Checklist Conferences (example)
This
document will give you a comprehensive overview of all the aspects that need to be taken
into account when organising a conference. Please be advised that this checklist is a
guideline and that local circumstances may differ.
1. Scientific program
. aim
. theme(s), subject(s), (invited) speakers, poster session and/or exhibition (e.g. by students)
. date (not colliding with other events or holidays)
. tentative program
. practical information about lectures (subjects, language, duration, equipment)
. call for papers, invitations (incl. registration form and announcements)
. review committee (committee chairman)
. collected abstracts/papers and selection
. confirmation selected abstracts/papers
. draft papers
. final papers
. invitations for conference opening and of different representatives
2. Social program
. conference reception
. conference dinner
. other evening programs or excursions
3. Conference venue
. accommodation selection (including exhibition and coffee breaks)
. accommodation reservation and confirmation
. facilities and decoration
. parking facilities
. (road) signs and maps
. information on public transport
4. Conference staff
. conference chairman
. conference coordinator secretary (speaking foreign languages)
. hostesses (for registration, payments and conference information)
. technical staff
. translators
. guards (can the rooms be closed)
. first aid
. cleaning staff
5. Technical supplies
. overhead projection
. slide projection
. video projection
. computer projection
. projection screen(s)
. microphones
. electricity
. broadcasting installation
. translation installation
6. Time-management
. make time-planning (script) to do what when
. review committee members (9 months)
. contact Univ. President (8½ months)
. contact Hotel agency (8½ months)
. mailing Call for Papers (8 months)
. contact Sponsors (8 months)
. deadline Abstracts (7 months)
. deadline Draft papers (5 months)
. mailing to Review Committee (5 months)
. letter of acceptance (months)
. deadline Final papers (1½ months)
. printing of Proceedings (2 days)
7. Financial
. make a financial budget (see example)
. sponsoring
. exhibitors
. open bank account/university account
. insurance
. financial report
8. Promotion
. call for papers, invitations (incl. registration form), announcements (posters) and notepaper
. mailing list and mailing
. welcome signs
. advertisements and announcement in magazines
. confirmation registration
. invitation to press (make press release)
. photographer
. presents for speakers/participants/conference staff
. website
9. Proceedings
. (final) proceedings
. (final) list of participants
. printing, publishing (publisher)
10. Registration/information desk
. registration desk
. list of registrations and payments
. receipts/promissory notes
. change (money) (and list with the value of different kind of money)
. facility for creditcard payments
. conference portfolio (including program)
. Information portfolio (about city/country/cityplan)
. badges
. spare registration forms
. telephone/fax
. PC/laptop/printer
. paper/pen/pencils
. waste-paper basket
11. Lunch/refreshments
. lunch/soft drinks (make reservations)
. coffee/tea (make reservations)
12. Hotels
. tourist agency or hotel agency (responsibility of payments with the agencies)
. information about hotels and prices for participants
13. Transportation
. transportation between hotels and conference accomodation
. transportation to place where conference dinner will be held
. excursions
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