---
# System prepended metadata

title: EUM'23 + UK workshop organisation

---

# EUM'23 + UK workshop organisation

* next sync meeting Thu 20 April 09:30 BST

* practical setup
    * speakers: make sure they can use HDMI
    * speaker joins Zoom room to share their slides
    * remote clicker (USB), speaker laptop may need to be in the back
    * bluetooth microphone via USB-C (e.g. Jörg laptop in Zoom)
    * power distribution (UK power plug)

* registered attendees (status on 2023-04-06)
    * ~30 on-site attendees (incl. speakers)
    * ~50 remote attendees

* lunch @ Imperial
    * Mon: 35 (incl. Ian + org)
    * Tue: 30 (incl. org)
    * Wed: 30 (incl. org)

* dinners
    * Mon: 25 (incl. Ian + org, no extra seats)
        * Ognisko (Polish restaurant, 55 Exhibition Road, London) => ~60 pp x 25 => ~1500 total
        * pay by invoice?
        * => They can split the bill and print out 'generic' receipts
        * => Menu 1 was booked and booking for 25 confirmed
    * Tue: 22 (incl. org, no extra seats)
        * ~~Indian (Dishoom) => ~50 pp x 22 => ~1100 total~~
        * Light of India now (67/69 Gloucester Road, London)
        * => They can split the bill and print out 'generic' receipts
        * => Menu B was booked and gooking for 22 confirmed

* social event Wed
    * 18 (incl. org), make it 20 for reservation
    * self-funded by participants (cash?)
    * Thames Clipper from Westminster to Greenwich (~45min)
        * could walk from venue to Westminster (~45min), through Hyde Park
        * 18.80 (return ticket) pp => ~340 total
        * aim for ~17:00
        * => that will be rush-hour, so well before 17:00 is advisable!
        * last boat back is at 21:49 !
    * dinner at Richard the 1st (52/54 Royal Hill Greenwich, London)
        * ~40 pp => ~720 total
        * ~18:30
        * => Booking for 20 has been confirmed
        * => al carte menu possible but will take some time, options are:
           * pre-ordered buffet which needs to be pre-paid
           * pre-ordered food 7 days *before* the meeting
        
    * combined => ~1060 total

* sponsors
    * Microsoft (or AMD)
    * HPCNow!
    * INUITS
    * AWS

* lunch @ workshop
    * Thu+Fri: 23 (incl. org + 2 free seats)
        * no nuts/eggs (Jasper)
        * => Jasper will bring his own food for lunch

* dinner @ worskhop on Thu
    * ~10 people
    * Italian/pizza?
    * => Pizza Express London Gloucester Road (88 Cromwell Road, London)
    * => Booking for 10 has been confirmed

* tutorial slides
    * sync in Slack


## TODO

- add more seats (since remote people don't actually take a seat)
    - should remove registrations for remote attendees, and move them to Google spreadsheet
- set up shared spreadsheet with registration (Kenneth)
- set up registration for UK workshop on 27+28 April 2023 (Kenneth)
    - on-site only
    - group dinner on Thu
- figure out practical setup for live streaming + recording
    - let speaker join Zoom room + share screen
    - stream to YouTube via Zoom
    - cloud recording in Zoom
    - backup recording in YouTube (captured stream)
    - microphone setup
        - for speaker (+1 for room)
    - speaker setup
        - for remote speakers
        - to let remote attendees ask questions
        - Kenneth's Bluetooth speaker?
        - in-room system?
            - Jörg will check on this
- send calendar invites to all speakers
    - to avoid time zone confusion
    - wait until 1st week of April (so we're in BST)
    - Simon can look into this
- social event(s)
    - visit to Queen's Tower (before group dinner on Mon/Tue) [~1h]
        - Jörg will check if it's possible
- group dinners (sponsors?)
    - Kenneth will ask AWS/Azure (again)
- badges for attendees (Jörg)
    - incl. GitHub handle

## EUM'23 agenda WIP

* need to check (remote) talks again, correct time is actually BST (UTC+1)
    * Ian Cutress:
        * need to check whether 13:00 BST (12:00 UTC) is OK (but probably OK)
        * Kenneth has a call scheduled with him on Wed 15 March to discuss his keynote talk
* to plan in:
    * {remote?} ReFrame 4.0
        * Mon 16:00-16:30 BST
        * Kenneth can check Vasileious

    * {on-site} keynote by Martyn Guest on testing recent processors (cfr. his CIUK talks)
        * Wed 10:00-11:00 BST?
        * Jörg is in touch with Martyn on this
        * keep this slot open!

