17 - Announcements, programs, and related information: clarity pays

Summary

Smaller and specialized meetings may only need one or two announcements, the second one containing the final program. For major meetings, especially international conferences, more announcements are advisable. They are outlined in the following. Note that the ‘preliminary program,’ which is important for the turnout at the meeting, requires some detailed information. If possible, set up World Wide Web pages and keep the information updated. Perhaps, you can add the abstracts later on. The points discussed in this chapter apply to a major international conference. They may serve as a checklist from which to select the relevant ones for your specific meeting.

First announcement

The first announcement should be mailed as early as possible. It may be mailed in two versions: (1) A brief ‘summary’ of the ‘tentative program’ which goes to scientific journals and secretaries of societies for inclusion in society newsletters. (2) A somewhat more specific outline in the form of a flier that will be mailed to prospective participants, institutions, etc. If your meeting is one of the regularly held conferences, the flier may not be necessary if the ‘summary’ mentions the date at which the ‘preliminary program’ will be mailed.

Since you want the ‘summary’ published without charges, it should contain a maximum of information, with a minimum of words, on the following:

1. title of the meeting;

2. precise location;

3. precise dates;

4. focus of the meeting;

5. scientific program;

6. rules for participation;

7. date of further information;

8. address for inquiries.

Example:

‘The Third International Conference on Surplus Livestock’ will be held at the OCEANVIEW HOTEL in Bongout, Lavachia, on March 19–24, 2001.