Hello and welcome, I’m Alex and this is a tutorial on how to create a CONFERENCE in Indico. First of all, make sure that you are in the Indico page and that you are logged in. Once you are logged in, click on the tab “create event”, and click on “create CONFERENCE". The initial steps are similar across indico event creation. Please follow our tutorial on INDICO MEETING, if needed. These general data you'll enter when defining your conference will constitute the OVERVIEW. Click on "Switch to display view" to see what you've done. ============= PAUSE FOR EFFECT ========================== ============ LETS DEFINE THE PROGRAMME NOW =============== First of all, we will need to define the “PROGRAMME” of our conference, which can be divided in different TRACKS. Tracks represent the subject matter of the conference. For example, a first track called “Online computing”, a second track called “Offline computing”, a third one called “Distributed computing”, and so on. To do this, enter the MANAGEMENT interface by clicking at the pencil at the top of the display view page. Then, click on “Programme”, on your left under “Organisation”. Click on “Add track“, and select The title of your track, as well as a brief description. Click on “Save” to add your first track. Now, repeat the process for all your tracks. You can drag and drop your tracks and change their order using the grey rectangle at the top of each track. Tracks MUST be defined before calling for Abstracts, so that submitters can choose their track. ============= PAUSE FOR EFFECT ========================== ============ LETS PREPARE THE CALL FOR ABSTRACTS as a conference event manager =============== -SLIDE———— HOW TO PREPARE A CALL FOR ABSTRACTS.——— Click on “Call for Abstracts” on the left banner, under “Organisation”. Click on “Enable module” and you will be directed to your call for abstracts page. Here at the top we have the scheduling box, which defines WHEN the call for abstracts will be open for submissions, right now or at a given date. In the “Call for Abstracts” page, we have various customisable SETTINGS, related to Abstracts. Here, you can customise the email NOTIFICATION templates to send to users who submit abstracts, We have notifications here, emails that can be sent according to rules. these email templates are customisable, click on “notifications”, click on “add new one”. Here you can add a notification ruleset, choose a title for your ruleset, and select the email template that you want, for example “submit”. Then you will have to select a rule, for example “submit”, like your email template. the logic behind this is that if a rule is matched, for example if a paper is SUBMITTED, a certain email notification (in this case, “submit”), will be sent. Then you have general SETTINGS, where you can "CONFIGURE ABSTRACT SUBMISSION”. Scroll down for the instructions box, and insert some tips such as “don’t forget to use proper english”. Then we have Your FIELDS AND TYPES options, where you (as conference event manager) will have to define and add the TYPE of the contributions you allow, such as POSTER, or ORAL. Click on on the abstract fields box, to add new fields tailored to your event, such as a question, or simple text. for example “What is your experiment?”. Click on “Add new field”, and then on “single choice”. enter the question, select how your want your question to be displayed, for example with radio buttons, vertically displayed. Select your options, for example, ATLAS, Alice, LHCB, and CMS. Then click on Save. Further down, we have REVIEWING options, where you define the questions used in the abstract reviewing process. Here, you will be able to add users as reviewers and conveners. Reviewers provide an assessment of the abstract. They can consult only their own reviews. Conveners can read all reviews in their tracks. They can also accept or reject abstracts on behalf of the event organizers/managers. the idea