Public Relations

Month 1

• Determine theme for the conference (optional)
  • A short, catchy tagline will make your event memorable for your delegates. Be sure, of course, that it is related to the content of the event. A good theme draws everything together and makes it more organized and cohesive. This helps your attendees get the most from attending.
  • Weave the theme into your conference whenever you can. Be creative! Examples:
    • Include the theme in your sponsorship level options. For example, name the sponsorship levels in keeping with your theme (i.e., rather than the usual gold-silver-bronze, what about different chemicals, plant types, or rock formations?)
    • Include the theme on your website, poster, and program cover
    • If you will be distributing a T-shirt, mug, kit bag, etc., feature your tagline
    • Tell your invited speakers the theme so they can consider tying their talk to the topic
    • Include variations of the theme when naming the various sessions
    • Can the theme be applied to the banquet? Decorations? Door prizes?
    • A warning: Don’t go overboard! This is an academic conference first and foremost. The theme is important for creating a positive atmosphere but should never overshadow delegate learning or diminish the professional nature of the event. Selectively apply the theme where it fits

Month 2

• Confirm the number of guest/keynote lectures to be included in the schedule and inform the Guest Speaker Coordinator so they can begin the selection process.

Month 4

• Monitor Facebook page for questions and appropriate use (ongoing)
  Note: Facebook page creation is listed on the Webmaster timeline
• Draft a schedule of activities based on last year’s schedule. Modify as necessary according recommendations from last year’s organizers and participant evaluation forms
  • The activities in your schedule will be provided to you by members of your conference planning team. It is your responsibility to slot all the activities into a logical and feasible schedule over the two or three days of your event. Use this optional schedule worksheet) to draft your schedule.The typical components of a Science Atlantic conference are:
    • Registration (typically held in the afternoon/evening concurrent with opening reception; also held in the morning of first full day of conference)
    • Opening welcome (30 minutes or less)
    • Sessions of student oral presentations (single stream or concurrent, depending on the discipline): check with your discipline committee for agreed-upon length of presentations (typically 12-15 minutes each with 3-5 minutes for questions; 3-6 presentations per session)
    • Poster session(s) (minimum 2 hours)
    • Keynote lecture (or more than one depending on conference) (typically 1-1.5 hours each)
    • Science Atlantic Committee meeting (typically 1-1.5 hours)
    • Judges meeting (30 minutes to 1.5 hours)
    • Banquet or other event where awards are presented (typically 2-4 hours)

    Optional activities include:

    • Grad Fair/Trade Show
    • Field Trips/Tours
    • Chalk Talks (ChemCon)
    • Social events
    • Faculty and/or graduate student presentations or workshops
    • Computer Science Programming Competition
    • Math Problem Solving Competition
    • AARMS Workshop (MSCS conference)
• Review schedule draft with committee and modify as needed (you will refine the schedule throughout the planning process)
• Choose and book entertainment for banquet (optional; in communication with Treasurer)

Month 6

• Create e-invitation “save the date” notice with link to website page holder with date, theme, location
• Send e-invitation to faculty representatives (listed on Science Atlantic’s website), student societies, and others

Month 7

• Send e-mail list updated information about conference
  Note: Send updates only when you have significant information to share, such as confirmation of a keynote speaker

Month 8

• • Confirm volunteer photographer(s)
  • Create a “shot list” which contains a list of photos you would like the photographer to take (click here for shot list recommendations and photography tips)
  • Start gathering pricing for “swag”; check with Treasurer regarding budget for optional items

Month 9

• Design conference poster (major sponsors must be confirmed by now in order to be included on poster)
  Include on the poster:
  • Conference name
  • Theme (if relevant)
  • Dates
  • Location
  • Registration deadline
  • Website URL
  • Sponsors
  • Optional (if known): keynote speakers of other special aspect of event
• Make sure the graphic elements of the poster are consistent with event theme and the Science Atlantic Style Guide
• Ideally, create a French poster for U de M participants (be sure to use properly translated French)
  Note: Students are encouraged to submit and present in the language of their choice. View Science Atlantic’s bilingualism policy here
• Print posters (university print shops are typically the most economical
• Prior to distributing poster, ensure with Webmaster that online registration is open
• Mail poster to Science Atlantic faculty reps and student clubs and ask them to post prominently
• Send an electronic copy of poster to email list

