Creating a Program

This page outlines the main steps involved in creating a new OSC program, from the initial idea to the final logistical preparations.

Useful Resources

Before creating a new program, consult the following resources:

• List of OSC trainings offered to organizations
• Checklist for organizing a Carpentry workshop
• Spreadsheet of possible events
• Edges of Open Science series of possible events

Program Development

Define the Program

• Create a tentative program.
• Conduct background research.
• Define the target audience.
• Decide on the event format:
  • Hybrid participants and/or hybrid presenters
  • In-person only
  • Online only
  • One or several concurrent sessions

Invite Presenters

• Identify potential presenters.
• Invite presenters approximately 3 months in advance.
• Give presenters a 2-week deadline to reply.
• Offer a range of possible dates.
• If the event is in person, ask presenters to provide several possible date options.
• Send follow-up emails as needed.

More details and example emails can be found in this section: Liaising with Presenters

Coordinate Program Content

• Meet with workshop co-instructors to coordinate content.
• Collect all information required for the final program.

The final program should include:

Item	Description
Title	Title of the event
Abstract	Short description of the event
Instructor bio	Short biography of each instructor
Target audience	Field, career stage, department, interdisciplinarity, country, etc.
Prerequisites	Prior knowledge, software installation requirements, etc.
Format	Hybrid, in-person, or online
Language	English or German
Custom registration questions	Questions for registrants (e.g., prior knowledge)
Maximum number of participants	Participant cap, if applicable

Communication and Promotion

Website and Advertising

• Create a webpage for advertising the event on the OSC website.
  • Include the abstract, instructor profile, requirements, and other relevant information.
  • See the section: Create an Event Page.
• Draft a flyer.
• Draft newsletter items.

Logistics

Room Booking

For a list of frequently used meeting and teaching rooms, including room capacities and locations, consult the Meeting Rooms page of this manual.

• Book a room as soon as possible once potential dates are available.

ImportantRoom Booking at LMU

Only Malika currently has access to the LMU LSF room booking system.

Rooms are often difficult to secure during the semester. Therefore, room bookings should be initiated as early as possible and ideally with several potential dates to maximize the chances of finding an available room.

Calendar Invitations and Zoom Setup

• Send calendar invitations to all instructors and facilitators.

Include:

• The Zoom link for online or hybrid events.
• The in-person location, if applicable.

NoteZoom Setup Recommendations

For online and hybrid events, Zoom links should be configured so that sign-in is not required.

Always assign at least one alternative host (e.g., another OSC team member). Alternative hosts can be added using their @lmu.de email addresses.

Presenter Agreements and Administration

Permissions and Recording

• Ask presenters whether they agree to an open license for their materials.
• Ask presenters for consent to record the session, if applicable.

Payments and Reimbursements

• Request instructors’ bank details for payment.
• Prepare all reimbursement and administrative forms.
• Collect handwritten signatures during the event, if required.