Book contents
- Frontmatter
- Contents
- Preface
- Acknowledgments
- 1 Introduction: what can go wrong?
- 2 The decision: to run or not to run
- 3 Scientific and related events: variety delights
- 4 Social events: something for every taste and budget
- 5 The program: how to accommodate pigs in a poke
- 6 Selection of the meeting site: a touch of Russian roulette
- 7 The dates of the meeting: you can't win
- 8 Publications: cruel and unusual punishment
- 9 Selection of participants: how to lose old friends and make new enemies
- 10 Committees: you have to live with them
- 11 Accompanists: you better love'm
- 12 Office and staff: don't take chances
- 13 The budget: a jungle with pitfalls
- 14 Fund raising: some would rather see their dentist
- 15 Allocation of travel support: not much fun either
- 16 Schedule of preparations: from dream to reality
- 17 Announcements, programs, and related information: clarity pays
- 18 Design of forms, nametags, tickets, signs and stickers: how about using common sense?
- 19 Satellite meetings: think twice
- 20 Checklist of important no-nos
- Appendix A Poster presentations
- Appendix B Outline of a general schedule for an international meeting
- Appendix C Excerpts from a letter to prospective panelists of a Colloquium
- Appendix D Excerpts from a letter to the moderators of Colloquia
- Appendix E Invitation to participate in a Socratic Workshop
- Appendix F Excerpts from a letter to leaders of Socratic Workshops
- Appendix G Example of a ‘statement of research interests’ for a Socratic Workshop
- Appendix H Service contract with an exposition service
- Appendix I Contract with a congress hotel
- Appendix J Suggestions for the preparation of abstracts and abstract forms for scientific presentations
- Appendix K Letter with clout to a manuscript delinquent
- Appendix L Schedule for staff of an international meeting
- Appendix M Checklist of equipment and supplies for the registration desk of a major meeting
- Appendix N Equipment and supplies for meeting rooms
- Appendix O Example of a letter/form confirming attendance of prospective participants in various events of a meeting
- Appendix P Calculation of fees
- Appendix Q Suggestions for a hotel reservation form
- Appendix R Summary of daily program schedule
- Index
Appendix L - Schedule for staff of an international meeting
Published online by Cambridge University Press: 11 May 2010
- Frontmatter
- Contents
- Preface
- Acknowledgments
- 1 Introduction: what can go wrong?
- 2 The decision: to run or not to run
- 3 Scientific and related events: variety delights
- 4 Social events: something for every taste and budget
- 5 The program: how to accommodate pigs in a poke
- 6 Selection of the meeting site: a touch of Russian roulette
- 7 The dates of the meeting: you can't win
- 8 Publications: cruel and unusual punishment
- 9 Selection of participants: how to lose old friends and make new enemies
- 10 Committees: you have to live with them
- 11 Accompanists: you better love'm
- 12 Office and staff: don't take chances
- 13 The budget: a jungle with pitfalls
- 14 Fund raising: some would rather see their dentist
- 15 Allocation of travel support: not much fun either
- 16 Schedule of preparations: from dream to reality
- 17 Announcements, programs, and related information: clarity pays
- 18 Design of forms, nametags, tickets, signs and stickers: how about using common sense?
- 19 Satellite meetings: think twice
- 20 Checklist of important no-nos
- Appendix A Poster presentations
- Appendix B Outline of a general schedule for an international meeting
- Appendix C Excerpts from a letter to prospective panelists of a Colloquium
- Appendix D Excerpts from a letter to the moderators of Colloquia
- Appendix E Invitation to participate in a Socratic Workshop
- Appendix F Excerpts from a letter to leaders of Socratic Workshops
- Appendix G Example of a ‘statement of research interests’ for a Socratic Workshop
- Appendix H Service contract with an exposition service
- Appendix I Contract with a congress hotel
- Appendix J Suggestions for the preparation of abstracts and abstract forms for scientific presentations
- Appendix K Letter with clout to a manuscript delinquent
- Appendix L Schedule for staff of an international meeting
- Appendix M Checklist of equipment and supplies for the registration desk of a major meeting
- Appendix N Equipment and supplies for meeting rooms
- Appendix O Example of a letter/form confirming attendance of prospective participants in various events of a meeting
- Appendix P Calculation of fees
- Appendix Q Suggestions for a hotel reservation form
- Appendix R Summary of daily program schedule
- Index
Summary
Note It is assumed that: Dr Jones is the organizer of the meeting; Dr Fernandez is coeditor of the proceedings. Mrs Smith has been involved in the preparations of the meeting and is thoroughly familiar with details; she is now in charge of the registration desk and related organizational details. Drs Black (chairman), Brown, Green and White are members of the local committee. Dr Black and his local committee are cooperative, and they have recruited assistants (graduate students).
The arrival times of most participants at the airport are known and reflected in the schedule. Shuttle buses have been hired for the peak hours.
The following examples are modified excerpts from a staff schedule of an international symposium.
During the week before the symposium
(A) Check the bank accounts so that payments to hotels and other parties can be made (Drs Fernandez and Jones, Mrs Smith).
(B) Alert the hotels to have sufficient change for the symposium participants (Mrs Smith).
(C) Alert the hotel receptions to have information on car rentals, theaters, casinos and golf courses (Dr Black).
(D) Arrange with the congress hotel details of the welcome party (Drs Black and Jones, Mrs Smith).
(E) Arrange details of the delivery of projectors, flip-charts and other equipment with supplier (Drs Black and White).
(F) Provide for the poster areas: (1) push pins (9000); (2) heavy tape; (3) scissors; (4) individual numbers 1–1000 (on paper or cardboard 10 × 10 centimeters) for poster boards (Dr White and one assistant).
(G) Prepare 600 lists of participants (with addresses), to be included in the portfolios (Mrs Smith and two assistants).
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- Organizing Scientific Meetings , pp. 167 - 170Publisher: Cambridge University PressPrint publication year: 1997