CHI 2009 Workshops FAQ

This page is the FAQ and late-breaking information source for the CHI 2009 Workshops Program.

1. Q: What do I need to submit to participate in a workshop?
   A: Each workshop has its own requirements for participation, but generally it is a 4-6 page position paper (or early draft of a research report) on the workshop topic. Please check the individual workshops' CFPs and websites for details on submissions.


2. Q: When is the deadline and where do I send my submission?
   A: The deadline for most workshops is October 23, but some workshops have earlier or later deadlines. Please send the submission to the workshop organizers directly.


3. Q: What will workshop attendees need to register for?
   A: They will need to register for the workshop and for at least one day of the main conference.


4. Q: Why do I have to register for one day of the main conference in order to attend a workshop?
   A: Workshops are meant to be part of the CHI conference, not separate events that happen to be the same week in a nearby location. The intention is that people will be attending the conference as well; the one-day registration is a special exception. Roughly speaking, the conference fee pays your share of all the overall conference expenses -- the professional staff, a/v, publicity, web site, committee expenses, etc. The workshop fee is supposed to be the actual incremental cost of the having the workshop (room rental, food).


5. Q: How do workshop attendees register?
   A: There is a registration code you have to fill in on the registration form when you register for the workshop. Your workshop's organizer will have it, and should send it to you once the registration period begins. If you do not get one, contact your workshop's organizer.


6. Q: How much will registration for these things cost?
   A: The cost for Workshop fees for participants will be $175 for a one-day workshop and $250 for a two-day workshop. Participants ALSO need to register for at least one day of the main conference (see the registration website for main conference fees).


7. Q: Is CHI providing lunch?
   A: No, CHI is not providing lunch. Sometimes, however, workshop organizers of particular workshops make group reservations at a nearby restaurant, so that everyone can stay together. SVs will be helping workshop organizers make lunch arrangements, if they desire. There are a number of restaurants and a food court within a few blocks of the conference location.


8. Q: When/how do we check in and get our badges?
   A: Workshop participants should check in at the conference registration desk to pick up their name badge and conference materials prior to attending their workshop. Registration days/times will be announced closer to the conference dates. There will be people at the doors of the rooms checking to make sure that everyone entering has a badge.


9. Q: What is the daily schedule for workshops?
   A:
             Conference center & registration open: 8 am
             Workshops begin: 9 am
             Coffee break 1: 10:30 - 11 am
             Lunch: 12:30 - 2 pm
             Coffee break 2: 3:30 - 4 pm
             Workshops end: 5 pm
   The finish time on Sunday is a hard-stop due to Courses beginning in the same rooms immediately after workshops. Saturday workshops must vacate their rooms no later than 6 pm. If prior years are a good indication, workshop attendees should take their coffee break at the appointed times, otherwise the coffee may run out.


10. Q: How can I find out about all the other things -- location of coffee shop, taxi information, social program, where I can get internet access, etc.?
    A: The Final Program will answer all of these things, and will be available closer to the conference date.


11. Q: Where should I go when I arrive?
    A: Once you arrive at CHI for your workshop, here's what to do:
    • 1) Check in at the CHI 2009 registration desk, which will open at 8 am on the morning of you workshop. Location is TBD.
    
    
    • 2) Go to the room for your workshop. SVs will be available to direct you.

1. Q: How many organizers can run a workshop?
   A: There is no limit, but only two organizers will receive free workshop registration.


2. Q: What supplies, equipment, and furniture will be provided in our workshop room?
   A: In your workshop room you will have a projector, round tables set with 8 chairs each, a presenters table, and an easel with a flip chart. All rooms will have wireless Internet. You may purchase up to $50 in additional supplies that will be reimbursed by CHI (keep your receipts). Audio support (i.e., microphones and speakers) will NOT be provided because workshops are meant to be smaller meetings. Internet connections and a projector will be provided. CHI will not be providing computers.


3. Q: How do I get additional office supplies for my workshop?
   A: You are responsible for purchasing your own office supplies and providing receipts for reimbursement. CHI will reimburse each workshop up to $50 for office supplies. To be reimbursed, turn in receipts to the workshop organizers on the day of your workshop (you will need receipts to get reimbursed).


4. Q: We need help setting up our workshop in the morning or dealing with logistics during the day -- what should we do?
   A: One SV will be assigned to each workshop from 8 - 9 am (before your workshop starts). Make the best use of this resource by having a list of tasks for the SV to do. Throughtout the day, the workshop co-chairs and a few SVs will be available to handle any additional issues or requests that arise -- just find one of these people (who will be stationed near the workshop rooms) and ask for help.


5. Q: Will there be wireless available?
   A: Yes -- wireless Internet will be available throughout the conference center, including workshop rooms.


6. Q: Can I get help making lunch arrangements?
   A: Yes! We will have a dedicated SV helping you make lunch reservations, if you desire. This SV will deliver a worksheet to you in the morning asking for the size of your reservation and food preferences. The SV will make lunch reservations and report the results to you before lunchtime.


7. Q: When/where do we prepare and deliver our workshop's final summary poster?
   A: You poster is actually a 4 foot by 4 foot (about 1.5 meters by 1.5 meters) bulletin board that you can fill with materials from your work that you want to share. You can transfer these materials from your workshop room to the bulletin board immediately after your workshop, or anytime during the conference. Push pins will be available to post materials on your board, but you need to supply any other supplies you need to create the poster (this can come from your $50 stipend for supplies). Student volunteers and the workshop co-chairs will be available after your workshop to direct you to your bulletin board. Your board will be labeled with your workshop number. You are responsible for taking down the materials from your bulletin board by Thursday afternoon during CHI.


8. Q: What is a workshop's final summary poster / bulletin board?
   A: Organizers will be expected to produce materials for a bulletin board summarizing the results of the workshop for the conference reception/poster session. The summary bulletin board is a way for you to communicate some of the results of your workshop to the larger audience of CHI attendees. Typically these are built during the workshop by collecting from notes, pictures, sketches, summary bullet points, working flip charts, etc. It is encouraged for you to enlist the help of your workshop participants to create the bulletin board materials.


9. Q: Do we need to bring materials to create our workshop's final summary poster / bulletin board?
   A: Workshop organizers are responsible for providing all their own office supplies and materials for use during the workshop, including those they need to create a final summary poster. CHI will reimburse each workshop up to $50 for office supplies. To be reimbursed, turn in receipts to the workshop organizers on the day of your workshop (you will need receipts to get reimbursed).


10. Q: How should the workshop proposal materials be formatted for submission?
    A: All workshop proposal materials should be submitted in a single file comprising four parts, each starting on its own new page: (1) cover sheet, (2) proposal, (3) extended abstract, (4) call for participation. Of the four parts of the proposal, only the extended abstract and proposal portions need to be in the CHI Extended Abstract format. The cover sheet and call for participation can be in a format the workshop organizers prefer.