Organizing a conference – where to start?
So we’ve convinced you that organizing a conference is a good idea – but where should you start?
Well you’ve probably got two options. One, you can contact an organization or funding body who have annual conferences and ask to host the next available meeting. Those who have read our earlier posts will remember that this is exactly what we did…..on a drunken dare! Alternatively, if you’re really brave you can invent your own conference, probably with a specific theme. If you decide to go down this route its probably a good idea to contact colleagues in your field to make sure enough people will be interested.
Think about what you will have to provide – if you’re hosting a new conference you need to decide what you will require – a lecture theatre will probably be a necessity, but aside from this you might want to host a function such as a dinner or reception? How many days will the conference run for? Will any special equipment be needed for presentations? A room for posters perhaps? How will attendees be accomodated? What dates will it run on (and will it clash with any other major conferences in your field)?
In the case of continuing a regular or annual conference, as we are doing, many of the specific requirements are already clear: we know from previous prog pals that the conference runs for 1 day, with an annual meal in the evening, usually a reception the night before, and that attendees generally find their own accomodation, and that it generally runs sometime between April and June. In the past oral sessions have been the main focus, with poster sessions during coffee breaks. One advantage of continuing a regular conference is that you know where the bar is set in terms of quality. Whether you want to accomplish something near that bar, or try and go above and beyond it is upto you.
Knowing what you will need will let you get a general idea for venues and equipment, and the associated costs. You can then start putting together a business plan. This will provide you with a focus and definite goals and deadlines to meet, and allow you to begin to address the big matter of funding!
Karl and Peter
Leave a Reply