### Mon 24 April

(all times are local, London time, BST)

10:00 - welcome
12:00 - lunch
13:00-14:00 - first talk
    - {on-site} **keynote: Ian Cutress**
14:00-15:00
    {on-site} **State of the Union**  (Kenneth Hoste)
15:00-15:30 *(coffee break)*
15:30-17:30
    2h => 4x 30min talk
    [15:30-16:00] {remote} **HPC.social** (Alan Sill, TTU)
    [16:00-16:30] ...
    [16:30-17:00] ...
    [17:00-17:30] ...
(Kenneth Hoste, HPC-UGent)
17:30 UTC - end
    social event
    some people will then check in hotel
18:30 UTC - group dinner (sponsor? maybe HPC-UGent?)
    keep this close to Imperial (cfr. social event)


### Tue 25 April

(all times are local, London time, BST)

09:00 - welcome
10:00 - first talk
    2h => 4x 30min talks _or_ 2x 45min + 1x 30min
        [10:00-10:30] {on-site} EasyBuild v5.0 (30min)
            => TO BE CONFIRMED (speaker? Simon?)
        [10:30-11:00] {on-site} Update on EESSI project (30min)
            => TO BE CONFIRMED, NEED TO FIND SPEAKER (Bob? Thomas? Caspar?)
        [11:00-11:30] XXX open slot XXX
            use 45min for EB v5.0 + EESSI?
        [11:30-12:00]
            {remote} AOMP: OpenMP Target Offloading for AMD GPUs (JP Lehr, AMD)
12:00 - group picture
12:10 - lunch
13:00 - resume talks
    2h => 4x talks or 2x talks + 3x site talks
        [13:00-13:30] SYCL (Chris Edsall)
            => TITLE+ABSTRACT COMING SOON (KH)
        [13:30-14:00] XXX open slot XXX
        [14:00-15:00] site presentations? (TO BE CONFIRMED)
            * Bart Oldeman (Digital Research Alliance of Canada)
            * XXX
            * XXX
15:00-15:30 coffee break
    2h => discussion/hands-on/tutorial?
        Best Practices for Contributing Easyconfigs ?
        Implement bug fix/feature in EasyBuild framework ?
17:30 - end
18:30 - group dinner (sponsor? maybe Microsoft?)

### Wed 26 April

09:00 - welcome
10:00 - talks
    [10:00-10:30 UTC] XXX open slot XXX
    [10:30-11:00 UTC] XXX open slot XXX
    [11:00-11:30 UTC] XXX open slot XXX
    [11:30-12:00 UTC] User experience with EasyBuild deploying Health-GPS Microsimulation to Imperial HPC (Israel Vieira) (confirmed Jörg)
12:00 - lunch
13:00 - discussion/hands-on/tutorial?
    2h - feedback on "roadmap" for EasyBuild v5.0 ?
15:00 - social event
    Thames boat trip from Westminster to Greenwich / visit Greenwich / dinner & beers (at own expense) @ Richard III in Greenwich

## notes 2023-02-08

venue deadline (# people): min. 1 week before
=> registration deadline: Sun 2 April 2023

talks to be confirmed/planned in
- HPC.social (Alan Still, TTU)
    - remote
    - preferred slot: Mon 24 April, 15:30 UTC
    - status: time slot to be confirmed
    - contact: via HPC.social Slack (Kenneth)
- SYCL (Chris Edsall)
    - remote or on-site?
    - preferred slot: ???
    - status: idea
    - contact: via RSE Slack (Kenneth)

