ISCB-SC:pubs:10rules

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Our experience in organizing successful events for students in the bioinformatics community while operating on a low budget.
== Before the Conference ==
== Before the Conference ==

Revision as of 07:51, 23 November 2007

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ISCB-SC:pubs:10rules

Our experience in organizing successful events for students in the bioinformatics community while operating on a low budget.

Before the Conference

  • 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
    • 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
    • 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
    • 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
    • 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
    • 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
  • give credit where credit is due
    • recognize contributions by sponsors, speakers, OC, PC, etc.
  • sponsors
    • approach them early
    • make clear how they will benefit
  • budget
  • 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
    • 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
    • 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
    • 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
    • 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
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