Planning

Considerations

  • Planning time should range from nine months to more than a year ahead of the conference
  • Date : Have 3 potentials to compare availability and prices
  • Timeframe : Start and end times for each day
  • Attendance Numbers : Be realistic based on previous years : 200 minimum
  • Parallel and/or Breakout Sessions : Extra rooms

Criteria

  • Participants : Minimum / Maximum 200 (Speakers & Delegates)
  • Budget (see Section : Budget)
  • Accommodation
    • Hotel discounts
    • Participants / Program Committee manage bookings
  • Transport
  • Parking

Organisational Responsibilities

  • Facilities
  • Content and design of the Web site promoting the conference
  • Promotion materials and marketing
  • Finance and fundraising
  • Paper submissions and review
  • Posters
  • Keynotes
  • Program, speakers and chairs/moderators
  • Awards

Activities

  • Proposal Management

Deliverables

  • Planning (Initial Draft / Updated Plan)
    • Registration Schedule
  • Budget (see Section : Budget)
  • Organisation chart (agreed roles and responsibilities)