Checklist for National Coordinators
| When | What | Comment |
| At least 9 months in advance | Announce preferred week(s) Number of participants Funding Number of hotel rooms Number of external lecturers | Provided the preferred week is available we will reserve rooms at the CERN hotel. Once the reservation is confirmed we will set up the indico website, update the information on the TP website, and enter the preliminary programme into CERN’s visit agenda. We will also book lecture rooms. |
| At least 3 months in advance | Send programme proposal Lectures Visits Social events | We will update the indico agenda accordingly and arrange the visits itinerary with the visits service. Furthermore, we will take care of booking the welcome reception and the official dinner. |
| At least 2 months in advance | Inform external lecturers to contact the Teacher Programmes team for their travel arrangements | We will take care of all travel arrangements and reservations at the CERN hotel for external lecturers. We will also provide them with meal vouchers to be used at CERN’s restaurants. |
| At least 1 month in advance | Provide final list of participants TP spreadsheet Fine-tune programme Lecturers Guides | We will update our reservation at the CERN hotel in accordance with the final list of participants. Please note: this list needs to be final. Furthermore, we will prepare the welcome envelopes for the teachers and send the list to the guards to ensure that all teachers can enter the CERN site when they arrive. |
| During the programme | Accompany the group Facilitate the programme Send translations if needed Communicate with lecturers & guides | We will prepare the welcome reception, provide the treasure hunt documents (+ treasures), and try to take part in the official dinner. Based on the participants list we will also prepare the official certificates and provide CERN goodie bags for all teachers. |
Download the Teacher Programmes Spreadsheet and fill in participant information: