ISCB-SC:pubs:10rules: Difference between revisions
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== | == Before the Conference == | ||
* ''theme/topic'' | * ''theme/topic'' | ||
** general scientific topic but focus on a particular question that students are interested in eg. academia vs. science, future of the field, etc. or pick a particular scientific topic that is just emerging (see BioSysBio) | |||
* ''date and location'' | * ''date and location'' | ||
** either long before or after other major conferences in the field or as part of a major conference | |||
** teaming up with a larger event will save the delegates a lot of money | |||
** Locations should not be easy accessible (train and plane, also local public transport) | |||
** budget accommodation should be within reasonable distance. | |||
* ''invited speakers'' | * ''invited speakers'' | ||
** mix top senior scientists in the field and young PIs | |||
** find a good mix and people that are committed to the student community | |||
** Young PIs can give good insight into what it takes to get faculty or postdoc positions | |||
** Top senior scientists usually have a great overview of the field and can comment on developments that are to be expected in the future and how current topics fit into the bigger picture. | |||
* ''planning time'' | * ''planning time'' | ||
** 9 months to a year because: | |||
*** Submission deadlines need to be considered | |||
*** production deadlines as well | |||
*** confirming invited speakers and other aspects of the agenda | |||
*** spreading the word (ie. marketing) | |||
*** fundraising | |||
* ''involve local organizations'' | * ''involve local organizations'' | ||
** by inviting a local speaker | |||
** will help to give easier access to venues, local organizing team, etc | |||
** Sponsors from the local area might be easier to target. | |||
* ''organizing and program committee'' | * ''organizing and program committee'' | ||
** Wide set of skills required | |||
*** website and printed materials | |||
*** reviewers from a wide range of areas | |||
*** finances and fundraising | |||
*** organization | |||
*** marketing | |||
*** evaluation | |||
** should be large enough to handle all aspects but not too large | |||
** try to avoid having free loaders on your committees | |||
* ''include social activities and time for networking | * ''include social activities and time for networking | ||
* ''give credit where credit is due'' | * ''give credit where credit is due'' | ||
** recognize contributions by sponsors, speakers, OC, PC, etc. | |||
* ''sponsors'' | * ''sponsors'' | ||
** approach them early | |||
** make clear how they will benefit | |||
* ''incentives'' | * ''incentives'' | ||
** fellowships for people who could otherwise not come | |||
** awards for outstanding contributions | |||
** publication of abstracts in a journal, etc. | |||
== | == At the Conference == | ||
* ''meet everyone from the OC the day before the event'' | * ''meet everyone from the OC the day before the event'' | ||
** inspect the facilities | |||
** discuss responsibilities if you haven't done so before | |||
*** contact point | |||
*** registration (this needs to happen earlier i guess) | |||
*** speaker liaison | |||
* ''have contact information'' | * ''have contact information'' | ||
** for all relevant 3rd party people | |||
*** caterers | |||
*** building manager | |||
*** main conference organizer if you are having your event as part of another conference | |||
== | == After the Conference == | ||
* ''wrap up'' | * ''wrap up'' | ||
** particularly important if you are planning to have a similar event in the future | |||
** make evaluation publicly accessible | |||
** submit abstracts to journal | |||
** upload photos of the event to the website (videos too, if you have any!) | |||
** post names of winners of awards and travel fellowships on the website | |||
* ''send one last email'' | * ''send one last email'' | ||
** to all delegates informing them about the things that have happened since the conference | |||
** include announcements for the next event if you are planning one |
Revision as of 04:48, 23 November 2007
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