Checklist for WABI Conference Organization Committee


Preamble

Note that WABI is not supported by any organization and therefore has no own money. All costs must be covered by the OC either through conference fees, grants, or own funds. In addition to the local costs (room, coffee breaks) this includes the EasyChair license fee, article-processing charges for conference proceedings, and travel reimbursement for keynote speakers.


Checklist

- fix dates (usually late August/early September)

- arrange for meeting space: conference room with 100+ seats plus space for coffee breaks etc. If you have posters, ideally have enough space that ideally posters can remain up during the whole time.

- reassure about requirements and cost for security, first-aider, cleaning, etc.

- arrange for catering breaks: if on campus, it may be done through a campus office, or by volunteers going to the local supermarkets; arrange space, tables, decoration, etc.

- decide about conference dinner and/or poster session catering; social event

- reserve blocks of rooms at suitable hotel(s) for reasonable rates; if the meeting is on-campus, reserve blocks at hotels in different price categories

- arrange for wifi connectivity for conference attendees (if eduroam is available, this should suffice)

- arrange for projection equipment, microphones and auxiliary stuff

- set up a web site with complete directions, including registration (and payment); submission (EasyChair) is set up by PC co-chairs, but payment is through SC and the web site should have a link to it

- if there is the option to book child care (e.g. through a Family Service), or have it even be paid by the conference, advertise this on the web pages

- set up a contact email address

- consult with PC co-chairs about text on web page, particularly the Call for Papers and Call for Posters (if you have posters); best paper/poster awards?

- decide about program brochure, name tags, maps, lunch coupons, signposts, give-aways (cups, bags, pens), etc. 

- work out a budget that will allow inviting two keynote speakers (speakers themselves are invited by the PC co-chairs, but the choice of a local speaker should be done in consultation with the organizers), decide about gifts for keynote speakers; set up a bank account?

- determine the registration fee; registration should be especially inexpensive for students, so that many attendees from local universities are attracted

- if sponsors at hand, consult them; direct sponsoring (paying some bills) may be easier than adding money to the general budget

- during the conference, have volunteers (who get free registration) to help with preparation of conference bags, registration, ensuring projectors work, putting signs for directions in appropriate places on campus, etc.

- give feedback to SC, including how to improve this checklist