If your organization is or is appointed responsible for holding a scientific conference, this is not only an honorable function, but also a great organizational work, in which it is necessary to take into account all the little things.
Instruction manual
1
Create an organizing committee for the conference, the composition of which is determined by order. Designate a chair to lead and coordinate committee members. Define the dates of the conference and the duration of the committee. Reflect in the order how the remuneration of employees who are its members will be paid. Send an announcement about the conference and in the appendix indicate the requirements for reports, the volumes of abstracts of reports and the deadline for their submission.
2
Decide on the sources of financing, this may be targeted funding from the budget, attracting sponsorship and funds of the conference participants themselves.
3
Send out invitations to all potential participants of the conference and the planned program. Decide on the number of participants and speakers who want to share their scientific developments and research results with colleagues. Ask the participants if you need to book hotel reservations and book your reservation.
4
Arrange with the printing house for the publication of abstracts as a separate brochure and, if necessary, order a program of the event to distribute to participants, badges with their names, initials and name of the organization.
5
According to the number of participants, determine the capacity of the hall you need and rent a special room equipped for events of this kind. Think about what equipment it will be necessary to equip it additionally, check the availability of the required number of computer outlets, projection screens, etc. Think over the work of a buffet in which participants in meetings can have a cup of coffee and have a bite in breaks.
6
Think over the conference program, if necessary, break it into sections. Consider where it will be possible to hold meetings of such sections. Consider in the program the speeches of conference guests, organizers and participants. Order stationery for conference participants - badges, notebooks and pens are standard.
7
Form packages of documents, promotional materials and stationery that will be presented to conference participants along with badges.
