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Awareness Support in Scientific Event
Management with
Wolfgang Reinhardt, Julian MaicherHendrik Drachsler and Peter Sloep
University of Paderborn, Germany & Open University of the Netherlands
What’s so special about scientific events?
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✓ conferences, symposia, workshops
✓ important events for researchers
✓ presentation & discussion of research results and new approaches
✓ exchange of ideas
✓ negotiations about new projects
✓ nurturing of the own professional network
Organization of scientific events
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✓ honorable office
✓ huge manual effort
✓ up to 24 months of preparation for 250 people event (IEEE)
✓ roles, phases and realization differ between events
➡ our goal: common model of scientific events
Roles in managing scientific events
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Roles in managing scientific events
4
Members of the organization committee
(organizers)
Roles in managing scientific events
4
Chairs of the program committee
(program chairs)
Members of the organization committee
(organizers)
Roles in managing scientific events
4
Chairs of the program committee
(program chairs)
Members of the organization committee
(organizers)
Members of the program committee(Reviewer)
Roles in managing scientific events
4
Chairs of the program committee
(program chairs)
Members of the organization committee
(organizers)
Members of the program committee(Reviewer)
Participants
Roles in managing scientific events
4
Chairs of the program committee
(program chairs)
Members of the organization committee
(organizers)
Members of the program committee(Reviewer)
Participants Authors
Phases in managing scientific events
preparation phase submission phase review phase selection phase
program planning phaseregistration phaseevent phasefollow-up phase
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Phases in managing scientific events
preparation phase submission phase review phase selection phase
program planning phaseregistration phaseevent phasefollow-up phase
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✓ theme and scope of the event
✓ time, location, name
✓ sponsors
✓ members of the organization and program committee
✓ call for paper publication
Phases in managing scientific events
preparation phase submission phase review phase selection phase
program planning phaseregistration phaseevent phasefollow-up phase
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✓ authors submit proposals (different accepted formats)
✓ organizers receive, archive and acknowledge receipt
✓ authors may edit submissions until deadline
Phases in managing scientific events
preparation phase submission phase review phase selection phase
program planning phaseregistration phaseevent phasefollow-up phase
5
✓ many different forms
✓ reviewer assignment
✓ review criteria have to be defined
✓ reviews due until defined deadline
✓ poss. notification of other reviewers
Phases in managing scientific events
preparation phase submission phase review phase selection phase
program planning phaseregistration phaseevent phasefollow-up phase
5
✓ selection and notification about acceptance / rejection
✓ poss. revision or additional reviews
✓ dispatch of reviewer comments and deadlines for final / reworked versions
Phases in managing scientific events
preparation phase submission phase review phase selection phase
program planning phaseregistration phaseevent phasefollow-up phase
5
✓ selection and notification about acceptance / rejection
✓ poss. revision or additional reviews
✓ dispatch of reviewer comments and deadlines for final / reworked versions
Phases in managing scientific events
preparation phase submission phase review phase selection phase
program planning phaseregistration phaseevent phasefollow-up phase
5
✓ start of program planning
✓ typically active until event is over
✓ clustering of accepted proposals into sessions
✓ assigment of session chairs
✓ continuous fine-tuning of the event program
Phases in managing scientific events
preparation phase submission phase review phase selection phase
program planning phaseregistration phaseevent phasefollow-up phase
5
✓ registration of participants (receipts, lists of attendees, ...)
✓ the event
✓ keep anything on track and all attendees happy :)
✓ sending / publishing proceedings & special issues
Phases in managing scientific events
preparation phase submission phase review phase selection phase
program planning phaseregistration phaseevent phasefollow-up phase
Creation of the technical event program
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Creation of the technical event program
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✓ event program is the cornerstone of scientific events
✓ highest manual efforts
✓ submission
✓ review
✓ decision
✓ re-submission
Creation of the technical event program II
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✓ different variants of realization
✓ multi-staged submisson (abstract, full paper, rebuttal, final paper) vs. regular submission (full paper, final paper)
✓ variation in review processes
✓ open peer review
✓ blind review
✓ double blind review
Problems during the organization
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✓ management of large amounts of data
✓ creation of the event program
✓ details of the event program
✓ grouping by topics, consideration of meetings, availability of rooms etc.
✓ communication with the participants
✓ creation of the event program
✓ Communication with the participants
✓ Website
Problems during the organization
✓ creation of the event program
✓ Communication with the participants
✓ Website
Problems during the organization
✓ creation of the event program
✓ Communication with the participants
✓ Website
Problems during the organization
✓ creation of the event program
✓ Communication with the participants
✓ Website
Problems during the organization
✓ networking with other participants
✓ individual event program
✓ discovery of relevant events
Participation in scientific events
✓ networking with other participants
✓ individual event program
✓ discovery of relevant events
Participation in scientific events
✓ networking with other participants
✓ individual event program
✓ discovery of relevant events
Participation in scientific events
(Awareness) Problems as participant
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✓ Most event management tools for one event only
✓ When and where will be the next relevant events?
✓ Who of my contacts will be at event X?
✓ Which of the parallel session should I attend?
✓ Are the information on the website still up-to-date?
Concept
event managementfeatures
social networkingfeatures
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Concept
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integrated solution
Concept
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Goals
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✓ Support all phases of the generic event model
✓ provide awareness support for all roles of people
✓ try not to replace existing tools but to incorporate them in the tool design & feature selection
Feature comparison
Feature comparison
Feature comparison
Feature comparison not all features available yet
Realization
•Used technologies
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RSpec
•Goals:
• Using of standards
• Maintainability
• Easy extensibility
• BDD and TDD using Cucumber and RSpec
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Demo in the demo session...
and sign up for the public beta athttp://ginkgosem.com
Conclusion
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✓ generic model of scientific events
✓ integration of classic conference management systems features with those known from social networks
✓ awareness support for organizers, reviewers & attendees
✓ successful evaluation of ginkgo in the context of 1st Workshop on Awareness and Reflection in Learning Networks (ARNets’11) at EC-TEL 2011
What’s next
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✓ implementation of missing features
✓ Recommender Systems
✓ Events, Peers, Papers, Reviewers
✓ Enhanced awareness support for organizers and reviewers
✓ Visual analytics
✓ Call Ontology (more on this later)
✓ Mobile Clients, API development & visual makeover
wolfgang reinhardtuniversity of paderborn
@wollepb @wollepb
@wollepb
@wollepb
@wolfgang.reinhardt
www.isitjustme.de
@wolfgang.reinhardt
@wollepb
@wollepb@wollepb
awareness research networks
artefact-actor-networks
bibliometrics
sna
ginkgorecommendations
social media
research 2.0
