Process for Proposing Locations to host the CSC

 

 

This note explains to potential Local Organizers interested in hosting the CERN School of Computing the process for developing their proposal and provides a template for formulating it.

 

1      Process.

2      Elements to be taken into account when considering a location

          2.1        Location (city)

          2.2        Possible models for the site (single / separate)

3      Role of the Local Organizing Committee

          3.1        Summarized role

          3.2        Key of success: the LOC team

4      Template for Proposals to host a CSC

          4.1        General elements

          4.2        Elements specific to each proposed location (city) and model

          4.3        Other information (free text)

 

1         Process


The process for submitting proposals is in two stages:

  1. An Expression of Interest letter is to be sent to the Director of the CERN School, of Computing, by the authorized person in the organization which will act as Local Organizer or which will lead a consortium of organizations.
    The letter should be short and the only required elements are:

    • The expression of Interest

    • The name of the person who will (possibly only initially) act as contact.

  2. A proposal based on the following template is to be submitted at least 20 months before the school.

    • The proposal may include several options regarding the location city, the tuition and lodging places,

    • During the preparation of this proposal, it preferable that the options be discussed with the School Director.

Based on the proposal, the CSC Advisory Committee will make a decision at least 18 months before the school takes place.

 

2         Elements to be taken into account when considering a location
2.1        Location (city)

There is no absolute rule for the choice of the city where the school is taking place. Recently. very successful schools have been organized:

  • in country capitals (Helsinki)

  • in medium size tourist/resort towns (Dubrovnik, Vico Equense, Funchal)

  • in smaller towns located ~ 90 min from a major city (Krems, 80 km from Vienna).

 

However, the following key criteria must be considered:

 

  1. The location should be in a reasonably attractive area.

  2.  For logistics reasons, it should not be located too far from the premises of (one of) the local organizer(s). This is to facilitate logistical support (secretarial support, technical assistance)

  3. In general, participants, who are young, prefer reasonably animated places (cities or nearby cities) rather than exceptionally beautiful but very isolated areas. 

  4. The location should permit the organization of attractive excursion(s), as well as other social activities (nearby sport centre / facilities is particularly appreciated).

  5. The costs in the area (for lodging, meals, transportation, services, ) should be compatible with the limited budget of the school (unless prices are very favourably negotiated).

 

2.2        Possible models for the site (single / separate)

Annex 1 provides details of the possible school models, and the key elements to be taken into account for each model.

 

In short, a school site is formed of two components:

  • The Accommodation facility: where the students and organizers/lecturers are accommodated during the nights

  • The Tuition facility: where the lectures and exercises take place.

 

A  -  Single site model

  •  

\

B -  Separate sites model

  • B1: Accommodation in hotel - tuition at academic site

  • B2: Accommodation in hotel - Tuition in Convention Centre

  • B3: Accommodation in academic campus - Tuition in Convention Centre

  • B4: Accommodation in academic campus - Tuition at distinct academic site

 

Advantages and drawbacks of each model are discussed in details in Annex 1.

In recent years, very successful models have been:

 

A1
2004
2007

Single hotel to provide both accommodation and tuition facilities

- Major advantage: all-in-one aspect (no commuting time, )

- Major drawback: logistics and cost to set up a full computing / networking infrastructure in the hotel

B1
2006

Accommodation in hotel - tuition at academic site

   Major advantage: use of local computing infrastructure for exercises (no cost, no set up)

B4
2003

Accommodation in academic campus - Tuition at distinct academic site

- Major advantages:

  • low cost

  • all-in-one aspect (no commuting time, )

  • use of local computing infrastructure for exercises (no cost, no set up)

- Possible drawback: commuting time

 

Another model likely to be successful (though not experimented recently) is A2, provided that:

  1. The campus is not too isolated

  2. The lodging and meals on the campus are of good quality

 

A2

Single academic campus to provide both accommodation and tuition facilities

- Major advantages:

  • low cost

  • all-in-one aspect (no commuting time, )

- use of local computing infrastructure for exercises (no cost, no set up)

- Possible drawback: if isolated campus, distance to reach animated areas

 

3         Role of the Local Organizing Committee


3.1        Summarized role

The role of the Local Organizing Committee (LOC) is detailed in Annex 2. The key components of this role can be summarized as:

  • Proposing options for the city and the site(s) (campus, hotel)

  • Providing the computing infrastructure (students PCs, school servers, on- and off-site networking, )

  • Proposing social activities and assisting in their running (Sport Programme, excursion,  )

  • Providing on-site secretarial and technical assistance during he school

  • If possible, identifying domestic industrial or institutional sponsors to support (in-cash or in-kind) small school items (e.g. recreational activities, bags, presents, )

  • Arranging for European Credit Certificates (ECTS credits) to be provided to participants who successfully passed the examination.  


