors
Detectors

15. Glossary Abstract ( résumé) Scientific Programme
Track ( thématique, volet)

16. Programme
Once the Scientific Programme is set, we are ready to set up the Call for Abstracts process.

17. abstracts Conference lifecycle Conference past future Custom web site
Timetable
Paper subm.
Call for abstracs
Badges
Evaluation
Conference
past
future
Abstracts selection
Registration
Paper reviewing
Slides submission
Programme

18. abstracts
“An abstract is a brief summary of a research article, thesis, review, conference proceeding or any in-depth analysis of a particular subject and is often used to help the reader quickly ascertain the paper's purpose.” - Wikipedia
Authors
Scientific programme
check
submit

19. Call for abstracts
Authors are invited to submit a summary of their work
They can be asked to classify their abstracts using tracks
Organizers can delegate the reviewing on track-specific teams

20. Call for abstracts Final goal is contributions Talk Abstract Poster
It’s important to realize that abstracts will eventually become (or not) contributions.
Abstract
Icons by PTWIZ and Dan Lowenstein from the Noun Project

21. Call for abstracts Final goal is contributions
It’s important to realize that abstracts will eventually become (or not) contributions.

22. Indico Offers… Flexible creation of forms to submit abstracts
Management of submitted data
Allocation of responsibilities to Reviewers
Management of deadlines, late submitters, …

23. Call for abstracts

24. Call for abstracts

25. Call for abstracts
Authors
submit

26. Call for abstracts
List of abstracts

27. reviewing Conference lifecycle Conference past future Custom web site
Timetable
Paper subm.
Call for abstracs
Badges
Evaluation
Conference
past
future
Abstracts selection
Registration
Paper reviewing
Slides submission
Programme

28. Glossary Reviewer ( réviseur, evaluateur)
Check quality, classification of abstracts
Track convener ( organisateur*)
Put feedback together (optionally can judge)
Judge ( juge, rapporteur)
Put feedback together

29. Abstract reviewing
Delegate responsibilities, propose, accept, reject, merge, duplicated, …
Author
Track 1
Track 2
Track 2
Referees can be nominated
They add comments to the submitted abstracts
They can also propose accept/reject
The decision is then made by the conference organiser or track coordinators
Abstracts can be merged together
Creation of Book(lets) of Abstracts

30. Abstract Reviewing
The submitter can select which track(s) the abstract pertains to Reviewers will propose to accept/reject for each of their tracks Event organizers (managers) will then decide
Accelerators
Accelerators
Detectors
Accelerators
Detectors
Author ✓ ✘
Manager

31. Track Conveners
What about them?
Author ✓ ✘
Manager

32. Timeline

33. Hands-on C
Preparing CFA
Submitting/reviewing an abstract

34. Book of abstracts PDF file Referees can be nominated
They add comments to the submitted abstracts
They can also propose accept/reject
The decision is then made by the conference organiser or track coordinators
Abstracts can be merged together
Creation of Book(lets) of Abstracts

35. TIMETABLE Conference lifecycle Conference past future Custom web site
Paper subm.
Call for abstracs
Badges
Evaluation
Conference
past
future
Abstracts selection
Registration
Paper reviewing
Slides submission
Programme

36. Timetable setup Abstracts Contributions Schedule
Sessions, breaks, presentations, posters,…
Contributions
Abstracts
Plenary and parallel sessions
Contributions/Presentations
Breaks/social events
Useful tools for changing a time, rescheduling, changing sessions, days…
The display can then be HTML or PDF with various options (filters, sorting…)
Schedule

37. Hands-on D
Preparing the conference timetable

38. UPLOAD Conference lifecycle Conference past future Custom web site
Timetable
Paper subm.
Call for abstracs
Badges
Evaluation
Conference
past
future
Abstracts selection
Registration
Paper reviewing
Slides submission
Programme

39. slides submission Plenary and parallel sessions
Contributions/Presentations
Breaks/social events
Useful tools for changing a time, rescheduling, changing sessions, days…
The display can then be HTML or PDF with various options (filters, sorting…)
Speakers

40. slides submission Plenary and parallel sessions
Contributions/Presentations
Breaks/social events
Useful tools for changing a time, rescheduling, changing sessions, days…
The display can then be HTML or PDF with various options (filters, sorting…)

41. Intermission

42. Indico Training
Registration

43. Recap Conference lifecycle Conference past future Custom web site
Timetable
Paper subm.
Call for abstracs
Badges
Evaluation
Conference
past
future
After having the timetable defined there may are people that are not speakers and want to attend the conference.
This is what Registration Forms is defined for.
Abstracts selection
Registration
Paper reviewing
Slides submission
Programme

44. registration Why we need a registration
Organisers need to know who will attend
How much to pay?
Who is coming to the welcome dinner?
Which are the accommodation options?
Which sessions are you attending?
etc.
We need to know how many people is coming

46. process
Manager
Users
register
setup
Registrants

47. Setup registration form
The conference manager can create new registration forms.

48. Reg. form
Checkbox
Date
File
Text

49. E-payment: setup
From this option, you can customize the text to display on the payment page, the payment conditions, the epayment-related bodies and the currency
Mention CERN E-payment

50. Hands-On E Setting up registration form Registering for an Event
After:
* Show operations in list of registrants – filtering, columns, , export to PDF and CSV

51. Recap Conference lifecycle Conference past future Custom web site
Timetable
Paper subm.
Call for abstracs
Badges
Evaluation
Conference
past
future
Abstracts selection
Registration
Paper reviewing
Slides submission
Programme

52. badges
You may then select which template you which to use for your PDF by selecting the radio button to the left of it and then clicking ‘Print Badges’

53. Badges Design
You can design the badges, adding different fields (Name, affiliation, etc.)

54. Badges

55. Recap Conference lifecycle Conference past future Custom web site
Timetable
Paper subm.
Call for abstracs
Badges
Evaluation
Conference
past
future
Abstracts selection
Registration
Paper reviewing
Slides submission
Programme

56. Paper Reviewing Paper reviewing team
Questions for each team (editors, content reviewers)
History of paper corrections
Rating of papers
Download all accepted papers

57. Paper Reviewing

58. Surveys
Get some feedback from participants

59. Surveys
Add new questions

60. Surveys
User evaluation view

61. Surveys
And check the results

62. Done! Conference past future Custom web site Paper subm. Timetable
Call for abstracs
Badges
Evaluation
Conference
past
future
Abstracts selection
Registration
Paper reviewing
Slides submission
Programme

64. Pedro Ferreira