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Assurer Training Events (ATE) preparations

Contacts

In case of any questions contact the Event Organisation Officer.

Pre Event Planning

Find a location

Best practice is to find a location that is expandable, means ...

if only 5 people attends, you can sit in a restaurant.
If there are about 30 attendees, you'll need a seperated room for about 30 people.
If the attendees list will grow, you need to have in mind, that you can move in another room at that location, that is big enough for 50 or more attendees.
otherwise you have to find several locations and a planning for a move from one location to another if the attendees list grows

Keep in mind, if you're planning a meeting at a company building you have to plan also catering services.

Get response from the attendees

... by insert a link button "I will attend" to the invitation by mail, by blog, by wiki

I will attend to ATE-Amsterdam (Wiki)

<a href="mailto:events@cacert.org?subject=ATE-attend-FL&body=I%20will%20attend%20ATE-Flensburg">I will attend to the ATE-Flensburg!</a> (Blog)

Invitations

Wiki

Use one of the template pages

for the ATE planning as a starting source.

Blog

Write a blog article with the information about the event.

http://blog.cacert.org/

Use http://blog.cacert.org/2009/06/398.html as a template.

Mailing

Prepare a mailing by using

as a template and sent it to the Event Organisation Officer. Don't use any Umlaut or special chars (i.e. = ), otherwise you've get garbage results. The mailing can be triggered within about 24 to 48 hours.

The last few days before the Event

Prepare attendees lists:

The attendees will fill out at arrival
- print a few pages https://svn.cacert.org/CAcert/Events/2009/ATE-X_attendees.pdf
The attendees returning mails with Name, Email (will be used for co-audited assurances)
- compile this list and print it out before the event
- https://svn.cacert.org/CAcert/Events/2009/ATE-X_inofficial_attendees-list.xls

Print a Program / Agenda incl. weblinks that will be used in the presentations.

Presentations

The presentations are a bundle of short reports and presentations (5-10 min. each) about different parts of the CAcert changes in the background related by the audit with examples from the practice.

Download the last actual presentions that can be found in the SVN

https://svn.cacert.org/CAcert/Education/Material/London

Older versions are under

https://svn.cacert.org/CAcert/Education/Material

and make yourself familiar with the presentations. Find addtl. speakers (3 speakers is a good option between breaking-up and continuously presentation). Bundle the presentations in to 3 blocks. i.e.

CAcert_and_Audit (1), Essential_Docs (2), Purpose_of_Assurance (3), CCA (4)
old-and-new-CAP-forms (5), Names_Signatures (6), foreign_Passports (7)
Arbitration (8), Organisation Assurance (9)

The presentations are short calculated for 60 min. (w/o questions). If you'll allow questions, you have to plan 90-120 min. for the presentations.

At the Event

lay open the attendees lists so every attendee can fill out the form at arrival
- https://svn.cacert.org/CAcert/Events/2009/ATE-X_attendees.pdf
Start with the presentations (see above)
Before starting the co-audited assurances declare the process
- that each assurer needs to be tested by assuring the co-auditor / senior-assurer
- if more than 30 attendees has to be tested, use the colored cards procedure
  - allocate one colored card (the number of colores relates to the count of senior assurers) to each attendee
  - allocate a colored wristlet to each senior assurer
  - split the assurers that needs to be tested into groups by color
- hand out the prepared inofficial attendees lists you've printed out before the event to each senior assurer
- make each co-audited assurance to a mutual assurance (so you can gather the informations about the tested assurer).

Misc

Logistics

Consider:

Beamer for the presentations
printed copies of the key documents:
- many of the Assurance Policy
- Proposed Event Bags
  - The Big Events Bag
  - The Small Events Bag
  - -or- older list under EventOrganisation - Infrastructure - Documentation page.

After the Event

As Event Organiser you have to write an Event Report (this is mandatory since end of 2008). There are 3 parts you have to consider

Write about the event, what has happend, how many attendees and so on
Write about the assurances that has been done. Write that the assurances has been followed the Assurance Policy and what you have done for it.
Build a list of co-audited assurances
- Givenname, test1, test2,... (as used for the inofficial attendees list, see above)

Send the report to the Event Organisation Officer. He will forward the report to the Boards list and other related recipients.