Embed Size (px)
Citation preview
How to organize a symposium?
General remark: START IN TIME !!!
→ at least 2 to 3 months up front
Step 1
Work in a small group:
2 to 3 people together with a supervisor (promotor e.g.) Define tasks
Define subject
Define budget → low budget: look for sponsors
Define general programme
Make a scenario/script (keep this up to date):
Working with partners from different institutions: respect
each others opinion, ideas, logo’s...
The more partners, the more options, the more you have
to take into account!
Step 2
Programme: Define type of symposium:
Keynote lectures + small presentations → all in one similar subject?
Tutorial lectures
Q&A symposium
Oral presentations based on abstracts + postersession
...
Define a date: if possible take several options
Define (preliminary) time scedule: breaks, discussion, sessions,...
Depending type of programme: contact speakers.
Step 3
1) Make reservations: Where will the symposium take place:
How many people do you expect?
What kind of people do you expect?
Which rooms are available?
Where do the breaks / reception take place? Wintertuin
Agora: at the windows
...
Reservations are made with Ines Boonen
2) Design a subscription linkContact Jos Thys
Information = title of symposium, date, ...
Step 4
Designing the invitation: Do not do it yourself! It has to be designed according to the UHasselt
house style → Dave Bosmans
Use an example to start from
Make sure everything (programme, logo’s, content,...) is approved by the supervisor of the group
Do you want to send the invitation only by email or also through the post office (also depends on budget of course)
→ timing: it takes + 1 week to design them and again + week to print them
Invitations are mostly sent 1 to 1.5 month upfront→ Define deadline for subscription (+ 5 days before actual symposium) → send
reminder 3 days before deadline
→ Define deadline for abstract submission: invitation must be sent earlier
Step 5
Make a to do list: Define who does what and note it down in the script
Make a difference between doing things upfront and on the day itself
Step 5
To do upfront Make a reservation for boards which show the way for visitors: Lucianne Hustinx
Make a reservation for registration desk: Ines Boonen
Decide and order which kind of catering you want (budget): horeservi
Lydia Flemings Don’t forget water for the speakers
Order flowers (again budget): priori at Diepenbeek
Gift for speakers → general rule: Uhasselt employees never receive a gift.
Price for best poster/ oral presentation
“order” kind and amount of microphones: [email protected]
Photographs: contact Marc Withofs
Article in NuweetjeHet, press release: Ingrid Vrancken (through me)
Poster boards, flags, putting down screens... Ultimo
...
Step 5
To do day before and/ or day itself Make name carts
Make a list with subscribed people
Print the programme and make a map (pen, paper,...)
Make an “in-between-slide”
Define who does what on the day of the symposium: guiding everything in between, switching presentations,...
...
Symposium NanoSensEuSensor Development for Point-Of-Care Analysis
21st of April 2011
Collaboration between:
Supported by:
Everything you have to order which costs money: always fill in a order coupon and email it to [email protected] (Jean and Hilde)
Flowers, gifts, catering,…
Define budget and supervisor !
Horeservi: make an order but also mail to Lydia Flemings what you would like to have when and where.
Take into account that all sessions may last longer then planned.
They deliver more then enough
Check the catering on the day of the symposium
Other tips and tricks (1)
Never forget anyone!
Ask the speakers to send their presentation upfront: save them on the server of UHasselt (loa)
Ask for the number of the speakers and give your number to the speakers in case of emergency
Send an email to say thank you, after the symposium: it is not necessary but appreciated
...
Other tips and tricks (2)
Questions?
Now or in the future
Good luck!
