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Workshop Planning Guide for Hosting Institutions

The information below outlines the typical responsibilities for the hosting campus and for Internet2.  Variations can always be discussed.

Campus host will provide and cover costs for:

  • Campus space for the workshop – This will include the meeting room for 20-100, based on topic and audience interest, and, ideally, between 2-3 breakout rooms (for 10-25 people each) depending on the workshop topic, a table for handout materials and badges, and a room or space for morning/afternoon refreshments.
  • A/V equipment – Audio & video projectors/screens for meeting room. Projector/screen needed for any breakout rooms.
  • Networking – Wireless networking throughout the venue. Wired networking at projectors.
  • Power – Access to power for a minimum of 50 laptops in meeting room required; access to power in breakout rooms desirable.
  • Registration AreaTable for badges and handouts, which could be accommodated in the meeting rooms.
  • CommunicationsCampus and regional contacts for potential participants (facilitating outreach into host community & peer institutions), local advertising (via web and social media as appropriate), and high visibility for the meeting before, during, and after the event (at campus level).

Campus will designate a primary point of contact for logistics who will participate in weekly planning calls that lead up to the workshop.

Internet2 will provide and cover costs for:

  • Food and beverage for attendees.
  • Workshop website, communication with participants, online registration and rosters, name badges, and ongoing community publicity about the event (before, during, and after), emphasizing the role of the host campus in making this gathering possible.

Hosting a Workshop

To host a workshop at your location, email us at