3.2         Key of success: the LOC team

The key of the success is the formation by the LOC of a team of people, with clear responsibilities before and (for some of them) during the school. See example from CSC206-Helsinki.

From past experience, the team is particularly efficient when it includes:

  • young engineers / scientists (social chemistry with students is facilitated)

  • people with a knowledge of the local social opportunities (sport, self visits, discos, ..)


4         Template for Proposals to host a CSC

This template must be viewed as a guide to collect key data of the proposal. Not all components may be known at the time the proposal is submitted. It is preferable to discuss initial ideas and versions with the School Director before investing too much into a specific direction.

The proposal may contain several options for the proposed city and/or the site model (single/separate)

 

4.1        General elements
 

Organizing Committee

Name of Leading Local Organizer

 

Name of the organization acting as Local Organizer or as consortium leader

Name of  other involved organization(s), if any

 

Name of other organization(s) part of the Local Organizing Committee Consortium

Name and affiliation of the prime contact person (in principle,  the chair-person of the future Local Organizing Committee)

 

 

Year

Is the proposal only valid for one specific year?

 

Indicate the year, if hosting the school is only possible one specific year.

Is the proposal valid for a range of years?

 

Indicate the range of years, if applicable

Location (city)

Proposed school location (city).
Give the list, if several cities are proposed

 

Name of the city(ies) where the school is proposed to take place

School Model (Single /Separate site)

What is (are) the model(s) proposed (A1, A2, B1, other)?

Give the models for each city, if several cities are proposed

 

Refer to the models of Annex 1.

If several models are proposed for a given location, list them.


 
4.2        Elements specific to each proposed location (city) and model
 

Campus and hotel(s)

Campus (if applicable):

Give the name of the institute / university /

 

Only if a campus is involved for tuition and/or lodging

Hotel(s) (if applicable):
Are possible hotels already identified?

 

If potential hotels already identified, provide names of hotels

Sport centre / area close to tuition and/or lodging site?

 

 

Tuition facilities (if known)

Lecture room: type (amphitheatre, large room, ...) and numerology (number of seats, floor area M2, )

 

Only if this is already known.

Indicative numbers only

Exercise room: type (single large room, ...) and floor area (M2)

 

Only if this is already known.

Indicative numbers only

Commuting time (for separate sites models only)

Means (walking, public transport, rented bus) and estimated time to commute between the two sites

 

 

Cost aspects

Is there a cost (e.g. rental) associated with the use of the lecture and/or exercise rooms?

If so, indicate the range.

 

Provide indicative cost only

Is there a cost associated with the use of the Internet connection, or other networking facilities?

If so, indicate the range

 

Provide indicative cost only

Other cost associated with the tuition facilities?

 

Provide indicative cost only

Indicative cost per day / per person for lodging (in two-bed rooms) and meals

 

Provide indicative cost only

Possible domestic sponsoring

Any prospects for either industrial (e.g. computing companies) or institutional (e.g. city, ) domestic sponsoring?

 

No commitment at this stage, indication only

- Industrial sponsoring may be for special social events, receptions, excursions, presents to meritorious students,

- Institutional sponsoring may be for social events (city hall reception, ), in-kind contribution (e.g. free access to city public transport system, )

 

 4.3        Other information (free text)

If available, any additional information such as details of city, campus facilities, hotel facilities, computing infrastructure, on-site networking, wireless access at tuition location or hotel; lecture room, exercise room, excursion possibilities, nearby sport centre, planned LOC team, sponsoring opportunities, . Pictures are also welcome.

 

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How to propose CSC locations

   Template for proposals 
   How-to
   How-to

 

 

School Models

 

Role of Local Organising Committee

 

Computing specifications

 

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