ISCB-SC:pubs:10rules brainstorming

Before the Conference

 * Choose an appealing theme/topic
 * general scientific topic but focus on a particular question that students are interested in eg. academia vs. science, future of the field, etc. or pick a particular scientific topic that is just emerging (see BioSysBio)
 * regular annual conference typically run by large societies???
 * make decision whether you want a general conference or an event that focusses on a particular topic - make sure you have a sufficiently wide range of topics in the former case


 * Choose the right date and location
 * either long before or after other major conferences in the field or as part of a major conference
 * teaming up with a larger event will save the delegates a lot of money
 * Locations should be easy accessible (train and plane, also local public transport)
 * budget accommodation should be within reasonable distance.
 * choose a place where attendees can make of it a holiday


 * Create a balanced timetable
 * Allow a significant proportion of the timetable to submitted, reviewed and accepted material
 * Give ample time for socialising during the conference
 * allows people to meet their peers
 * colloborations
 * confirm keynote speakers very early
 * they are busy so the book out quickly
 * having the names of keynote speakers helps to promote the event
 * mix top senior scientists in the field and young PIs
 * find a good mix and people that are committed to the student community
 * Young PIs can give good insight into what it takes to get faculty or postdoc positions
 * Top senior scientists usually have a great overview of the field and can comment on developments that are to be expected in the future and how current topics fit into the bigger picture
 * big names makes your conference more attractive
 * Surveys of your target audience can tell you what are the most suitable speakers
 * Panel discussions where keynotes show they personal side are most inspiring to young researchers
 * include social activities and time for networking


 * Select carefully your key helpers: the organising committee
 * Wide set of skills required
 * website and printed materials
 * reviewers from a wide range of areas
 * finances and fundraising
 * organization
 * marketing
 * evaluation
 * managing/organisational skills
 * local organization
 * should be large enough to handle all aspects but not too large
 * try to avoid having free loaders on your committees
 * involve local organizations by inviting a speaker from the local community
 * involve local organizations by inviting representatives from local companies (you might want to offer one spot for an industry talk as a means to raise money)
 * will help to give easier access to venues, local organizing team/volunteers, etc
 * Sponsors from the local area might be easier to target
 * local organizations could take over administrative tasks (registration, find accommodation)
 * give credit where credit is due: recognize contributions by sponsors, speakers, OC, PC, etc.


 * Allow plenty of planning time
 * 9 months to a year because:
 * Submission deadlines need to be considered
 * production deadlines as well
 * confirming invited speakers and other aspects of the agenda
 * spreading the word (ie. marketing)
 * fundraising
 * give enough time for people to get their visas and book their travel in advance for cheaper fares and accommodation
 * get better rates on venues


 * Study all potential financial issues affecting the event
 * approach sponsors early
 * make clear how they will benefit
 * find best matching spnsors to your audience
 * even of this timee your approached sponsor does not support your event, keep the contact for the future
 * make an estimate of you cost for conference venue, meals,
 * make an estimate of how many people you expect
 * set registration fee appropriately
 * fellowships for people who could otherwise not come
 * awards for outstanding contributions
 * allow publication of abstracts in a journal, etc.

During the Conference

 * Meet everyone from the OC the day before the event
 * inspect the facilities
 * discuss responsibilities if you haven't done so before
 * contact point
 * registration (this needs to happen earlier i guess)
 * speaker liaison


 * Have contact information for all relevant 3rd party people


 * caterers
 * building manager
 * main conference organizer if you are having your event as part of another conference

After the Conference

 * Wrap-up all information aspects that may have a lasting impact in your community
 * particularly important if you are planning to have a similar event in the future
 * make evaluation publicly accessible
 * submit abstracts to journal
 * upload photos of the event to the website (videos too, if you have any!)
 * post names of winners of awards and travel fellowships on the website'
 * make an evaluation to improve the focus (if desired) of the conference
 * identify issues that you were not aware of - i.e. what people didn't like


 * Send one last email
 * to all delegates informing them about the things that have happened since the conference
 * include announcements for the next event if you are planning one