ISCB-SC:pubs:10rules brainstorming
Before the Conference
- Choose an appealing 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)
- regular annual conference typically run by large societies???
- make decision whether you want a general conference or an event that focusses on a particular topic - make sure you have a sufficiently wide range of topics in the former case
- Choose the right 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 be easy accessible (train and plane, also local public transport)
- budget accommodation should be within reasonable distance.
- choose a place where attendees can make of it a holiday
- Create a balanced timetable
- Allow a significant proportion of the timetable to submitted, reviewed and accepted material
- Give ample time for socialising during the conference
- allows people to meet their peers
- colloborations
- confirm keynote speakers very early
- they are busy so the book out quickly
- having the names of keynote speakers helps to promote the event
- 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
- big names makes your conference more attractive
- Surveys of your target audience can tell you what are the most suitable speakers
- Panel discussions where keynotes show they personal side are most inspiring to young researchers
- include social activities and time for networking
- Select carefully your key helpers: the organising committee
- Wide set of skills required
- website and printed materials
- reviewers from a wide range of areas
- finances and fundraising
- organization
- marketing
- evaluation
- managing/organisational skills
- local organization
- should be large enough to handle all aspects but not too large
- try to avoid having free loaders on your committees
- involve local organizations by inviting a speaker from the local community
- involve local organizations by inviting representatives from local companies (you might want to offer one spot for an industry talk as a means to raise money)
- will help to give easier access to venues, local organizing team/volunteers, etc
- Sponsors from the local area might be easier to target
- local organizations could take over administrative tasks (registration, find accommodation)
- give credit where credit is due: recognize contributions by sponsors, speakers, OC, PC, etc.
- Allow plenty of 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
- give enough time for people to get their visas and book their travel in advance for cheaper fares and accommodation
- get better rates on venues
- Study all potential financial issues affecting the event
- approach sponsors early
- make clear how they will benefit
- find best matching spnsors to your audience
- even of this timee your approached sponsor does not support your event, keep the contact for the future
- make an estimate of you cost for conference venue, meals,
- make an estimate of how many people you expect
- set registration fee appropriately
- fellowships for people who could otherwise not come
- awards for outstanding contributions
- allow publication of abstracts in a journal, etc.
During 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 all information aspects that may have a lasting impact in your community
- 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'
- make an evaluation to improve the focus (if desired) of the conference
- identify issues that you were not aware of - i.e. what people didn't like
- 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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