The Specify Collections Consortium (SCC) is pleased to partner with member institutions to deliver on‑site workshops that strengthen community expertise in the use of Specify software and related tools. To ensure a successful event for all participants, the following requirements outline the responsibilities of the hosting institution and the conditions under which SCC staff provide workshop services.
Purpose of the Workshop
SCC workshops are designed to support training, skill development, and community engagement for institutions using Specify. Workshops may include demonstrations, hands-on exercises, consultation, and discussion tailored to the needs of the hosting institution and its participants.
Staffing and Attendance Requirements
SCC will assign staff to lead the workshop based on the scope and anticipated number of participants. A minimum of two staff members will be required for any workshop over two days in duration. SCC reserves the right to require additional staff if the expected attendance exceeds a level that can be effectively supported by a single instructor. The hosting institution must provide an accurate estimate of the number of attendees at least four weeks prior to the workshop date.
Scheduling, Planning, and Confirmation
The hosting institution and SCC staff will work together to determine the number of workshop days, the workshop dates, the instructional focus, and the detailed agenda to ensure the event meets the institution’s goals. A workshop date is not confirmed until both parties have agreed to the schedule and the hosting institution has acknowledged these hosting requirements.
Venue and Technical Requirements
The hosting institution is responsible for providing a suitable venue that meets the following criteria:
Capacity: The space must comfortably accommodate the number of participants the institution intends to host.
Audio/Visual Resources: The venue must include functional projection or display equipment, microphones if needed, and reliable internet access for presenters and participants, as well as cables and dongles to connect to SCC staff laptops.
Hybrid or Online Participation: If the institution and SCC have agreed to allow remote participation, the hosting institution must provide the necessary technology, including cameras, microphones, conferencing software, and technical support.
Refreshments and Meals
The hosting institution is responsible for all food and beverage arrangements associated with the workshop, including:
- Coffee, tea, or light refreshments during breaks (optional but encouraged).
- Lunch for participants and SCC staff, if the institution chooses to provide it.
- If lunch is not provided, the venue must be located within reasonable walking distance of restaurants or dining facilities to ensure participants have access to a meal during the scheduled break.
Fees and Travel Costs
The following fees apply to all SCC‑hosted workshops:
- Workshop Fee: $1,000 USD per workshop day.
- Travel Days Fee: $500 USD per travel day required for SCC staff (generally one day for arrival and one for return).
International Travel: For workshops held in a time zone five hours or more distant from Specify operations, an additional travel day will be added to accommodate recovery.
The hosting institution will also be responsible for SCC staff travel, lodging, and per diem expenses for the workshop and travel days. SCC will provide an invoice outlining the total cost based on the agreed‑upon schedule and location. The SCC invoice will include the Workshop Fee, Travel Days Fee, per diem, travel and lodgings, unless other arrangements are made and agreed upon.
Commitment to a Successful Event
SCC is committed to delivering high‑quality, engaging workshops that support the needs of the hosting institution and its community. Clear communication and adherence to the requirements outlined above ensure that the workshop experience is productive, well‑supported, and aligned with the expectations of all participants.