Last changed 16 Aug 2002 ............... Length about 900 words (6000 bytes).
This is a WWW document maintained by Steve Draper, installed at

Web site logical path: [] [~steve] [hci02] [this page]

To Do List for Workshop organisers

This is a list of instructions for organisers of the workshops running at HCI 2002. Details about what happens on the day are at the end.

  1. Get in your 30 word description of your workshop. Detailed request is here

  2. Get your 2-pages in for vol.2 of the proceedings.
    Some of you will want to at least tidy up your submitted version. Remember that this is not the main way of communicating to workshop participants (though you could put a version on the web to re-use as part of your call for participants), but it is the public record that such a workshop existed. So assume readers know nothing, and use it as a signal. If you are sure you will have a web page that will endure for some years concerning the workshop, you could include the URL, otherwise readers will use your contact details to follow up.

    The deadline is 17 June, camera ready copy, as an electronic WORD document using the WORD template (which is in rtf format) to get the format right. See

    Three items to send

  3. Tell/reply to me by email ( about room issues. If you don't know yet, tell me that for that question. My questions are:
    1. How long is your workshop: please confirm that it is one day long (or tell me it is half a day, or 2 days).
    2. Which day do you want: we are assuming Tuesday, but if you tell us immediately we may be able to put it on Monday instead.
    3. What capacity do you want? Please return the total number of people (organisers plus applicants). If you say "don't know", then we will tell you the limit of the room size, once the rooms have been allocated, and you must then keep your workshop to that size.
    4. Do you want your room to be near other space (e.g. a refectory) you could use for break-out groups?
    5. Do you want a flip chart (as opposed to the white boards etc. that may be there?). Fintan is resisting providing anything in order to keep workshop costs down, which is the spirit of them. On the other hand flipcharts are a nuisance to transport yourself, so I could try pleading with him.
    6. Your need for data projectors at the workshop. You can rely on having an OHP (overhead projector for acetate slides). The conference cannot usually provide data projectors (for projecting powerpoint etc. from latptops) because the tutorials will have them all, but it is possible that some of the rooms (when we know which they will be) may have one permanently mounted. So email and say which of these applies to your workshop:
      • Do not need to use a data projector
      • Will bring one with you
      • Desperate to use one, but it is impossible or very difficult to bring one.

  4. Get a call out ASAP for participants, but to do this you have first to design your admissions process.

    It is up to you and you alone to control who is allowed to attend your workshop. So in your call for participants, you must make clear what they must do, what the criteria are (e.g. first come up to some limit; selection by position statement, whatever), what the deadline is (if any)).

    Things you have to do include:

  5. Tell each applicant whether you have accepted them or not.

  6. Give us a list of those people, with their email addresses, you accept (to help with collecting registration fees). I'll set a time for this: or send it when your application process is complete.

  7. At appropriate points remind your participants they also have to pay the workshop fee to the conference organisers. I'll do my best to support/remind you about this. The basic rules are: you must accept them first; then they must take the initiative in contacting the conference to pay the extra. If they have already registered, they will have to contact them to make a second additional payment. You might remind them in your notification they are accepted. Don't forget that you and your co-organisers must pay too.

  8. Arrange to bring all materials you need to the conference: e.g.

  9. Decide whether to create a poster during the workshop for display later in the conference. Lyn Pemberton suggested this, and it is a great idea from the conference's viewpoint as it lets your workshop and its results be instantly visible to the rest of the delegates. We have reserved a provisional poster space and presentation slot for you. If you decide to do this then:

Some details about the day itself

Participants (and organisers too) should register FIRST, then go to their workshops. The conference joining instructions tell you where to do this (basically: the Abbey Conference centre in the London Road building: see They will then be directed to the room allocated for the workshop (besides collecting their workshop ticket, and paying if they haven't already done that).

Coffee, tea, and (for full day workshops) lunch are provided, and will be at the times below.

8:30 Registration desk opens (Abbey Conference centre in the London Road building). Find out which room the workshop is in, pick up workshop ticket (and other registration stuff).

9:30 start
11:00 tea
11:15 continue
12:45 finish

2:00 start (or continue)
3:30 tea
3:45 continue
5:15 Notional finish.   (But OK to stay till the building closes, perhaps as late as 9pm.)

Web site logical path: [] [~steve] [hci02] [this page]
[Top of this page]