ISCB-SC:pubs:10rules
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
- 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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