is that YOU CAN HAVE A TEAM OF SPECIALISTS FOR “online computing” (one of your tracks) FOR EXAMPLE. Click on “Add” under either reviewer or conveners for the a selected track (or for “all tracks” at the top), search for existing users, and add them. Click on “save” once you’ve chosen all your roles. CLICK ON “SETTINGS”, AT THE RIGHT OF “ROLES”. HERE YOU, as an event manager, DEFINE A set of questions and the scale for the answers to your questions, FROM 1 TO 5 FOR EXAMPLE. These questions will be used as a guide for the reviewers. under “review questions”, type in your questions, for example “what is the quality of english?”, Click at the disk icon at your right so save your question and click on “add” if you want to add a new question. for example “what is the quality of the content? Once you have chosen your scale and your question, click on Save at the bottom of the page. ???????????????????AND THEN WE HAVE A POSSIBILITY OF CLICK ON “EXCLUDE FROM SCORE”, AND SOME SCORES CAN BE EXCLUDED FROM THE average SCORE AT THE END. AND UNDER “JUDGMENT INSTRUCTIONS”, INSERT SOME GUIDELINES for the JUDGEMENT.?????????????????????? Then we have the book of abstracts, a CONFIGURABLE and downloadable document (in pdf) where ONLY the ACCEPTED abstracts will be 'published'. To configure the book of abstracts, click on “settings”. Write additional text that will appear on the document, And select the sorting criteria for the abstracts’ appearance in the book. Click on “Save”. Finally, we have the List of ALL abstract, which is built automatically once the call for Abstracts is open. You can rearrange this list by clicking on “Manage”. Let’s return on call for Abstracts again to return to the parameters definition page. NOW LET’S OPEN THE CALL FOR ABSTRACTS, CLICK ON “START NOW”. Then SWITCH TO DISPLAY VIEW. ============= PAUSE FOR EFFECT ========================== ============ LETS NOW ACT AS AN ABSTRACT SUBMITTER =============== NOW ACTING AS A SUBMITTER, AND NOT AS AN EVENT MANAGER, CLICK ON SUBMIT AN ABSTRACT, Enter a title, and the content of your abstract. select its TYPE, lets SAY WE WANT IT TO BE A POSTER, LET’S ADD MYSELF AS Author. Don’t forget to click on “Speaker”. CHOOSE THE TRACK YOU WANT, FOR EXAMPLE "Offline Computing”. AND SELECT WHAT EXPERIMENT it BELONGS TO (FOR EXAMPLE ATLAS, OR CMS, THE ONES WE DEFINED BEFORE). Click on SUBMIT! So now we have an abstract, the submitter should receive an email notification on successful abstract submission. The submitter can see if REVIEWERs (normally more than one) accepted the abstract and with what 'type', as well as “more details”. Here is the timeline of the abstracts, all different parties will see the actual reviewing process. !!!!!!!!!!!!!! Here in the video we can maybe use different accounts so that each account can be a submitter, or a judge, or a reviewer. ============= PAUSE FOR EFFECT ========================== ============ LETS NOW ACT AS AN ABSTRACT REVIEWER =============== Switching again to a different role, lets click on the REVIEWER area. We can see the tracks we are a reviewer of, if we hover over the area, we see, in one track, “1 abstract left to review”, so we click on the track. Then we see that the abstract is awaiting review, so we click on the abstract name. Click on REVIEW on the right. Give a grade in number, Leave review comments, and the PROPOSAL, for example: ACCEPT as a POSTER, instead of an ORAL PRESENTATION. THEN we click on “submit review“. and the review is submitted. The CONVENERS have privileged access to all reviews in their tracks. ============= PAUSE FOR EFFECT ========================== ??????????