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Indico: Event Management indico.cern.ch
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Indico: Event Management http://indico.cern.ch JaCoW 09 2nd November 2009 Jose Benito Gonzalez Lopez CERN IT-UDS Audiovisual and Conferencing Services
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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?. - PowerPoint PPT Presentation
Transcript of Indico: Event Management indico.cern.ch
Indico: Event Managementhttp://indico.cern.ch
JaCoW 092nd November 2009
Jose Benito Gonzalez LopezCERN 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
– 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
Indico
Abst 1 Abst mAbst n
Track 1 Track 2 Track N
1) Setup 4) Final decision
2) Authors submit their abstracts
3) Track coordinators propose abstracts for approval
Event organizer
Features: Conference Management
Call for abstracts
Abst 1 Contr 1
Accepted abstracts … will become … Contributions
accepted
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 reviewingConference Manager
Manager for Paper Review
assigns
Content Reviewers
Referee
Layout Reviewer
assigns
assigns
Features: Conference Management
Paper reviewing– Manager Few steps to setup the module
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– English and French (Spanish, Portuguese, German, Chinese in
preparation) Timezone management Fine-granularity protection setup Delegation of responsibilities Video services integration
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?
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
