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 all the little things must be taken into account.
Instructions
Step 1
Create an organizing committee of the conference, the composition of which will be determined by order. Designate a chairman to lead and coordinate the committee members. Determine the timing of the conference and the terms of the established committee. In the order, indicate how the remuneration of employees who are its members will be carried out. Send out the announcement of the conference and in the attachment indicate the requirements for reports, the volume of abstracts and the deadline for their submission.
Step 2
Decide on the sources of funding, it can be targeted funding from the budget, attracting sponsorship and funds of the conference participants themselves.
Step 3
Send invitations to all potential conference participants and the planned program of the conference. Decide on the number of participants and speakers willing to share their scientific developments and research results with colleagues. Ask participants if they need to book hotel rooms and make a reservation.
Step 4
Agree with the printing house to publish the abstracts of the reports in a separate brochure and, if necessary, order the program of the event to distribute to the participants, badges with their names, initials and the name of the organization.
Step 5
In accordance with the number of participants, determine how much room you need, and rent a special room equipped for holding events of this kind. Think over what equipment it will need to be additionally equipped, check the availability of the required number of computer outlets, projection screens, etc. Consider the operation of the buffet, where the meeting participants can have a cup of coffee and a snack during breaks.
Step 6
Think over the conference program, if necessary divide it into sections. Consider where such sections can be held. Consider the speeches of the guests of the conference, organizers and participants in the program. Order stationery for conference participants - badges, notepads and pens are standard.
Step 7
Create packages of documents, promotional materials and stationery to be handed out to conference participants along with badges.
