Brief Instructions - Conference Planning Web Environment

TABLE OF CONTENTS

Web Resources for Conference Planning and Presentation

INTRODUCTION:

CONFERENCE COMPONENTS:

SITES & SERVERS:Two Servers: Static & Data

Two Sites: Public and Planning

DETAILS OF THE PLANNING SITE: Committee SitePresenters Sites

Agenda SitesLinking Agenda to Presenters

INSTRUCTIONS FOR EDITING SITES:Background

Create / Edit Static Web PagesEntering / Editing Database Information

__________________________________________

INSTRUCTIONS FOR THIS CONFERENCE:

Purpose and Background . . . . . . . . . . . . . . . . 1

Component Planning . . . . . . . . . . . . . . . . . . . 1

Server Information . . . . . . . . . . . . . . . . . 3Site Information . . . . . . . . . . . . . . . . . 4

Committee Pages . . . . . . . . . . . . . . . . . . . . . . 3Presenters Data . . . . . . . . . . . . . . . . . . . . . . . 6Agenda Data . . . . . . . . . . . . . . . . . . . . . . . . . . 7Linking Conference Data . . . . . . . . . . . . . . . 8

Servers, Logins, Passwords . . . . . . . . . . . . . . 9Find, Edit, Publish, Check . . . . . . . . . . . . . . 9Presenters, Agenda, Registration . . . . . . . . 10__________________________________________

Handout

Conference Planning Web Site - Details & Instructions

INTRODUCTION

Purpose andBackground

This Conference Planning environment provides web sites and databases to manage informationrelating to sponsoring a conference or convention. The information contained in these sites anddatabases can be created and edited using an Internet browser without any additional software.The data is stored once in a central location for better accuracy and control of redundancy. Also, alldata is accessible using the Internet and its technologies. Another cost- and time-saving feature ofthis system is that information collected during the planning of the conference is used directly toproduce the final, “day-of” printed conference program -- including: session outlines, agendas,attendee and exhibitor information and presenter data.

From initial planning to the final report, this conference planning system attempts to centrallyadminister the details of conference management, while allowing access worldwide.

CONFERENCECOMPONENTS

Component List

Successful conference planning involves many different elements and components being plannedand organized by several people at once. Keeping track of what is being done and what still needsto be accomplished is a daunting task for any conference planner. However, with proper organiza-tional and technology tools, conference planning and presentation can, and does (!!!) occur success-fully.

We have been analyzing the various elements and components involved in planning conferencesand have attempted to describe and organize them into a coordinated system. The current list ofcomponents are shown below, but any new component can be developed and added easily to thesystem. These components are common to most conferences, but this system tries to bring order toall of these, and allow access and editing from the Internet.

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Component Planning

Which components areused for a specific confer-

ence is up to PlanningCommittee, Sponsor or

Chairperson

Plans are usually assigned to a Conference Planningcommittee to coordinate, manage and work on

first. This is represented in the graphic onthe left.

As each of these components aredeveloped, committee members editthe pages and data. This centralizesthe information in one place, whereall committee members can access.Most components will have twopages: Committee andConference. These are separateweb resources because some of the

detailed plans are not available tothe public.

As described above, the Public pagesare also edited by Committee members

and the database information is accessiblefrom this site as well.

This is represented in the graphic to the left. These components combine tomake up the final conference. The concept behind these web resources

is that by centralizing the information on the Internet, all plannerscan see what is happening from anywhere, at any time.

Committee members are assigned to organize one or moreof these components AND to keep everyone informed by

editing pages on web site, accessible to all committeemembers.

At the same time, some details of the plans aremoved to the PUBLIC conference site, so that inter-ested parties can be informed of conference details.Committee members also are assigned to editthese public pages on the web sites.

Each component has a separate “page” or“view”on the web Planning site and another on

the Public site.

