Frequently Asked Questions
Welcome to the FAQ for Conference-in-a-Box! Below you will find several categories containing the most frequently asked questions by past conference planning teams.
If you have a question that is not answered here, please email conferences@scienceatlantic.ca. We will be updating the FAQ as questions arise.
Miscellaneous
How should I negotiate a hotel contract?
Are some of the conference events occurring at the hotel? If so, it is in the hotel’s best interest to allow your conference members to stay at their hotel rather than at a different hotel, if they let the rate lapse.
Phone your hotel contact. Calling your hotel is the best way to ensure a quick response, allowing for ample time for your attendees to book rooms.
Note:
When negotiating your hotel contract, it is advised that continental breakfast be included rather than providing a separate breakfast at the event. This will save the organizers money, and provide more flexibility for the attendees.
Due to the large amount of rooms being booked, you may be able to ask for a couple complementary rooms for organizers or special guests. Keep this in mind when comparing hotel options.
How do I coordinate the PowerPoints of presenting students?
All PowerPoints should be loaded onto the equipment being used in the presentation room(s) ahead of time. Since some students may be modifying their presentations up till the conference itself, plan to do this the morning of the conference.
Communicate by email with the presenters before the conference letting them know how to submit their PowerPoints (options below):
- Emphasize that students must provide the final version of their presentation as it cannot be changed once it is uploaded to the system.
- In all cases, make sure the students label their files with their names
- Ask students to provide .pps files rather than .ppt files to reduce last-minute technical problems.
How to collect the presentations:
- Option 1: set up a Dropbox or Google Drive account for students to upload their presentations
- Option 2: have students email their presentations to one person
- Option 3: allow students to bring their presentations on flash drives and give them to the designated person during registration
Why is our conference a Science Atlantic conference?
Running your conference through Science Atlantic provides several benefits, including liability insurance and legal standing, as well as access to awards funding and conference start-up funds (if needed). Moreover, the conference planning guide, a conference website template, and the Online Awards System are built specifically for these conferences.
Brand awareness developed through using the name helps to create recognition for the event, and our Annual Report and Awards Yearbook showcase award winners and sponsors, providing additional exposure. Science Atlantic is proud to provide you with organizational support when needed, and to manage the student awards for your conference. Finally, Science Atlantic staff is in contact with your institution’s Dean to ensure that all aspects of your conference run as smoothly as possible.
Is it expected that hard copies of posters be send to all institutions?
Sending out posters to the institutions is not required – your focus should be on ensuring that people are aware of your conference, not specifically on posters. This can be done through email announcements, forwarding electronic posters, creating webpages, etc.
Why do we need to submit a final report?
The report is delivered directly to Science Atlantic and the Committee Chair, and is then provided to future organizers of the conference. It includes invaluable information for future conference organizers, such as your financial report and sponsors, as well as helpful tips (local contacts, suppliers, etc.) to create a smoother conference planning experience in future years.
To see more about the final report, click here for the final report checklist.