Hos$ng  a  Regional  Undergraduate  Research  Symposium  

Joanne  D.  Altman,  High  Point  University  &  Kathleen  Morgan,  Wheaton  College    

How to bring together young scholars from diverse academic backgrounds and institutions in a regional undergraduate conference

START: (2 yrs out is optimal!)

T – 2 yrs: Decide what fields will be

represented. If need art gallery, reserve now

(many galleries are booked more than a year in advance)

T-2 yrs: Reserve art gallery, Negotiate additional

needed venues

T – 1.5 yrs: Chose a conference

management system for abstracts and registration

T – 2 yrs: Seek funds if needed.

NIH & some other agencies have $ for

conferences

T – 1 yr: • Line up keynote speaker • Create a campus committee with representatives from administrations, all academic divisions, IT, security, student life • Reserve all venues • Post skeletal website with dates and locations; start planning

T – 6mths: • Arrange for all equipment needs (easels, foam boards, presentation remotes) • Inform your campus communications office; solicit their help in advertising, and photography on day of event

T – 5mths: Arrange for any outside vendors, swag

from local businesses or college offices, pens, paper, handouts

T – 4mths: • Send out end–of-the-semester reminder emails about the upcoming conference and dates in spring

T – 3mths: • Deadline for submissions based on number expected • Line up reviewers for submissions

T – 1wk: Review

checklist

T – 1 day: Prepare registration tables and materials. Print and post directional signs. Print changes to program. Have gift and host for keynote speaker ready.

The Big Event! Arrive early and

confirm all computers working, poster set up ready

to go

Celebrate your success!

T – 2wks: Print programs (sooner if someone is setting up the program for you; perhaps

later if self-printing)

T – 2mths: Design printed

program and make it ready for inclusion of

abstracts

T – 7mths: Letters out to participating

universities; consider inviting all regional schools as well

T – 8mths: Website should be up and running, with dates, costs, deadlines, applications for

abstracts and registrations, information on hotels and directions

T – 10mths: Reserve blocks in 4-6 hotels with conference rates; include hotels that offer continental breakfast.

Program   Pros   Cons  

EasyChair   Free   No  instrucBons;  No  support  

CMT:MicrosoG  

Free;  Good  support  

No  instrucBons  

ScholarOne   Very  thorough  

Fee  

Web-­‐Forms    ie.  WordPress  

Free;  Full  ownership  

Manual  assignment  to  reviewers  and  schedule  

Conference Management Systems April….. June…..

August….. September….. October….. November….. December….. January…..

February….. March-April…..

When you select the date for your event, be mindful of the typical dates for similar venues in your region.

As you consider future years’ conferences, think about forming a consortium with other colleges in your region and rotating who hosts

Checklist  

Computer  guest  internet  accounts  Confirm  Food  Ready  computer  remotes  and  Bmers  Have  IT  test  all  equipment  Set  up  on  site  IT  troubleshooter  Assign  volunteers