Guidelines for Applied Technology Workshops
SPE Applied Technology Workshops (ATWs) are governed through the SPE Board of Directors under SPE policies and practices. Administration of the ATW is undertaken by SPE staff.
Purpose
The ATWs address “How are we doing it now?” The objective is to provide registrants practical information on the latest applications of relevant technology, illustrated with field case studies and examples. The focus is on sharing of information among individuals knowledgeable in the topic in an interactive environment.
Format
ATW’s combine presentations from scheduled speakers with ample opportunity for discussion through question-and-answer and break-out sessions. The atmosphere is normally relaxed and informal.
Attendance
Most ATW’s aim for 75 to 100 attendees, although depending on budget and other considerations, smaller groups may be accommodated. However, workshops with insufficient attendees are subject to cancellation.
Workshops are ideally 1 to 2 days long. However, longer workshops can be arranged if required by the technology to be covered or by travel practicalities in certain areas of the world.
Other than speakers, program committee members, and discussion leaders, attendees are accepted on a first-come, first-served basis.
Program
The technical program is planned and conducted by the ATW Program Committee. The Program Committee comprises five or six SPE members who are expert in the subject to be covered. One member serves as Program Committee Chairperson or two members as Program Committee Co-Chairpersons. The ideal workshop cycle (from convening of the Program Committee to workshop execution) is 90 to 120 days.
Speakers’ presentations should not exceed 20 minutes to maximize opportunities for discussion. SPE provides a list of audio/visual aids available for the ATW. There are no limitations to the use of audio/visual aids for presentations/discussions; however, any items not on the SPE audio/visual list are to be provided by the presenter at his/her own expense. There should be a limited number of presentations because the workshop emphasis is on discussion and applications. The Program Committee may appoint a facilitator for any session. Breakout sessions are encouraged. Poster sessions also may be arranged as part of the program.
Note taking at the workshop is encouraged. Attendees are required to attend all sessions for the duration of the ATW. Attendees will take coffee breaks and luncheons together to promote informal discussion.
The Program Committee may appoint one of the attendees as the Workshop Scribe. The Scribe’s task is to summarize the main discussions and conclusions of the ATW for dissemination to attendees following the workshop. Copyright of the summary will belong to SPE and the information may be published in JPT and SPE Online.
At the conclusion of the workshop, attendees will complete an evaluation questionnaire and will receive a Certificate of Attendance. Additionally, attendees may receive Continuing Education Units for completion of the workshop. Following the workshop, attendees will receive a registration list.
Responsibilities
Responsibilities of the Program Committee:
- Plan and execute the technical program
- Select speakers, facilitators, and discussion leaders
- Secure written, reproducible copies of any presentation materials
- Select attendees if attendance is dependent on technical qualifications (i.e., application process)
- Appoint a Workshop Scribe to summarize major discussion points and conclusions
- Moderate all sessions, including any break-out sessions, and act as or appoint additional Scribes to ensure as complete a record as possible of the ATW.
- Prevent commercialism in presentations and discussions
- Promotion of the ATW through personal notes (largely email) to associates and others who would be interested in the topic.
- The Program Committee has no budgetary/financial authority.
Responsibilities of SPE:
- Prepare and administer the budget
- Establish registration fees within SPE policies
- Prepare promotional materials and promote the event to secure attendance applications/registrations
- Administer the event, including all arrangements related to site selection, contractors, publicity, registration, social functions (if any), and food and beverage arrangements
- Solicit, confirm, acknowledge, and invoice financial sponsorships or other support
- Provide on-site facilities direction and administrative support
- Negotiate and execute any contracts
Fees
Registration fees for ATW’s are established by SPE.
Registration includes morning and afternoon beverage breaks, lunch, and for multi-day workshops, any meals and special events (e.g., reception) that are planned.
Speakers, discussion leaders, and Program Committee members do not receive complimentary registration. Program Committee members should undertake ATW work with this understanding in mind.