The Public web site, however, only contains the com-ponents needed by attendees and others involved in

the conference. These “pages” are also tailored to thepublic audience and may not have all the details found on

the corresponding component Planning page.

Basic or beginning components involved in planning a conference include such elements asObtaining Partners, Organizing a Conference Planning Committee, contracting with a facility andhotel, develop budgets and financial reports, invite and confirm presenters, exhibitors and others.

The system described herein are the web resources associated with our experience with conferenceplanning and how they are used by the planners and public to plan and hold a successful confer-ence.

More detailed components include; Exhibitors, Presenters, Attendees, Agenda, ContinuingEducation, Gifts, Awards, Food, Activities, Door Prizes, Registration Info/Help Desk, andEvaluations. These conference details are assigned to committee members to manage.

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There are two separate web servers involved to the planning and presenting of the conference com-ponents. These two servers are:

- a Web Server for the Public and Planning site’s “static” pages, at:www.health.state.ut.us

- a Web Data Server for the central databases used (Presenter, Agenda, Registration, etc.)macnet.hl.state.ut.us

SITES & SERVERS

Sites on Unix WebServer

Databases on DataServer

Conference Planning EnvironmentWeb Resource Diagram

Page 3

There are two separate web sites dedicated to the planning and presenting of the conference. Thesetwo sites are shown and described below:

- a Committee Site for the Planning of the Conference, and- a Conference Site for the Public - attendees and interested parties.

Conference’s TwoWeb Sites

COMMITTEE (Planning)The Conference Planning Committee’s web sites contains detailson the planned components which make up the conference.

There are links to all planning modules for the conference,including a separate page for the Committee to manage its work.

The files and data in this section contain more details than thePublic pages. Committee members can edit these pages directly,using their Netscape Communicator browsers. User IDs andpasswords are required for all edits.

Data collected for this section include committee members, facili-ties, conference agenda, presenters, exhibitors, financialreports,etc.

CONFERENCE (Public)

The public view of the Conference site presents a series of pagesdesigned to inform conference attendees and interested parties.

These are all “read-only” web pages and are generated from thedata maintained by the Conference Planning Committee sitesand databases.

Conference Planning Committee members can also edit thesepages directly, using their Netscape Communicator browsers.User IDs and passwords are required for all edits.

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DETAILS OF THEPLANNING SITE

Committee Pages

The Conference Planning Committee’s web sites contains details on the planned components whichmake up the conference. One of the main pages is the site for the Planning Committee’s work.

The details and content of what is going to be on this important site is left to the committee.Suggested items of content include: meeting minutes, assignments, email links to Chairpersons andall committee members, and a link to important other components, such as the financial section.

The Conference’s public web sites contains details on the planned components which make up theconference.

The details and content of what is going to be on this important site is left to the committee.Suggested items of content include: registration details, presenters, exhibitors, the conference agen-da, travel details, hotel information, etc.

Public Component Pages

The Conference / Public site has its own set of pages for each of ser-vice, component or section. Component pages were created fromthe same template as the rest of the site, and include each subject ofthe conference plan or presentation, such as Continuing Education,Registration, Partners, Exhibitors, etc. As an example, there is apage for the Presenters in this site, with different information thanon the Planning site. This Pubic page includes only the ability toview information on a Presenter, while the Planning site’s pageallows committee members to view, add and edit information on thePresenters.

These pages contain information for the service or section of the con-ference, and links to other conference pages. These pages also con-tain web site navigation components consistent on all conferenceweb site pages. These navigation components should not be edited,as the overall navigation of the web sites would then be compro-mised.

Planning Component Pages

The Committee / Planning site has its own set of pages for each ofservice, component or section. Component pages were created fromthe same template as the rest of the site, and include each subject ofthe conference plan or presentation, such as Continuing Education,Registration, Partners, Exhibitors, etc. As an example, there is a pagefor the Facilities in this site, with information unique to the commit-tee about the facilities. This Committee page may include prices,contacts and contracts with the conference facility, information notneeded by the public, but very important for planning details.

