Organizing Scientific Meetings

Cover......Page 1
Frontmatter......Page 2
Contents......Page 8
Preface......Page 14
Acknowledgments......Page 15
1 - Introduction: what can go wrong?......Page 16
2.1 Are you sure?......Page 18
2.2 Can you do it......Page 20
2.3 Should you do it?......Page 22
3.1 Scientific events......Page 24
3.2 General and Business Sessions......Page 40
3.4 Commercial exhibits......Page 41
3.5 Disruptive demonstrations......Page 42
4.1 Scheduling and options......Page 44
4.2 Suggestions......Page 46
5 - The program: how to accommodate pigs in a poke......Page 52
5.2 Small research conferences......Page 53
5.3 Major meetings......Page 54
5.4 Summary and recommendations......Page 58
6.1 General considerations......Page 59
6.2 Selection of hotels and meeting facilities......Page 63
6.3 Special considerations at international meetings......Page 67
7 - The dates of the meeting: you can't win......Page 69
8.1 Weighing the pros and cons......Page 71
8.2 Abstracts......Page 72
8.3 Proceedings......Page 74
8.4 Session reports and printed discussions......Page 83
9.1 General audience......Page 85
9.2 Participants in key roles......Page 86
9.3 Whom not to invite......Page 89
10.1 Mini-Machiavellian management......Page 92
10.2 Standard committees......Page 95
10.3 Other committees......Page 96
11 - Accompanists: you better love'm......Page 98
12 - Office and staff: don't take chances......Page 101
13.2 Instant savings......Page 104
13.3 Expenses......Page 108
13.4 Initial budget estimate......Page 112
13.5 Excess funds......Page 113
14.1 Basic strategies......Page 114
14.2 Preparation of formal application......Page 116
15.1 Some food for thought......Page 119
15.2 Support for participants from `developing' countries......Page 120
15.3 Setting priorities for support......Page 121
16.2 Factors affecting the time frames......Page 124
16.3 A stepwise approach for minor meetings......Page 125
16.4 A stepwise approach to national or international major meetings......Page 129
17.1 First announcement......Page 137
17.2 Second announcement......Page 140
17.3 Final program......Page 148
17.4 Abstract volume......Page 153
17.5 List of exhibitors......Page 154
18.1 Forms......Page 155
18.2 Nametags......Page 158
18.5 Other signs......Page 159
18.6 Stickers......Page 160
19 - Satellite meetings: think twice......Page 161
20 - Checklist of important no-nos......Page 163
Appendix A - Poster presentations......Page 164
Appendix B - Outline of a general schedule for an international meeting......Page 166
Appendix C - Excerpts from a letter to prospective panelists of a Colloquium......Page 168
Appendix D - Excerpts from a letter to the moderators of Colloquia......Page 169
Appendix E - Invitation to participate in a Socratic Workshop......Page 170
Appendix F - Excerpts from a letter to leaders of Socratic Workshops......Page 171
Appendix G - Example of a `statement of research interests' for a Socratic Workshop......Page 172
Appendix H - Service contract with an exposition service......Page 173
Appendix I - Contract with a congress hotel......Page 175
Appendix J - Suggestions for the preparation of abstracts and abstract forms for scientific presentations......Page 178
Appendix K - Letter with clout to a manuscript delinquent......Page 180
Appendix L - Schedule for staff of an international meeting......Page 181
Appendix M - Checklist of equipment and supplies for the registration desk of a major meeting......Page 185
Appendix N - Equipment and supplies for meeting rooms......Page 187
Appendix O - Example of a letter/form confirming attendance of prospective participants in various events of a meeting......Page 188
Appendix P - Calculation of fees......Page 189
Appendix Q - Suggestions for a hotel reservation form......Page 191
Appendix R - Summary of daily program schedule......Page 194
Index......Page 195