The Share-PSI 2.0 workshops will largely draw on the experience of similar events organised by W3C in June 2012 and April 2013. For each event, W3C will work closely with a workshop host with primary responsibilities divided between the two. In broad terms, the host is responsible for the logistics while W3C is responsible for coordinating the content of the event itself, working with the host and Share-PSI partners.

The host and coordinator will work with the partners who intend to present a case study at the event (something that every partner has committed to do at least once during the project). This group of partners forms the Organising Committee. This committee forms the nucleus, but not the entirety, of the Programme Committee (PC) who will agree on the call for proposals, review the submitted papers and plan the agenda. The host and W3C will co-chair the PC Share-PSI 2.0 partners forming its majority but others may also be invited to participate in it as appropriate.

Organising the Workshop Content

Principal responsibility for the content of the workshop lies with W3C as coordinator, however, all partners are involved to some degree. W3C and the host will co-chair the Programme Committee and the workshop itself.

Call for Participation

The broad themes for the workshops have been agreed in advance but the more specific list of topics for each event will be determined by consensus among the partners, lead by the organising committee.

W3C will then draft the call for participation (CfP) and work with the host and partners to recruit members of the Programme Committee. These will be invited on the basis of their expertise in the area under discussion with a target of around 20 members in all.

When all partners have agreed the CfP it will be published by W3C and all partners will be encouraged to promote it.

No later than this, and perhaps as soon as the date and venue have been fixed, the coordinator and host will publish an open invitation to others to collocate their meetings with the workshop. This will be communicated to other relevant EC-funded projects.

Partner Participation

All partners are expected to present at least one case study during the lifetime of the Share-PSI 2.0 Thematic Network but this is a minimum, not a limit. The aim of the case studies is to share experience gained, whether good or bad, and therefore to inform the rest of the network. It is expected that 8 – 10 case studies will be contributed at each workshop, both in written form as a paper written beforehand and presented at the event itself.

Partner case studies will not be subject to review by the PC.

External Participation

Participation by organisations not within the network will be encouraged. They will need to submit a short position paper outlining their work and this will be reviewed by the PC who will select the best papers to be presented. W3C expects to use Easy Chair to handle paper submissions and reviews.

Attendee List

The names and affiliations of all attendees will be made public.

Workshop Sessions/Agenda

The workshop agenda will be divided up into discrete sessions with the usual mixture of presentations, panels and break out sessions. For each session there needs to be:

• a session chair (typically a member of the PC);
• a scribe to take notes in the IRC chat room during the session (typically a project partner).

The agenda will be published on the W3C Web site and will provide links to papers and presentations. Printed copies of the agenda and papers will not be provided.

Reporting

All papers and presentations will be published on the project's area of the W3C Web site, as will the raw minutes (taken by the scribes using the W3C's IRC-based infrastructure). W3C will write a report within 4 weeks of the event and send it to the partners for review before publication.

As well as publishing the report, the workshop chairs will convey the key points of the discussion to the W3C Data on the Web Best Practices Working Group which will incorporate the findings in their documents. This is likely to take the form of an invitation to the workshop chairs to make a presentation to the Working Group members.

Logistics

The primary responsibility for the logistics for each workshop rests with the host, however, all partners should expect to offer help before, during and after the event.

Main Room Size

The expectation is that each workshop should attract around 100 participants including at least one from each Share-PSI 2.0 partner. Given the size of the network, it's possible that the number of participants will be higher than 100 but experience suggests that it is very difficult to have an interactive workshop with more than about 120 people.

Breakout Rooms

Some sort of breakout space should be available if possible but this is not absolutely essential. Naturally, this will affect the agenda planning.

Workshop Duration

Each workshop will last 2 days (minimum 1.5 days). In addition, the Share-PSI 2.0 partners should hold a project meeting the morning after the workshop to review the event and begin plans for the next one.

Wi-fi and Power

There must be usable (free) wi-fi and laptop power for all participants.

Minimum Catering

As a minimum, coffee and soft drinks must be provided during the breaks in the mid-morning and mid afternoon. In such a case, participants will be asked to provide lunch at their own expense and information should be provided about where such food can be bought.

Ideal catering

Ideally, the host is able to provide a light lunch. Light pastries etc. during the breaks and at breakfast will be appreciated by workshop participants.

Dinners and evening receptions

An important aspect of the Share-PSI 2.0 Thematic Network is that the partners get to know each other — creating an actual network of contacts. Therefore, dinners and evening receptions are an important part of proceedings. However, this does not mean that hosts are obliged to provide them free of charge for everyone. Obviously, if budget allows, organised dinners are greatly appreciated and the quality of the event is significantly enhanced as a result, but if it's not possible to lay on a dinner then a list of nearby restaurants can be sufficient.

Unlike the workshop itself, which is supported by the European Commission and must be free to all participants, dinners and receptions may be sponsored and/or charged for.

Live Streaming and Remote Participation

Hosts are not required or expected to provide facilities for live streaming or remote participation. Such facilities are, however, welcome.

Nearby Hotel List

The host should supply a list of suitable hotels near the venue covering a range of prices.

Budget

In short: there isn't one. i.e. there is no project budget available to offset the costs of hosting a workshop. Neither is there a project budget to pay for speakers' travel and accommodation costs. Project funds are designed to be sufficient to allow partners to cover the cost of preparing for and participating in the events but no more.

Entry to the workshop must be free of charge although, as noted above, dinners and evening receptions may be sponsored and/or charged for.