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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:Micros oG Free; Good support No instrucBons ScholarOne Very thorough Fee WebForms 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
