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Dynamic Conference Session Allocation

Dynamic Conference Session Allocation. Iron Architect Competition TechEd 2006, Boston Steve Land Principal Architect, Codesic Consulting. Problems. Reduce conference walk time Allocate sessions based on popularity Distribute VPCs and slides in time for session

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Dynamic Conference Session Allocation

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  1. Dynamic Conference Session Allocation Iron Architect Competition TechEd 2006, Boston Steve Land Principal Architect, Codesic Consulting

  2. Problems • Reduce conference walk time • Allocate sessions based on popularity • Distribute VPCs and slides in time for session • Notify attendees of room allocation

  3. Limits • Solution should use Microsoft technologies

  4. Assumptions • Assume that we have awareness of individuals’ location at the room level of session rooms only • Not XY coordinates of each individual • Assume that developer resources are available to build the solution

  5. Context for dynamic allocation • Not every attendee pre-registers • Some attendees register for multiple events in a single time slot • Speakers’ locations outweigh attendees in priority (setup, preparation) • Travel between sessions matters less when the break is long, for example lunch breaks and expo hours

  6. One (hu)man, (more than) One vote My room preferences, in order: 259AB 258ABC 257AB 259AB 258ABC 2 1 2 3 4 1 258ABC Either 259AB or 257AB 259AB 258ABC 2 3 4

  7. Nested logical zones – simpler to capture than spatial data Hallway Zone Zone1 Zone2 4 3 My zone preferences, in order: Hallway Zone Zone3 1 Zone4 2 1 Zone3 Zone4 Zone2 Zone1 2 3 4

  8. Example starting data • Floor1 • Hallway1 • Zone1 • 210ABC • Zone2 • 206AB • 205ABC • 204AB • 203 • Hallway2 • Zone3 • 259AB • 258ABC • 257AB This data would also need to capture room capacity. This example data is meant to show that basic room relationships can be expressed without spatial data. Avoids the need to create spatial map view for new venues.

  9. Ranked voting • Each individual “votes” for zones that are their top preferences for a given session, based on the room they are in. • Basic approach based on Condorcet voting rules (ranked pairs) • Allocate largest rooms to most popular sessions, next largest second, and so on • Room preferences could be pre-generated for each room • Speaker top-level zone and room should be considered first for room assignment

  10. General outline approach for session allocation • Tally all ranked votes • Starting with most popular sessions, assign rooms with enough capacity based on votes • If instructor’s location is in top 10 of the ranked pair votes, use that location • If instructor’s second and third choices for location are in the top 10 of ranked pair votes, use that • Etc

  11. Distributing VPCs and slides • Central Web Service returns location of day’s bits • All VPCs for the entire session available in two or more central locations • Nightly process gets path and schedules download • Startup process verifies files are current • Morning and lunchtime verification re-verifies • “Pull” process: • Each PC pulls the manifest from a Web Service • Automation deletes existing VPCs from local disk • VPC files transferred using locally-installed automation (Robocopy) • Failsafe • Manifest offers at least 2 locations for download • Additional Virtual Server in case local copies fail

  12. Presenter PC Daily bitsWS Central File Store Request manifest XML file manifest tells the PC automation the entire list of files to get and their paths. It also assigns a download start time that can be staggered XML file manifest Nightly (after last presentation) Delete old VPC files Robocopy VPC files (all for the day) Request manifest Early morning, repeated at lunchtime Verify files [File discrepancy] Robocopy VPC files (deltas) Each presenter PC ends up with a local copy of all VPCs and slide decks for all sessions for that day

  13. Logical deployment view – VPC and slides Copy all session files locally Get file location manifest

  14. How to notify attendees • Airports are a good analogy: dynamic gate assignments • TechEd screens could show upcoming session locations in strategic locations • Current screens may not be seen; trusted source of info is still the booklet • Need enough room for everyone to view the screens Image source: Boston.com

  15. Logical deployment view – Scheduling http LAN

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