How to organize a symposium?

General remark: START IN TIME !!! at least 2 to 3 months up front

Step 1
Work in a small group: 2 to 3 people together with a supervisor (promotor e.g.)
Define tasks Define subject Define budget low budget: look for sponsors Define general programme Make a scenario/script (keep this up to date):

Working with partners from different institutions: respect each others opinion, ideas, logos... The more partners, the more options, the more you have to take into account!

Step 2
Programme:
Define type of symposium:
Keynote lectures + small presentations all in one similar subject? Tutorial lectures Q&A symposium Oral presentations based on abstracts + postersession ...

Define a date: if possible take several options Define (preliminary) time scedule: breaks, discussion, sessions,... Depending type of programme: contact speakers.

Step 3
1) Make reservations:
Where will the symposium take place:
How many people do you expect? What kind of people do you expect? Which rooms are available?

Where do the breaks / reception take place?

Wintertuin Agora: at the windows ...

Reservations are made with Ines Boonen 2) Design a subscription link

Contact Jos Thys Information = title of symposium, date, ...

Step 4
Designing the invitation:
Do not do it yourself! It has to be designed according to the UHasselt house style Dave Bosmans Use an example to start from Make sure everything (programme, logos, content,...) is approved by the supervisor of the group Do you want to send the invitation only by email or also through the post office (also depends on budget of course) timing: it takes + 1 week to design them and again + week to print them

Invitations are mostly sent 1 to 1.5 month upfront

Define deadline for subscription (+ 5 days before actual symposium) send reminder 3 days before deadline Define deadline for abstract submission: invitation must be sent earlier

Step 5
Make a to do list:
Define who does what and note it down in the script Make a difference between doing things upfront and on the day itself

Step 5
To do upfront
Make a reservation for boards which show the way for visitors: Lucianne Hustinx

Make a reservation for registration desk: Ines Boonen

Decide and order which kind of catering you want (budget): horeservi Lydia Flemings Dont forget water for the speakers

Order flowers (again budget): priori at Diepenbeek

Gift for speakers general rule: Uhasselt employees never receive a gift. Price for best poster/ oral presentation

order kind and amount of microphones: loa@uhasselt.be

Photographs: contact Marc Withofs Article in NuweetjeHet, press release: Ingrid Vrancken (through me) Poster boards, flags, putting down screens... Ultimo ...

Step 5
To do day before and/ or day itself
Make name carts Make a list with subscribed people Print the programme and make a map (pen, paper,...) Make an in-between-slide Define who does what on the day of the symposium: guiding everything in between, switching presentations,... ...

Symposium NanoSensEu
Sensor Development for Point-Of-Care Analysis
21st of April 2011

Collaboration between:

Supported by:

Other tips and tricks (1)

Everything you have to order which costs money: always fill in a order coupon and email it to aankoop@biomed.be (Jean and Hilde) Flowers, gifts, catering, Define budget and supervisor !

Horeservi: make an order but also mail to Lydia Flemings what you would like to have when and where. Take into account that all sessions may last longer then planned. They deliver more then enough
Check the catering on the day of the symposium

Other tips and tricks (2)

Never forget anyone!

Ask the speakers to send their presentation upfront: save them on the server of UHasselt (loa)
Ask for the number of the speakers and give your number to the speakers in case of emergency Send an email to say thank you, after the symposium: it is not necessary but appreciated ...

Questions? Now or in the future Good luck!