Indico: Event Management indico.cern.ch

Indico: Event Managementhttp://indico.cern.ch

JaCoW 092nd November 2009

Jose Benito Gonzalez LopezCERN IT-UDS

Audiovisual and Conferencing Services

Outline

General Overview of Indico Events management …and more

What is Indico About?

Event organisation: for events of all sizes: lectures, meetings, conferences

Data repository: Long term archiving of all data related to the event and of all related files (ppts, pictures, videos, minutes…)

Background CERN

– 2500 employees, 8000 collaborators– Huge number of meetings per day– 175 meeting rooms

Need for a tool – to store and retrieve all events descriptions and related

material– Provide synthetic views on the collaborative activities and easy

integration with personal schedulers InDiCo born as a European project (2002-

2004) From 2004 (CHEP), Indico is in production

and developed at CERN

Indico Worldwide

Indico team: Currently 1 staff, 1 fellow, 3 students

CERN server hosts today – 80.000 events– 370.000 presentations– 530.000 files (several TBs of data)

Installed also in many organizations worldwide– In USA, Germany, France, Italy, Japan, India, China…

FEATURES

Features: Information Retrieval

One server hosts multiple events Events are classified by categories

– Simple browsing – Events of the day– Calendars

Search– Possibility to integrate an external search engine: a plugin

exists for CDS Invenio (another CERN product!)– In general, the communication between the search engine and

Indico is standard-based and uses an OAI gateway (OpenArchives Initiative)

– Query sent to search engine and results displayed directly in Indico

Data export through script/web service– Various formats: XML, RSS, iCAL…

Creation of Events

“New Indico” goal user experience + optimization

Creation of events easy Customization advanced options 3 types of events:

– Lectures– Meetings– Conferences

Lectures

Features: Lecture Management

Simple and clear display of all data related to the lecture (date and time, location, title and abstract, speaker, material like slides or video)

Additional features:– Poster creation– Evaluation form creation (plus detailed result analysis)

Features: Lecture Management

Meetings

Features: Meeting Management

General data and meeting timetable Additional features:

– Integrated minutes management– Participants management

Features: Meeting Management

Conferences

Features: Conference Management

One tool only for managing the full event lifecycle– Creation, configuration and management of the conference

web portal– Definition of the conference tracks/themes– Participants registration

• Badge creation• Online payment• Mailings

– Call for abstract• Abstract selection

– Creation and display of the timetable• Plenary, parallel or poster sessions

– Submission of presentations and final papers• Review and edition

– Evaluation form– Creation of the conference proceedings

Features: Conference Management

Conference Portal: Customization

Features: Conference Management

Conference Portal: Total Customization

Features: Conference Management

Definition of the conference tracks/themes

Features: Conference Management

Registration– Flexible creation of forms– Epayment– Automatic printing of badges– Mailings and export in different formats

Features: Conference Management

Registration– Flexible creation of forms– Epayment– Automatic printing of badges– Mailings and export in different formats

Features: Conference Management

Call for abstracts– Abstract: a short version/summary of a scientific paper– Flexible creation of forms to submit abstracts– Abstract review process (coordinators)– Accepted abstracts will become contributions for the

conference

Features: Conference Management

Call for abstracts

Indico

Abst 1 Abst mAbst n

Track 1 Track 2 Track N

1) Setup 4) Final decision

2) Authors submit their abstracts

3) Track coordinators propose abstracts for approval

Event organizer

Features: Conference Management

Call for abstracts

Abst 1 Contr 1

Accepted abstracts … will become … Contributions

accepted

Contributions can be scheduled in the timetable

Features: Conference Management

Timetable: creation and display– Soon...drag & drop

Features: Conference Management

Timetable: creation and display– Filtering by session and room

Features: Conference Management

Evaluation Form– Flexible creation of forms– Statistics and graphics– Export in different formats

Features: Conference Management

Paper reviewing– Reproduce the paper

reviewing process of a conference

– Layout and content reviewing

– Email notifications– Reviewing Team:

• Layout reviewer• Content reviewers• Referee

Features: Conference Management

Paper reviewingConference Manager

Manager for Paper Review

assigns

Content Reviewers

Referee

Layout Reviewer

assigns

assigns

Features: Conference Management

Paper reviewing– Manager Few steps to setup the module

Features: Conference Management

Features: Conference Management

Paper reviewing– Easy way to assign papers/contributions in batches

Features: Conference Management

Paper reviewing– Creation of competences for the team

Features: Conference Management

Paper reviewing– Definition of reviewing criteria:

Features: Conference Management

Paper reviewing– Final Judgment by referee

Features: Conference Management

Proceedings– Not at all…..but a collection of PDFs– To work in the future– Using SPMS?– For proceedings we need:

– DB of authors– DB of affiliations– It would be possible to add this info to Indico! (Plugin)

More Indico

More Indico: Room Booking

Meeting room booking for all authorised users

Indico can plug into an existing database of rooms and/or bookings

Can handle room technical data of all kinds– Available equipment– Available services– Available tools– …

Features: Room Booking

Features: Room Booking

More Indico: in Brief

Internationalization– English and French (Spanish, Portuguese, German, Chinese in

preparation) Timezone management Fine-granularity protection setup Delegation of responsibilities Video services integration

A Hub for Remote Collaboration

You and Indico

Open source code– Freely Downloadable from http://cdsware.cern.ch/indico/

Easy integration in the local environment– Interface customization– Pluggable authentication (LDAP, ActiveDirectory, SSO through

Shibboleth…)– Links to and from external databases/services (rooms, booking, search)– Plug-ins administration– Modular architecture– Standards support: iCal, XML, OAI, RSS…

Support– Free through some administrators mailing lists– Paying support, hosted or on-premise installations and maintenance

through commercial companies

Thank you for your attention! Any questions?

indico-team@cern.ch

http://indico.cern.ch http://cdsware.cern.ch/indico/

Collaboration Tools/Services

Tools integration to Indico– Resource booking by the organiser directly through Indico– Connection data displayed in the Indico event page for the

participants Services integration

– Video recording– Live Webcast– Service managers

• A special page summarizes all requests• Service manager can approve or reject a request

Each tool/service is added as a plugin to Indico– Easy adaptation to local needs