These planning pages contain information for the service or sectionof the conference, and links to other conference pages. These pagesalso contain web site navigation components consistent on all confer-ence web site pages. These navigation components should not beedited, as the overall navigation of the web sites would then be com-promised.

Associated Committee Pages:

Activities = activities.htmlAgenda = agenda.htmlAttendees = attendees.htmlAwards = awards.htmlContinuing Ed =conted.htmlCommittee = committee.htmlDoor Prizes = doorprizes.htmlEvaluations =evaluations.htmlExhibitors = exhibitors.htmlFacilities = facilities.html\Financials = financials.htmlFood = food.htmlGifts = gifts.htmlHotel = hotel.htmlInfo/Help Desk = infohelpdesk.htmlPartners = partners.htmlPresenters = presenters.htmlPress & Media = pressmedia.htmlRegistration = registration.htmlTasks = tasks.htmlTravel = travel.html

DETAILS OF THEPUBLIC SITE

Conference Pages

Associated Public Pages:

Activities = activities.htmlAgenda = agenda.htmlAttendees = attendees.htmlAwards = awards.htmlContinuing Ed =conted.htmlDoor Prizes = doorprizes.htmlEvaluations =evaluations.htmlExhibitors = exhibitors.htmlFacilities = facilities.htmlFood = food.htmlGifts = gifts.htmlHotel = hotel.htmlInfo/Help Desk = infohelpdesk.htmlPartners = partners.htmlPresenters = presenters.htmlPress & Media = pressmedia.htmlRegistration = registration.htmlTravel = travel.html

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Click here toADD a

Presenter

Click here toEDIT

Presenter Data

Presenter Index Numbers are used to uniquely identify each presenter. These number are automat-ically assigned by the system as the Presenter’s information is first entered. These Index numbershave three digits, and begin with 001. To get a list of the current Presenters and their unique Indexnumbers, search the Presenter database then click on the Find All Presenters button.

Presenters Data

Unique PresenterIndex Numbers

Page 6

Click here toSearch the

Presenters Data

The Presenters database con-tains details on the individualconference presenters. Datacollected on each personinclude name, address, shortbiographical outline, presen-tation title, short descriptionof presentation, AV needs,travel, honorarium, etc. Clickon these sites to see whatthey contain and how theyeach relate to planning theconference.

To search for a specific Presenter, click on the Search PresenterInformation link, and enter any part of the Presenters name or Indexnumber. The screen below shows this.

Click here to see the PUBLIC

View of Presenter Data

Enter the data and press the ENTER INFORMATIONbutton at the bottom to submit the data to the system.You are then informed that the information has beenrecorded.

Entering or Editing thePresenter data brings up a

page like this for the entry ofthe information

Click here toEDIT

Session Data

The Conference Agenda database contains details on the individual sessions which make up theconference. Data collected on each session include index number, room, date, time, type of session,professional track, etc.

Agenda Data

Unique SessionNumbers

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Click here toSearch the

Agenda Data

Click here toADD aSession

Clicking on the Search Conference Session button provides you with an agenda of the conference,up-to-the-minute of your query. A query of the agenda database is made and presented to theviewer in the order of the session numbers.

Unique Session Numbers are used to keep the sessions sequential and link each to related data.Planning Committee Chair usually assign these numbers to each session.

Conference Sessions are numbered in sequence of their date and time. We use three digit numbers: - the hundreds place in the number is used to designate conference days, with Day 1 starting

with event 100, day 2 starting with 200, etc; - the tens place of the session number is for a major event, such as a series of breakout session;

and - the ones place is for the individual breakout session.

(Examples: session #100 is first event/session on day 1, which would be an activity such as settingup the registration desk, while session #299 would be the last event or session of the second day.)

