ISCB-SC:pubs:10rules

ISCB-SC:pubs:10rules

Our experience organizing successful scientific and educational 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