- The host must pay for all expenses incurred by the training crew that falls under these categories: air travel (in economy class for flights durations <4 hours and economy plus/extra legroom etc for flight durations > 4 hours) and any associated booking and baggage fees, plus ground transportation (including taxi/uber/lyft/rental car as necessary), accommodation (individual room for each trainer), subsistence/meals (either piecemeal or per-diem) and communications (cellphone roaming fees, inflight wifi, etc) during the period defined below. Speaker fees for the trainers are welcomed but not required.
- The period covered for expense purposes starts on the day preceding the first day of training for time zones within 8 hours (inclusive) from Boston, MA, and two days preceding the first day of training for time zones beyond 8 hours (exclusive) from Boston, MA. It ends on the day following the last day of training. In practice this means a 4-day workshop will require 5 nights of accommodation for a nearby location and 6 nights of accommodation for a distant location. Meals and communications charges incurred during travel are considered to fall in the covered period even if there is a gap between the travel days and the covered period.
- Trainers may book travel itineraries that allow for regional sightseeing if cost is equivalent within a reasonable margin to the basic home-to-workshop itinerary (some trainers may travel from home locations other than Boston). If there are any funding rules that may constrain options, this must be communicated in advance of the workshop scheduling being finalized.
- The host is encouraged to book accommodation on behalf of the trainers, but this is not required.
- The host will be invoiced for trainer expenses by the Broad Institute. If individual expense claims are required by funding rules, this must be communicated in advance of the workshop scheduling being finalized.
- The host is encouraged to make the workshop free of charge for participants, but may charge participants a reasonable fee to recoup expenses. If the fee is expected to be higher than $100 USD this must be communicated in advance of the workshop scheduling being finalized.
Registration and participation
- The host is responsible for organizing registration and must provide an online registration page that can be linked from the Broad Institute team’s events calendar.
- For 4-day GATK workshops only, a minimum of 30 participants is required, with a cap of 40 participants maximum, unless otherwise agreed upon.
- The host must open the workshop to all applicants, but may prioritize participants from their own institution if demand is higher than capacity.
- If registrations overflow the workshop cap, a waitlist must be implemented and all efforts should be made to ensure that the maximum number of participants is achieved.
- The host is encouraged to advertise the workshop widely. The Broad Institute may also advertise the workshop through an events calendar, blog posts and social media.
Venue and IT setup
- The host is responsible for providing an appropriate venue; typical minimum is a classroom setting with projection capabilities. Some auditoriums may be acceptable depending on configuration; this should be discussed in advance of the workshop scheduling being finalized.
- Use of a computer lab is encouraged but not required; workshops can be done with the participants’ own laptops. If a computer lab will be used, the host will be responsible for configuring the workstations based on the instructions provided by the training crew in advance of the workshop. If participants are asked to come with laptops, the host will be responsible for communicating the pre-workshop preparation instructions provided by the training crew in advance of the workshop.
- Operating systems that are supported explicitly include MacOSX and most flavors of Linux. MS Windows is NOT explicitly supported but may be acceptable through the use of Docker containers. If this is a concern, it should be discussed in advance of the workshop scheduling being finalized.
Refreshments, meals and social activities
- The host must arrange for coffee/tea and small snacks to be served during mid-session breaks. Catered lunches are encouraged but not required.
- The host is encouraged to arrange at least one social activity (e.g. pub outing) to promote networking among participants. Our exit surveys suggest participants value such activities very highly. The arrangement can be very informal; the host is not expected to pay for any costs.
- The host is welcome to arrange an activity involving the training crew and a local research group to provide the opportunity for the local group to consult with the trainers on specific projects and to foster potential collaborations.
Recordings and collateral materials
- The host is welcome to record workshop sessions for both internal and public use. If the recordings will be posted publicly (e.g. on YouTube) this should be discussed in advance so that the Broad Institute team can provide appropriate guidance and permissions regarding e.g. descriptions, credit attributions and use of logos.
- The host may circulate copies of the materials provided by the training crew (presentation slides, handouts, test data etc.) beyond the workshop cohort provided the circulated materials are accompanied by appropriate statements of attribution and any web links provided by the Broad Institute team.