Conference Organisation

Amelia Philpott

Sarah Pannell

3rd year Biochemistry DPhil students (surely we don't have time to organise a conference?)

Who are we? Why are we giving this talk?

Chemistry and Biochemistry PG Seminars at Sussex started

06/07, expanded 07/08.

In Spring 08 started forming links with other local universities – Seminar Exchange.Interest from other universities increased, so decided to bring everyone together in a symposium day.

General Considerations

Audience

Purpose

Location

Time

Bioscience Post Graduate Symposium

• Aimed at Bioscience PGs in the South East of England

• To share research, gain confidence in presenting work to a wide audience, network with people from different universities and speak to company reps about their products.

• At Sussex University, 15th December 2008

Budget – raise moneyDecide date and book venuePublicityPresenters (oral & poster)Creating contactsCateringRegistration

Encouraging attendanceArranging day programmePrizes

BPGS08 Checklist

BudgetHow much money have you got?How many people are attending?Are you feeding them?

– Lunch from UoS catering service costs £5.25/person. – 100 delegates x £5.25 = £525! And that's without any

coffee/biscuits.

What other expenses might you have?• Travel expenses for speakers?• Printing of posters/flyers/programme

Stick rigidly to costings – you can’t spend what you don’t have.

BudgetWhere can you get funding from?• Companies

– Will usually want something in return can you offer them anything?

• Societies

• Department

• University

Accounts department (in Sussex House) can set up account codes to pay in to/take from.

Publicity

Targeting publicity is so important• Posters and flyers• E-mail

– Mass e-mails to students

– Targeted e-mails to Heads of Department and Directors of Graduate Studies at other universities

• Website (www.sussex.ac.uk/biochemistry/bpgs08)

• Word of mouth from company reps and presenting authors

Issues we’ve encountered

• Need to start with a good proposal• Problems with venue• Quotes from suppliers e.g. printers• Organising catering – accurate numbers etc.• Communication with other universities –

important to create reliable contacts• Communication with sponsors (£!)• Publications and branding

Negatives of the whole experience

• Time consuming– Need to be disciplined about time spent

• Will be stressful and exhausting on the day

• Always something you won’t have thought of– Working as a team helps with this.

Positives of the whole experience

• Encouragement from sponsors – if you don’t ask you don’t get – be ambitious!

• Enjoyable experience (overall)

• Looks amazing on your CV

• Forces you to develop excellent organisational and teamwork skills

Overall

• Good experience

• Proved it’s possible but needed good foundations

Sign up to attend!

www.sussex.ac.uk/biochemistry/bpgs08