Webmaster
Welcome to the Webmaster’s planning timeline. Browse the tabs below to navigate through the planning process and post-planning responsibilities for this role.
Month 1
- Determine if you will use your University’s web system or create your own domain for your conference website.
Month 3
- Determine if you’ll use a customized website banner for your event.
- Decide whether a volunteer graphic designer is needed.
Note: Please design all materials to be consistent with the Science Atlantic Style Guide. If you plan to develop a unique visual theme for your event, please make sure it is compatible with our general style and includes our logo appropriately. - Update website with speaker details, theme, sponsor logos, etc. as available.
Note: This is an ongoing task, from now until the conference date.
Month 4
- Set up Facebook page (for information on this, click here); link to Science Atlantic Facebook page and conference page. Work with Chief of Public Relations to ensure all necessary content is properly added to the page (ongoing).
- Post sponsor logos on sponsor page of website (ongoing).
Month 7
- Obtain information about conference awards from Judging and Awards Coordinator
- Post award descriptions and criteria to conference home page
- Post announcement on home page that award details are now available.
Month 8
- Set up registration(prices, how to pay, meal options, etc.) in communication with the Treasurer and Chief of Public Relations.
- Test the registration by registering and ensuring a confirmation email is received.
- Set up abstract submission including abstract submission guidelines.
- Test abstract submission by submitting an abstract and ensuring a confirmation email is received.
- Create grad fair/trade show web page.
- Create field trip page (optional).
Month 9
- Prior to the Chief of Public Relations announcing open registration, ensure the following are on the website:
- dates
- location
- conference theme (optional)
- draft conference agenda
- hotel booking information
- abstract submission process
- keynote speaker(s) if known
- logos of confirmed sponsors
- confirmed grad fair/trade show participants (if hosting a fair)
- field trip details (if hosting field trips)
- abstract submission process is visible
- registration is visible
- payment information
- If necessary, update registration fees based on Treasurer’s revisions.
- Add participants to fair webpage as confirmed and sponsors to sponsor page on an ongoing basis.
2 Weeks Before
- Export abstracts for use in printed program and send to Chief of Public Relations
1 Week Before
- Close online registration.
- Print registration lists for registration desk.
- If there are field trips, print emergency medical information for field trip leaders.