agenda ideas
- keynote?
    - OpenMPI 5.0 (Kenneth can ask Jeffrey/Ralph)
    - TechTechPotato? => Kenneth has sent an email to Ian on Thu 9 Feb
    - ExCALIBUR (https://excalibur.ac.uk)
    - How to perfomance test software? (Jörg is asking Martyn Guest)
- EESSI, MultiXscale
- EasyBuild v5.0
- scientific use cases
    - using PyTorch as a dep?
- ReFrame 4.0 (Vasileious - NVIDIA)
- IPUs (Boston - via Jörg)
- site talks
    - Imperial (via Jörg)
    - BDI (via Adam)
    - Microsoft Azure (Davide? Hugo? - via Kenneth)
    - AWS?
    - HPCNow!
    - ARCHER2
    - Rosalind Franklin (Adam/Simon)
    - anyone attending
- Spack update (remote?)
- OpenAI (ChatGPT)?
- NVIDIA on https://developer.nvidia.com/blog/simplifying-hpc-workflows-with-ngc-container-environment-modules
- HPC.social (Alan Sill)
- SYCL (Chris Edsall)
- AOMP: OpenMP Target Offloading for AMD GPUs (JP Lehr, AMD)
- something RISC-V (Olly Perks)

TODO Kenneth
    - prep EUM'23 page (WIP)
    - registration
        - via UGent Event Manager
        - ask for
            - physical vs remote attendance
            - name
            - affiliation
            - GitHub handle
            - which days attending
            - would like to give a talk
            - dietary requirements (free form)
    - prepare announcement email / Slack message


TODO Jörg
    - badges (incl. some blanks) with name/affiliation/GitHub handle
    - check on screen vs projector+PA (+~£200/day extra) in room (deadline on this my mid April)
        get feedback from Alan on what's needed (and if he's joining)
    - 40 seats EUM: OK
        can we stretch this to 50 with extra row of seats (no tables)?
    - check on event manager setup to let people register
        name
        affiliation
        email
        will join on Mon/Tue/Wed
        will join group dinner on Mon
        will join group dinner on Tue
        dietary requirements
    - (affordable) hotel suggestions (incl. price estimate)
        ideally walking distance (max. ~30min) from venue
        or easy to reach via tube + short walk

TODO all
    - invite speakers (on-site or remote)
        scientists (Imperial, ...)
        Microsoft Azure?
        site talks
        Spack update?

previous TODO's
    block dates - check for costs on cancellation by end of Feb'23
        => DONE
    costs
        EUM (Mon-Wed 24-26 April)
            Council room @ Imperial => BOOKED
            costs: ~£3,000 excl. VAT (3 days) - covered by Imperial (incl. catering+tech stuff up to max total £1,000/day)
            40 people (seats + tables)
            WiFi + power on tables
            projector screen (HDMI?)
            wired internet for streaming/recording (if possible)
            catering (coffee breaks, sandwich lunch)
        UK-focused workshop (Thu-Fri 27-28 April)
            Drawing or Solar room @ Imperial
            costs: ~£1,200 excl. VAT (2 days)
                no lectern needed for workshop
            20 people (seats + tables)
            WiFi + power on tables
            projector screen (HDMI?)
            wired internet for streaming/recording (if possible)
            catering (coffee breaks, sandwich lunch)
    check with boss on covering costs
    Alan as "invited speaker" (cover travel costs?)
TODO Kenneth
    get final approval for week of 24-28 April in London
    check options for covering costs - venue, catering, group dinner

----------------------------------------------------------------------------------------------------------

[27-28 April 2023] 2-day UK-focused workshop (EB+EESSI training)

workshop
Thu
    09:00 UTC - welcome
    10:00 UTC - start session
    12:00 UTC - lunch
    13:00 UTC - resume session
    17:30 UTC - end
    18:30 UTC - group dinner
Fri
    09:00 UTC - welcome
    10:00 UTC - start session
    12:00 UTC - lunch
    13:00 UTC - resume session
    17:30 UTC - end