Linking Agenda toPresenters

Linking ConferenceData

Conference Agenda sessions relate to Conference Presenters, but the information for each is kept inseparate databases. Presenter information is collected by many people, and can be entered over theweb. Sessions are usually planned for by the Planning Committee Chairs, and include room assign-ments, times, dates, etc.

Sessions are linked to Presenter information through the Presenter Index Numbers, as shownbelow.

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Presenter Index NumberLinks the Information in thePresenter Database to the

Agenda Database

The Linked Session andPresenter Information is viewed

on all Conference Agenda pages.

Without the Links, the PresenterInformation is not able to be

viewed on the Agenda pages.

B. How to Edit or Create Conference Related “Static” Web Pages

The following instructions describe how to edit existing conference web pages and republish them to the conference Web site. Thereare four steps: FIND, EDIT, PUBLISH, and CHECK. (This feature of publishing to the conference web site has been tested usingNetscape Communicator 4.5. We recommend you obtain this free software at this or a higher version to complete these exercises. The

direct page editing feature of Microsoft’s Internet Explorerwill not work on the web server we use.)

1. FIND: Browse to the conference page to be edited.

2. EDIT:

a. Open HTML edit tool - From the File Menu, Select EditPage which opens You are now in a webpage editor, which has functions and features documented inthe Help area and from links to web site.

INSTRUCTIONSFOR EDITING

SITES

A. Background and Details

A special Handout will be provided and discussed at this point, prepared with details for theunique, conference being planned.. Discussion will include the Servers, Logins and Passwordsneeded to edit and publish web information specific to the conference being planned.

b. Make changes or additions to the page using tools

1. Text Entry => cursor to correct location and type2. Email links => mailto:3. Web Links => http://www.....4. FTP Links => ftp://...

c. Record the date of the edit and your name. This insures thatpages can be updated in a timely way and lets all know who isediting the pages on the site.

3. PUBLISH:

a. Select Publish... from the File Menu, when finishedb. Make changes to the Publish Dialog Box, especially:

1. Publish Protocol ftp://2. www.upha.org/ changed to

www.upha.org/conference3. Make sure correct file to be published is included and

named correctly and in correct Planning or Public html directory4. Enter User Name as upha5. Enter Password _________ (given during training)6. Press the “Select None” button7. Make one last check of all information in the Dialog Box

(no further prompts)8. Press the Publish button

4. CHECK: Insure edits appear by returning to browser andclick Reload button. Continue to Edit, Republish and Checkfor changes. Exit Composer when finished editing, which clos-es the page and returns you to Netscape Navigator.

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C. How to Edit Conference Related Database Information

The Presenter and Agenda databases used in these sites are pro-tected by user logins and passwords. To add a record to a data-base or to edit data in these sites you must enter a passwordwhen prompted by the system, as shown here.

When editing or adding information into the databases, you willbe prompted for a user name and password at a certain point.You will also be informed if the edit or addition has been suc-cessful after you send the data. Also a warning: the password isgood for your ‘session’ using Netscape. You must quit Netscapeor enter another password if you are doing other database workneeding another password.

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INSTRUCTIONSFOR THIS

CONFERENCE

A. Background and Details - Utah Annual Conference for Public Health

1. Conference Home PagesThe conference home page shows a list links to the conference’s PUBLIC web site. This site is locat-ed at: http://www.upha.org/conference

To go to the conference COMMITTEE home page you must go to a ‘hidden’ location on the server,not linked from the conference home page. This site is at:

http://www.upha.org/conference/planning

2. Web Servers Used and Web Addresses for the Conference SitesThe servers used for the Conference sites are two servers provided by the Utah Department ofHealth (UDOH).

The server used for the Conference static pages is currently at: www.health.utah.gov The con-ference pages are located under the upha directory, at the third level on this server, at:

www.health.utah.gov/upha/conference/

The server used for the Conference databases, used for the data entry / dynamic pages andresources in the site is the small database server used by UDOH. The conference pages on this serv-er are edited by the Conference Tech staff only.

