4 - Social events: something for every taste and budget

Summary

Scheduling and options

Minimeetings

Next to the quality of the presentations, the social events will decide the success of a scientific meeting. If a meeting lasts only for one half or a full day, extended coffee and/or lunch breaks should provide an opportunity for informal mixing of the participants. This is particularly important in a city where people flee to their suburban homes at 5 pm. Nevertheless, you may find some time for post-symposium drinks. Under more relaxed conditions, you may be able to arrange a seated dinner, or a catered buffet for some of the local participants and out-of-town speakers who are staying overnight.

Meetings of longer duration

If a meeting with out-of-town participants extends into a second day, the evening of the first day should be reserved for a social event. In most cases, an all-evening party with a buffet and a selection of beverages will be perfect. If costs are a problem, tickets for food and/or drinks can be sold.

For meetings lasting three or more days, an informal reception or welcome party on the first evening and a major social event on a later evening are generally expected. There are two schools of thought concerning the timing of the major event. Some people prefer to have it on the last evening; others would like to have it earlier because they intend to leave during the afternoon or evening of the last day. For the benefit of the tired organizer and his staff, and of all participants who hate morning sessions after a long festivity, the major event would best be scheduled for the last day.