venue: Imperial College London (Drawing room - 20 seats with tables, ~50 seats without tables)
agenda
    day 1: EasyBuild basics
        [Thu 10:00-17:30 UTC]
        (full day) EasyBuild intro (from scratch)
            Terminology
            Installation/configuration/basic usage
            Support for additional software (incl. writing easyconfigs)
            Troubleshooting
            Module naming schemes (incl. hierarchical)
        Incl. hands-on demos + exercises
        cfr. ISC tutorial
        (group dinner?)
    day 2:
        [Fri 10:00-17:30 UTC]
        (half day) EasyBuild advanced
            Contributing to EasyBuild (GitHub integration)
            Hooks
            Implementing easyblocks
            Submitting installations as jobs
            Using EasyBuild as a Python library
            (+ suggested topics)
        (half day) EESSI
            Intro
            Hands-on
                client container
                virtual Slurm cluster with EESSI available
                EESSI installation on a clean VM

[24-26 April 2023] 3-day EUM'23
venue: Imperial College London (Council Room - 40 seats with tables - 80 seats no tables)
    cancellation policy
        at least 20 working days up front to avoid costs (assuming cost is >1k/day)
    https://www.imperialvenues.co.uk/south-kensington/170-queens-gate/rooms/
        We have the following availability:
        (((17-21 April- all rooms are available all week)))
        24-28 April- 24 to 27 all rooms are available
                               28th- Drawing and Solar available
        (((15-19 May- 15, 16 & 17- Drawing and Solar rooms available
                               18- Drawing room available only
                               19- all rooms available)))
        (((30 May - 2 June (4 days)-30 May & 2 June- All rooms available
                                            31 May & 1 June- Drawing room available only)))
        5-9 June- 5th -all rooms available
                          6 and 7th- no availability
                          9th- all rooms available until 5pm.
dates: ???
    candidate weeks:
        17-21 April (Robert McLay is around London/Ghent - doesn't work for Kenneth/Jasper)
        *** 24-28 April
        *** 15-19 May (clashes with HPCKP meeting)
        (21-25 May - ISC'23)
        *** 30 May - 2 June (4 days)
        *** 5-9 June
    candidates for split option (incl. social event over the weekend):
        ***** 20-21 April + 24-26 April
        11-12 May + 15-17 May (clashes with HPCKP meeting)
        1-2 June + 5-7 June
    other events:
        HPCAC meeting: 3-6 April
        Good Friday: 7 April
        Easter Monday: 10 April
        corronation: 6 May
        HPCKP meeting: 17-18 May
        ISC'23: 21-25 May
        bank holiday (Pentacost): 29 May
        classes: ...
        Ascension Day: 18 May (not a UK holiday)

## EasyBuild/EESSI workshop (1 or 2 days)

- EasyBuild/EESSI intro + beyond training (UK focused)
- expected attendance: 20-ish?
- required
    - projector
    - wifi
    - definitely tables

## EUM'23 (3 days)

- expected attendance: up to 50? (EUM'20 in Barcelona was ~50)
    - Solar/Drawing room @ Imperial: capacity of ~20ppl with tables...
- required
    - projector
    - wifi
    - ideally tables

```
The Council room can accommodate no more than 40 people classroom style (i.e. with tables).
We do not have it available on 3 consecutive days from 15 May until 16 June.
We do have the Solar and Drawing room (max capacity of 20ppl classroom style in each) on the following days:
15, 16, 17, 18, 19 May
(ISC'23) 22, 23 and 24 May
30, 31 May, 1 and 2 June
Min spend for the Council room (8.00-18.00) is £1,000, Drawing room (8.00-18.00)-£600, Solar room (8.00-18.00)-£600.
```

@ Imperial (https://www.imperialvenues.co.uk/south-kensington/170-queens-gate/rooms/)
    min. £600/day (excl 20% VAT) => £3k
RSC library (https://www.rsc.org/locations-contacts/venue-hire/)
    £2,800/day (excl 20% VAT) => £10k
RGS (https://www.rgs.org/about/hire-our-venue/small-conferences/)
    price + availability?
    
    
## TODO

- Jörg
    - contact RGS w.r.t. venue availability & dates & price & WiFi
    - contact Imperial w.r.t. other dates (April + early June) & price
    - contact RSC w.r.t. availability on other dates (backup option)
- Kenneth
    - check if HPC-UGent can cover part of the venue/catering bill
    - check with HPCNow! for sponsoring?
