WABI Conference Organization Checklist

- fix dates (usually early September)

- arrange for meeting space: 1-2 conference rooms, depending on whether it would take place over 1.5 days (parallel sessions) or 2.5 days (no parallel sessions, ALGO-format) plus space (and poster walls) for posters that ideally 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 PC dinner, 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

- 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 the web site should have a link to it

- set up a contact email address

- consult with PC chairs about text on web page, particularly the Call for Papers and Call for Posters; best paper/poster awards?

- decide about flyers and posters; if yes, design and send

- 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 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 invited speakers; set up a bank account?

- determine the registration fee, ideally to come under $200; registration should be especially inexpensive for students, so that many attendees from local universities are attracted

- selling copies of proceedings allows defraying some of the costs (this should be done in consultation with the PC chairs); USB sticks are not much cheaper but can not so easily be sold

- 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