Here are some ideas on the day to day organisation of an academic meeting it’s the kind of thing we do each time its not comprehensive but it will include things you probably did not think of.
Intelligence:- Visit venues – no substitute to standing in a conference room and seeing
- Check facilities – look at everything
- Due diligence with previous users – learn the strengths and weaknesses of a venue
- Eat the food - ideally at another conference
Planning:- Do not inflate the expectations of the venue and your suppliers - they will be happy that your event is growing not shrinking
- Model your cost base, everything! - know what your break-even point is for the event
- Build in contingency – better to have something spare for surprises
- Check out other events at the same time - this can inflate all of you and your delegates accommodation costs
- Design a communications strategy – spam works or spammers would not do it
- Investigate transport links – your delegates need to know this, buses, trams, trains and taxis
- Produce a provisional production schedule – detail as much as you can, emails, abstract submission etc.
- Produce a provisional programme – this helps you focus on the missing parts (it feels good to fill it up)
- Have some speakers in reserve – people cancel for lots of good reasons be prepared for it
Pre-production- Let all of your speakers know your expectation and your deadline – they will always be busy give them plenty of time to fulfil their obligations
- Close your abstract submission in a timely fashion - with enough time to produce and edit an abstract book
- Have space for multiple readings of your abstract book – editors miss things, always, minimise this
- Brief your printers on your deadlines – if you are having a hard copy
- Make certain you have spare time in your production cycle – things go wrong buy the time upfront
- Produce your cover early – often the only colour in an abstract book or programme – let the printers produce this in their time
- Ask sponsors for stuff – free pens, sweets, post it notes and notepads all make great bag fillers
- Let your sponsors know the delivery address for their leaflets and stand material – get them to send content for delegate bags to someone different from their stands
Execution:- Fill delegate bags the day before – it speeds registration
- Brief your staff – if they don’t know what’s happening they will pester you for simple information
- People your registration desk well on day one – if something is going to happen Morning one is when it will happen
- Keep your registration tidy – it is the first impression of the meeting
- Man each talk with a person to support speakers – nothing delays a conference more than speaker times slipping
- Give delegates a clear schedule of events and their locations – they will help each other reach the correct locations
- Do not be afraid to let delegates with entry problems participate – you can deal with their problem at a break
- Liaise with local staff - make them aware of who are your decision makers so they can get a quick fix to their problems
- Do not drink at any event – you are working and your delegates may need you
- Have a good supply of spares – cables, adaptors, cable ties, blue tack, envelopes anything you can imagine may be needed, in a box
- Prepare the poster boards – number each and place Velcro coins on each
- Stay till the last person leaves – say thank you
Wash up: - Survey your delegates – there still may be things that did not work that you do not know about
- Send out letters of attendance – some delegates need these to get reimbursed, be quick
- Send letters of thanks to the venue – be honest, highlight individuals who excelled, you may wish to return
- Send expense claims forms to paid speakers – time limit them to encourage fast response
- Restock your bits box – better now than when you are busy doing the next event
- Email your thanks for participation to all delegates - students today may be professors tomorrow, make them feel appreciated
Remember above all what makes a great meeting is the academic content but this memory can be spoiled by a lack of biscuits with a cup of tea.
Good luck with your event said
Julian