3. Server File and Directory Physical LocationsThere is a difference between the web page’s “location or address” from a Browser, like Netscape orExplorer, and the actual physical location of the page’s file. To edit a file, you must know the physi-cal location of the file on the web server. (If you feel you need more information on this matter,contact the Conference Tech Staff.)

The Conference Committee web site files which are editable are in a file directory at:www.upha.org/health/www/upha/conference/planning/

As described earlier, there are two separate sites for the conference: - the COMMITTEE planning site is located in a directory on the server at:

www.upha.org/health/www/upha/conference/planning/- the PUBLIC site, for participants and registrants to view is located in a directory on the server at:

www.upha.org/health/www/upha/conference/

4. Public and Committee Home PagesThe home page for the Public web site is located at:

www.upha.org/health/www/upha/conference/index.htm or /home.html

The home page for the Committee web site is located at:www.upha.org/health/www/upha/conference/planning/index.html

Page - PH Conf 1

5. Public and Planning Component Pages

Each site has its own set of pages for each of service, component or section. Component pages werecreated from the same template as the rest of the site, and include each subject of the conferenceplan or presentation, such as Continuing Education, Registration, Partners, Exhibitors, etc. As anexample, there is a page for the Presenters in each site, with different information. The Committeepage includes the ability to enter or edit the data on a Presenter, while the Public site’s page onlyallows a visitor to view the information on the Presenter.

These pages also contain web site navigation components consistent on all conference web sitepages. These navigation components should not be edited, as the overall navigation of the websites would then be compromised.

Associated Committee Pages:

Activities = activities.htmlAgenda = agenda.htmlAttendees = attendees.htmlAwards = awards.htmlContinuing Ed =conted.htmlCommittee = committee.htmlDoor Prizes = doorprizes.htmlEvaluations =evaluations.htmlExhibitors = exhibitors.htmlFacilities = facilities.html\Financials = financials.htmlFood = food.htmlGifts = gifts.htmlHotel = hotel.htmlInfo/Help Desk = infohelpdesk.htmlPartners = partners.htmlPresenters = presenters.htmlPress & Media = pressmedia.htmlRegistration = registration.htmlTasks = tasks.htmlTravel = travel.html

Special Pages - Other pages can be created for each site. These can be saved on the web server andlinked from any Service or Section page of either Committee or Public site.

If you need assistance with access or passwords contact the Conference Technical Support at (801)538-6335 or send an email from these sites.

Associated Public Pages:

Activities = activities.htmlAgenda = agenda.htmlAttendees = attendees.htmlAwards = awards.htmlContinuing Ed =conted.htmlDoor Prizes = doorprizes.htmlEvaluations =evaluations.htmlExhibitors = exhibitors.htmlFacilities = facilities.htmlFood = food.htmlGifts = gifts.htmlHotel = hotel.htmlInfo/Help Desk = infohelpdesk.htmlPartners = partners.htmlPresenters = presenters.htmlPress & Media = pressmedia.htmlRegistration = registration.htmlTravel = travel.html

B. How to Edit Conference Related Database Information

The Presenter and Agenda databases used in these sites are pro-tected by user logins and passwords. To add a record to a data-base or to edit data in these sites you must enter a password whenprompted by the system, as shown here.

Enter your login name (___________________________) and thepassword (_____________________________), and press the OKbutton. You will be informed if the edit or addition has been suc-cessful after you send the data. Also a warning: the password isgood for your ‘session’ using Netscape. You must quit Netscape orenter another password if you are doing other database workneeding another password.

If you need assistance with access or passwords contact theConference Technical Support at (801) 538-6335 or send an emailfrom these sites.

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www.conference.upha.org/health/www/upha/2004conf/public/htmlwww.conference.upha.org/health/www/upha/2004conf/planning/html