============ LETS NOW ACT AS AN ABSTRACT JUDGE =============== Switching roles again, now acting as a JUDGE, I As the judge, based on this feedback, I reject, or accept, and give a reason. ============= PAUSE FOR EFFECT ========================== ========== ABSTRACT MANAGEMENT =============== NOW LET’S RETURN TO THE event management PAGE, then click on "Call for Abstracts" on the left banner, under "Organisation" AND CLICK ON “MANAGE” ON THE RIGHT OF THE LIST OF ABSTRACTS. Depending on my role, I WILL SEE THE list of all abstracts and their status. The options AT THE TOP offer customisation possibilities, where we can decide the display criteria of this list. If you click on the boxes of several abstracts AND you have the privileges, you may JUDGE several at once., More options are offered on the same line, for example to export the selected abstacts in various document formats (pdf, excell, etc.) ============= PAUSE FOR EFFECT ========================== ========== REGISTRATIONS' MANAGEMENT =============== ON THE CONFERENCE MAIN PAGE, enter the event management interface. CLICK ON REGISTRATION on the left banner. The registration module contains several configuration options. THE MOST IMPORTANT one, IS the CREATE FORM!... CLICK ON CREATE FORM. Give it a name! As a conference event manager I select the option: MODERATED. The MANAGER HAS TO APPROVE the registration OR Registration is limited to LOGGED-IN USERS. or a limited number of people can register (INDICATE HOW MANY IF YOU SAY YES HERE!). Be careful with "registration MODIFICATION ALLOWED", because of the ELECTRONIC PAYMENT FEATURES. It is wise to disallow modifications after payment or simply say “NEVER”. This is because change of 'settings' after payment may entail change of the total due amount. If you PUBLISH REGISTRATIONS, there WILL BE A PAGE, THAT SHOWS ALL THE REGISTRANTS FOR THAT EVENT. You can configure whether to publish registered participants by name, by total number and status of attendance. THEN, IN PRICE OPTIONS, select the currency and enter the fee. Further down you may configure notification headers and text for emails to be sent to the registrants and to the event managers. Click SAVE when you are finished! AT THE RIGHT OF “REGISTRATION FORM” row, CLICK ON “CONFIGURE”. There is A FORM BY DEFAULT. YOU CAN ADD SECTIONS TO THIS FORM, by clicking on "ADD NEW" at the top and then "SECTION". For example:"ACCOMMODATION", click on "ADD". THEN CLICK ON THE “+” SIGN, under ACCOMMODATION and select the "accomodation" option. ON CAPTION, WRITE “ACCOMMODATION”. THEN GO TO “EDIT ACCOMODATIONS“ ON THE LEFT BANNER. The DEFAULT OPTION is 'no accomodation', BUT YOU CAN ADD more. CLICK ON “ADD NEW ACCOMODATION“. FOR EXAMPLE “CERN HOSTEL“, enter the room price and places' limit. AND THEN CLICK ON “ADD”. REMEMBER THAT YOU CAN ADD ALL SORTS OF FIELDS. BY CLICKING ON THE “+” cross signs of the sections defined. THE SECTIONS ARE DRAG AND DROP! THEN CLICK ON “BACK” at THE page BOTTOM on the RIGHT. ============ PAUSE FOR EFFECT ====== ============ INVITATIONS' MANAGEMENT =============== From the event management page, click on "MANAGE" on the 'Invitations' row. Here a list of people that will receive an email invitation to the event can be defined. The email will contain a link to the indico registration form for the event. They either accept or decline the invitation. Click on invite, and then on indico users if you want to invite an indico user. add users and click on send. ???then click on the name of the person invited, and ATTENTION, IN THIS CASE, IT HASEN’T YET BEEN APPROVED, BECAUSE WE STILL HAVE THE MODERATION WORKFLOW, SO WHEN WE ??DOTHE INVITATION MAYBE THE MODERATION FLOW SHOULD FIRST BE DISABLED, AND THEN WE WILL TEST SEPARATELY THE MODERATION WORKFLOW, OTHERWISE IT’S TOO CONFUSING. ???CLICK ON APPROVE IF YOU NEED TO. NOW, RETURN TO REGISTRATION, ON THE LEFT BANNER. AND CLICK ON “MANAGE”, NEAR “REGISTRATIONS”, ON THE BOTTOM. CLICK ON START NOW, TO OPEN the REGISTRATION PROCESS. THEN SWITCH TO DISPLAY VIEW. ==================== END OF REGISTRATIONS' CONFIGURATION ============= ============== PAUSE FOR EFFECT ====================================== ============== REGISTER/ APPLY AS A CANDIDATE PARTICIPANT =================== NOW, as