Month 10

• Send invitation to students of host university to attend the conference
• Announce that registration is open (include early bird registration, if you are having one)
• If necessary, send the e-mail list updated information about conference
• Write and submit an article for the host university newsletter (optional)

Month 11

• Create a draft of the printed program
  • The following items should be included in a Science Atlantic conference printed (or electronic) program:
    • Schedule
    • Campus map/meeting room locations/directions to and from accommodations
    • List of organizing committee members
    • Link to conference Facebook page
    • Welcome message(s) from university and Science Atlantic
    • Keynote speaker information
    • Student abstracts
    • Awards pages (optional)
    • Sponsor page
    • Details of optional items
    • Field trip descriptions (if applicable)
    • Companies participating in Grad Fair and their contact information (if applicable)
• There are almost as many ways to design a printed conference program as there are conferences. For samples of recent Science Atlantic conference programs, download this archive of printed programs (18.2mb .zip file). For more inspiration, simply Google “conference program” and you will find hundreds of examples.
• Make sure the graphic elements of the printed program are consistent with the poster, which should also be consistent with the event theme and Science Atlantic Style Guide.
• • • Obtain quotes from printers to print the program (the university print shop is usually the most economical) and provide to Treasurer
    • Confirm the type of electronic file required by printer (Word, .pdf, etc.)
    • Send reminder of deadline for early bird registration (if you are having one)
    • Obtain welcome message from Dean/university president/department head as appropriate
    • Request welcome message from Science Atlantic (conferences@scienceatlantic.ca)
    • Order attendee materials (portfolios, nametags, etc.)
    • Announce regular registration is open

Month 12

• Meet with photographer(s) to discuss shot list
• Create evaluation survey to include in delegate package
• Send reminder of deadline (you may have to do this several times)
• Review schedule with committee and fine tune as necessary
• Gather information and insert into the program layout you drafted in Month 11
•  

The last two weeks before the conference will be your busiest time, as most of the information for the printed program comes in at the last minute. You should deliver the completed electronic file to the printer no later than five days before your event.

• • Table of Contents (everything but abstracts)
  • Schedule is updated as confirmed by committee
  • Map and meeting room assignments are included (obtain from Food and Venue Coordinator)
  • Welcome messages from host university and Science Atlantic are included
  • Key note speaker(s): photo, talk title, and abstract for each speaker are included (obtain from Guest Speaker Coordinator)
  • Sponsors: sponsor logos are included according to appropriate sponsorship levels (obtain logos and funding levels from Fundraising Coordinator)
  • Awards: confirm awards to be included in the program with the Judging and Awards Coordinator
  • Ensure you have all information necessary for optional activities (e.g., Field Trip details, list of Grad Fair participants, etc.)
  • Facebook URL is included
  • List of organizing committee members is included
  • Design and theme are consistent with other materials (posters, website)

3 Weeks Before

• Optional: Write press release and seek approval from organizing committee at a meeting

2 Weeks Before

• Have Webmaster close registration for presenting students (abstracts must be submitted by this date)
• Print signage for event (arrows, etc.)

1 Week Before

• Obtain abstracts from Webmaster and add to program
• Assemble name badges and registration package kits
• Finalize and print program including all sponsor logos
• Send out reminder email to attendees including important last minute information (e.g. parking, gear required for field trips)

5 Days Before

• Provide final electronic copy of program to printer
• Obtain proof (single printed copy) of program from printer and proofread to be sure everything is printed correctly

3 Days Before

• Pick up programs from printer

During Conference

• Organize on site registration (hard copy of attendees, cash box, blank name tags, extra printed packages, receipt book)
  • Provide printed copies of attendees list, blank name tags, extra printed packages, pens, etc.
  • If taking payments at the door, coordinate with Treasurer
• Ensure photographer(s) arrives early and is on sit throughout the event
• Bring backup camera
• At banquet, remind participants to complete an evaluation form
• Ensure photos are taken of award winners

1 Day After

• Ensure award winners and photos are sent to Science Atlantic for inclusion on the website (this may be done by you or the Judging and Awards Coordinator)

1 Week After

• Send press release about award winners and conference to participating universities
• Review evaluation survey results and prepare recommendations for next year’s organizers
• Write recommendations and give to Conference Chair for final report