This list is modified from a “How to run a conference” guide assembled by SCRC co-director Timothy Humphrey:
1 year before
- Create document containing “Goals of launch event”.
- Find a venue (consider cost and space)
- Secure the venue
- Choose a date
- Name event (consider a logo)
- Identify invited speakers
- Invite key speakers
- Create a web presence with a save the date
- Write to potential sponsors with conference date, speakers, website, and preliminary programme.
6 months before
- Define timeline for registration deadline, and abstract deadline.
- Advertise (Include date that registration opens)
- Secure sponsorship money
- Create a cost spreadsheet, including:
- Catering
- Poster boards
- Accommodation/travel for invited speakers
- Printing of materials
- A drinks reception
- Speakers dinner
- Discuss communications plan with comms team.
3 months before
- Open registration + readvertise
- Collect necessary dietary and access requirements
- Advertise abstract deadlines
- Book all travel + accommodation for invited speakers
- Book poster boards
- Book dinner
- Confirm all booking including: venue, catering, posters boards etc.
1 month before
- Finalise agenda
- Review “Goals of launch event”.
- Generate programme
- Add programme to website
- Consider details of speaker travel, taxis for dinner etc.
- Consider details/technology for any interactive sessions
- Re-visit venue and plan layout setup of day.
1-2 Weeks before
- Communicate final agenda + logistics
- Print anything that needs printing, including signs to help people find where to go.
- Create all name badges
- Plan and rehearse welcome/closing presentations and any speaker introductions.
- Prepare and approve any press release
Day before
- Move poster boards, direction signs, into venue
- Review “Goals of launch event”.
On the day
- Put up direction posters
- Arrive early to check computing/projections
- Enjoy the event + recover
Days after
- Send thank you notes to all speakers and organisers.
- Ensure any feedback/data collected from event is safely stored.