# Masking Workshop Planning Checklist

**SYNAPSIS Project - Event Planning Guide**

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## Event Information

| Field | Value |
|-------|-------|
| **Event Name** | [e.g., MaskAnyone Intro Workshop] |
| **Type** | General Intro (1.5h) / Extensive Course (4h) / Summer School (3 days) |
| **Date** | [DD/MM/YYYY] |
| **Location** | [Venue, City] |
| **Capacity** | [Number] |
| **Lead Facilitator** | [Name] |

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## 8 Weeks Before

### Planning

- [ ] Define learning objectives
- [ ] Confirm date, time, and duration
- [ ] Identify target audience and capacity
- [ ] Book venue (check: AV equipment, Wi-Fi, power outlets, accessibility)
- [ ] Confirm facilitators and speakers
- [ ] Set budget (catering, materials, travel)

### Content

- [ ] Select workshop format:
  - [ ] **General Intro (1.5h)**: Overview + live demo + Q&A
  - [ ] **Extensive Course (4h)**: Hands-on with face masking, voice, batch processing, GDPR
  - [ ] **Summer/Winter School (3 days)**: Full curriculum with bring-your-own-data sessions

---

## 6 Weeks Before

### Content Development

- [ ] Finalize agenda/programme
- [ ] Assign session leads
- [ ] Begin slide deck preparation
- [ ] Prepare hands-on exercise materials
- [ ] Select sample video files for exercises (CC-licensed or project-provided)

### Recruitment

- [ ] Create registration form (Google Forms / Eventbrite / institutional)
- [ ] Draft promotional text
- [ ] Set registration deadline

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## 4 Weeks Before

### Promotion

- [ ] Send to DSIG network and partner mailing lists
- [ ] Post on SYNAPSIS project website
- [ ] Share via institutional channels (newsletters, Slack, Teams)
- [ ] Send to co-pilot networks at partner universities

### Logistics

- [ ] Confirm catering order (lunch, coffee breaks)
- [ ] Confirm AV setup (projector, microphone, screen sharing)
- [ ] Prepare printed materials (if needed)
- [ ] Order name badges (if needed)

---

## 2 Weeks Before

### Content Finalization

- [ ] Complete all slide decks
- [ ] Test hands-on exercises end-to-end
- [ ] Prepare backup materials (offline demo video, USB drives)
- [ ] Create participant handout/workbook

### Technical Preparation

- [ ] Verify MaskAnyone deployment is accessible
- [ ] Create participant accounts (if using server mode)
- [ ] Test with venue Wi-Fi / network
- [ ] Prepare pre-installation instructions for participants (Docker, browser)

### Communications

- [ ] Send confirmation to registered participants with:
  - [ ] Venue directions and parking
  - [ ] Agenda
  - [ ] Preparation instructions (software to install, accounts to create)
- [ ] Send briefing to facilitators

### Materials

- [ ] Confirm final headcount with venue/catering
- [ ] Prepare sign-in sheet
- [ ] Prepare certificates of participation
- [ ] Prepare feedback/evaluation forms

---

## Day Before

- [ ] Test all presentations on venue equipment
- [ ] Confirm room layout (tables for hands-on, or lecture style)
- [ ] Prepare facilitator materials
- [ ] Charge all devices, prepare USB backups
- [ ] Print final materials

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## Day Of

### Setup (1 hour before)

- [ ] Arrive early
- [ ] Set up registration desk
- [ ] Test AV equipment and screen sharing
- [ ] Set up catering area
- [ ] Display signage and Wi-Fi credentials
- [ ] Open MaskAnyone in browser, verify it works

### During Workshop

- [ ] Welcome participants, collect sign-in
- [ ] Take photos (with consent)
- [ ] Monitor time, keep sessions on track
- [ ] Provide tech support during hands-on sessions
- [ ] Distribute certificates at the end

### End of Day

- [ ] Collect feedback forms
- [ ] Thank participants and share next steps
- [ ] Clean up venue
- [ ] Collect leftover materials

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## 1 Week After

- [ ] Send thank-you email to participants with:
  - [ ] Link to slides and materials
  - [ ] Link to SYNAPSIS resources page
  - [ ] Feedback survey (if not collected on the day)
- [ ] Analyze feedback and compile summary
- [ ] Update training records (for NWO reporting)
- [ ] Write workshop report (for D1.5 deliverable)
- [ ] Archive materials in project repository

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## Workshop Formats Reference

### General Intro (1.5 hours)

| Block | Duration | Content |
|-------|----------|---------|
| 1 | 15 min | Introduction to SYNAPSIS project |
| 2 | 15 min | Why masking matters for SSH research |
| 3 | 20 min | Live demo of MaskAnyone |
| 4 | 15 min | Q&A and discussion |
| 5 | 10 min | Resources and next steps |
| | 15 min | Buffer |

### Extensive Course (4 hours)

| Block | Duration | Content |
|-------|----------|---------|
| 1 | 30 min | Introduction and overview |
| 2 | 45 min | Face masking hands-on |
| | 15 min | Break |
| 3 | 45 min | Voice masking hands-on |
| 4 | 30 min | Batch processing |
| | 15 min | Break |
| 5 | 30 min | GDPR and ethics discussion |
| 6 | 30 min | Q&A and wrap-up |

### Summer/Winter School (3 days)

| Day | Focus | Key Activities |
|-----|-------|----------------|
| 1 | Foundations | Project overview, MaskAnyone basics, ethics/GDPR |
| 2 | Advanced | Advanced techniques, batch processing, guest speaker |
| 3 | Application | Bring-your-own-data, metadata/archiving, certificates |

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## Notes

| Date | Event | Notes |
|------|-------|-------|
| | | |