a user, candidate conference participant, WE WILL place a REGISTRATION or APPLICATION, depending on whether participation to the event is MODERATED or not. CLICK APPLY NOW. Select A COUNTRY, the rest of the data offered in this form, for example THE CERN HOSTEL for accomodation, SELECT AN ARRIVAL DATE ETC. CLICK ON APPLY HERE WE SEE THE REGISTRATION IS AWATING APPROVAL (because of the moderation!). ============== Approve applications as event manager =================== CLICK ON THE EDIT EVENT BUTTON AT THE TOP. THEN, CLICK ON REGISTRATION AT THE LEFT BANNER, AND AS A MANAGER, THEN CLICK ON “REGISTRATIONS”, AT THE LEFT OF REGISTRATION FORMS. See the STILL PENDING REGISTRATION. CLICK ON THE NAME OF THE applicant, AND CLICK ON APPROVE TO APPROVE THE REGISTRATION. =========== Manage PAYMENTS ====================================== IF YOU GO THE MAIN REGISTRATION PAGE, (CLICK ON “REGISTRATION” AT THE LEFT BANNER). AND YOU SEE THAT THE PAYMENTS ARE DISABLED. TO ENABLE THIS, JUST CLICK ON ENABLE. ONCE IT’S ENABLED, A BUTTON CALLED “PAYMENTS” WILL APPEAR ON THE LEFT BANNER. CLICK ON THE BUTTON. CLICK ON THE CERN POSTFINANCE. IF WE DO A VIDEO ABOUT CERN , WE SHOULD PROBABLY HAVE A DIFFERENT VIDEO FOR THIS PAYMENT OPTION, IF YOU CAN. IF WE JUST WANT TO TELL PEOPLE THAT THERE ARE SEVERAL OPTIONS, JUST SAY THAT THERE ARE SEVERAL OPTIONS. FOR EXAMPLE THE BANK TRANSFER OPTION YOU CAN PUT IN YOUR IBAN ETC. you need to click on the option to enable it. for example click on bank transfer option. o per esempio paypal, etc. click on switch to display view, then on “See details” on “Application”, at the very bottom, you should be able to see “checkout”,, if you don’t, change the date of your thing, by clicking on modify, at the right of “Your registration has been completed” (green banner). Click on checkout, then you will be able to select the payment options that have been enabled. for example paypal if you enabled. FINALLY, YOU CAN CLICK ON TIMETABLE AT YOUR EDIT EVENT PAGE, AND IT’S BASICALLY THE SAME THING AS WITH THE MEETING TUTORIAL, WITH THE EXCEPTION THAT WE CAN PUT DIFFERENT SESSION AND BLOCK, AT THE SAME TIME. NOW, LAYOUT AND MENU. CLICK ON LAYOUT, ON YOUR EDIT EVENT PAGE, QUI POSSIAMO UPLOADE A CSS STYLE SHEET. THE OPTION WITH MORE FLEXIBILITY, CI SONO DIVERE COSE CHE SI POSSONO CAMBIARE. E QUANDO SI CLICCA IN DISPLAY VIEW, SI VEDRANNO LE MODIFICAZIONI. ABBIAMO THEMES, ETC. MAGARI DIRE CHE POSSIAMO UPLODARE UN LOGO. ADESSO, UNA COSA CHE SI PUO CUSMOTIZARE è IL MENU, C’è UN TIPO DI MENU DEFAULT MA POSSIAMO MODIFICARLO. PER ESEMPIO CLICK ON MENU ON EDIT EVENT PAGE, E CLICCA ON YES AT THE RIGHT OF CUSTOMISE MENU. WE CAN CHANGE THE ORDER OF THE DIFFERENT ELEMENTS, WE CAN DISABLE THINGS, FOR EXAMPLE IF WE WANT TO MAKE THE TIMETABLE INVISIBLE WE CAN. THEN WE CAN ADD ENTRIES, CLICK ON ADD AN ENTRY, AND YOU CAN ADD A LINK TO AN EXTERNAL PAGE, YOU COULD ADD A SPACER, WHICH IS THIS THING WHICH SEPARATES THINGS IN THE MENU. OCCHIO A BUGS CON I SPACERS. E FINALLY, ADD PAGE, FOR EXAMPLE WITH A TITLE “ACCOMODATION” WITH PHOTOS OF THE HOTEL AND WHAT NOT. ETC. CALENDARING TOOLS::::::::: WE ALLOW YOU TO EXPORT A LINK IF YOU CLICK ON THE LITTLE CALENDAR AT THE TOP ON THE EDIT PAGE, a PUBLIC link OR PROTECTED link, THIS IS A CALENDAR FILE THAT THE CALENDARING TOOLS WILL BE ABLE TO OPEN. VEDIAMO IL URL CHE POSSIAMO COPY AND PASTE SUL NOSTRO BROWSER. YOU CAN USE THE URL AND IMPORT IT INTO YOUR CALENDARING TOOL. YOUR CALENDAR ON YOUR MAC. CLICK ON THE CALENDAR ON YOUR MAC. THEN CLICK ON THE TOP BANNER. CLICK ON FILE AND THEN ON CALENDAR SUBSCRIPTION. A WINDOW WILL APPEAR, COPY AND PASTE YOUR URL IN, AND WE WILL GET ALL THE EVENTS IN YOUR CALENDAR AUTOMATICALLY. IT UPDATES PERIODICALLY, SO IT’S ALL. THESE EVENTS THAT WE CREATE WILL AUTOMATICALLY UPDATE ON YOUR CALENDARING TOOLS. POI ALLA FINE C’è LA PARTE DELLA MS EXCHANGE, MA QUESTO è ABBASTANZA CERN SPECIFICO, QUINDI NON SAPPIAMO SE VALE LA PENA FARLO.