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Interested in hosting a CS4HS workshop at your own campus? The workshops are energizing and rewarding, but like all good events, they require a bit of organization and a budget. Here we've compiled a list of things to consider during each planning phase, including considerations and tips that we picked up while organizing our own.

At UW, a student (grad or undergrad) is hired to take care of logistical details. Although many of the details will vary from host to host, a general outline of the tasks to be completed for a successful workshop follows:

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Choosing a date

The most important first step is to choose a date, since without one it is difficult to build anything else. Once the date is fixed and facilities (classrooms + housing) are secure, everything else can happen more or less in parallel. It helps to establish a rough curriculum and sample workshop schedule early on because you'll need it in order to get certified for various accreditations, get affiliated with ACM-TECS, and to get potential participants interested enough to sign up. Before you start publicizing, you'll want both the rough schedule (at least highlights) and you'll also want to be able to highlight whatever credits/hours/stipend you can offer attendees--these are a big draw for teachers.

Considerations to keep in mind:

ACM-TECS

ACM-TECS is an ACM organization dedicated to K-12 education. Affiliating with them means registering as an ACM-TECS workshop (you'll still have full control over your content), which means filling out a one-page form found on their site. You will need to find a high school teacher ``sponsor'' willing to fill out a post-workshop evaluation (which CSTA never sent last year). Benefits to you include increased credibility, the ability to use their registration resources if you choose, and a post-workshop evaluation of participant feedback. It's also good for your institution to keep in touch with CSTA through this relationship. Finally, they send a bunch of swag for distribution at the workshop. The swag has been a hit.
ACM sometimes sends CS textbooks as part of their swag, which we raffled off only to interested parties since most teachers don't teach CS. The raffle signup is here: (.pdf), (.doc)

Registration

There are a few factors to decide before you can set up an online registration:

Some helpful hints for setting up online registration:
Useful information to request on the application:

Advertising

Before you begin publicizing your workshop, you'll want to make sure that the following are all in place:

There are a number of concerns to keep in mind when publicizing your workshop: The following resources can be good ways to publicize your workshop:
Sample resources:

Feedback

Feedback is essential in order to determine what worked (or didn't) about your workshop. This goes for individual curricular elements as well as for the workshop as a whole--its general content and its logistics. Below are the feedback surveys used at UW. Of course you'll want to develop your own surveys reflecting the content of your own workshop, but these are good starting points.

In future years it would be helpful to gather more concrete feedback about what parts of the curriculum are useful/useless and why. How can we actually make a difference in these teachers' attitudes and classrooms?

Budget

In 2007, the budget for about 70 attendees was a little over $40,000. In 2008, for about 50 participants, the cost was around $20,000. The budget depends a lot on the kind of food provided, whether housing is paid for by the workshop and whether guests are flown in from out of town. A very approximate cost estimate follows. It is likely that the cost categories will be similar between workshops, but the specific amounts will vary widely. The estimates assume roughly 50 guests.
Category Estimate Notes
Meals $10,000 An hors d'oeuvres and drinks reception is a great way to encourage mingling and much less expensive than a sit-down dinner.
Clock Hours $500 Different providers charge wildly different prices for the same service as far as we know
Credits $2,000 Again, this depends on the provider. It could be much less than this
Amazon Cards $1,000 To encourage participants to do the reading, we provided them with $20 Amazon gift certificates
Parking $700
Housing $5,000 We house in dorms