3-4 Months Prior:
Conference Directors:
Finalize the Program Schedule. Please allow time for breaks, set start times for
plenary or introduction sessions to coincide with start time of classes, assign
session chairs, update program schedule on website, request CVs from all
participants.
Draft Conference Program
Update Budget
Finalize A/V equipment needs with Media Services at Brown.
o Microphones: you should have one podium mic and one lapel mic. Have
at least one, and preferably two audience mics for Q/A sessions. For panel
sessions, determine need for tables and table mics.
o Other AV needs: Overhead projectors (for plenary sessions, always have a
backup projector since they frequently go out), LCS projectors, screens,
slide projectors, video players and monitors, etc.
Conference Announcements
Send mail through bulk mailroom. Contact Brown Graphic Services for this service.
All you need is an excel spreadsheet of your contacts and addresses.
Mail brochure to each program participant and to everyone on mailing lists.
Consider email marketing in lieu of printed brochures. This could save you time
and money.
Registration
Go live for online registration and payment. Email the link to all potential
participants.
Gifts
Determine the types of giveaways if any, such as a tote bag imprinted with a
conference logo. Shipping time may depend on what you are ordering for your
guests. Please remember you are responsible for storing, mailing and transporting
your shipped items to the University.
Order your gifts.
2 Months Prior:
Conference Directors:
Finalize guest list for special events.
Update Budget
Confirm book list for bookstore sales.
Confirm needs for registered exhibitors. (Electrical, table, chairs, table drapes)
Produce printed program and get schedule to PR.
Produce conference poster, if appropriate.
Facilities
Schedule all table and chairs needed through Facilities by submitting online
service order request forms. You many also want to consider having a backdrop
behind the podium for your speakers. Also consider signposts, easels,
whiteboards, etc.
For greenery or floral arrangements, contact Facilities as well.
Conference and Scheduling Services ● Brown University ● ph: 401.863.3100 fax: 401.863.3955
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