Difference between revisions of "Symposium checklist"

Revision as of 06:58, 3 February 2015

This page is designed to house a list of things needed that need completing before SCS. Most of the procedures are outlined elsewhere but a brief checklist is handy to make sure nothing is forgotten (e.g. gifts for keynote speakers). The person responsible for assigning each task is listed afterwards.

• Gift for keynote speakers (SCS chair)

• Assign one or more people as point of contact for Keynote speakers

• Do poster numbers and bring stick to put them on the boards (day before) (SCS chair)

• Pointer and batteries (SCS chair)

• Make someone responsible to do the best awards templates and to be ready to print and frame during conference (SCS chair)

• Slides: opening, closing, and coffee breaks slides (SCS chair)

• Contact Steven to book room for SC leader meeting (SC chair)

• Assign someone to take pictures/video during the symposium

• Do a timetable to assign people to the booth, always should be someone, if possible (SC chair)

• Do a timetable to assign responsible people for each event or preparation:

• Day before:

• • check the room, posters, put numbers in poster, probably need stick and scissors. (SCS chair)

• Same Day:

• • some people outside room for registration: giving the t-shirts and any other welcome package if it exists (SCS chair)

• • some one responsible of the speed dating (normally need a whistle or similar and clock to control the time and do the sound indicating change of partner) (SCS chair)

• • opening by one chair (SCS chair)

• • one person introducing students (SCS chair)

• • one person introducing sponsors (SCS chair)

• • closing by one chair (SCS chair)

• • It would be good if some people from SC in the first row could ask questions in case there is no one.

• • recollect the voting bullets (SCS chair)

• Day of business talk:

• • one person/s doing summary of the SC year (SC chair)

• • one person/s summarising the symposium (SCS chair)

• • one person/s giving naming and summerising the TF and showing the names (SC chair)

• • one person/s giving the awards (SC chair)

• Day of the SC leader meeting:

• • to discuss things to be improved, and next year's goals (SC chair)

• Day of the social event:

• • one person/s in charge of the event. (SCS chair)

BoD rep checklist:

• Invite BoD to coffee breaks for the symposium

• Goto BoD meetings

• Invite BoD to SCS social event

Sponsor checklist:

• Acknowledgement of sponsors on TF recipients' posters and presentations. (Finance Chair)

• Sponsor logos to be projected during coffee and lunch breaks during SCS. (Finance Chair)

• Sponsor logos and acknowledgement during awards ceremony. (Finance Chair)

• Take picture of sponsor slide

• Communicate thank you to sponsors after the symposium

SC booth checklist:

• Get business cards from Suzi/BJ. (SC chair)

• Flyers/brochures from BJ. (SC chair)

• Get banner from Suzi. (SC chair)

• Volunteers start up description sheet (Outreach chair)

• Job posting board - print out sign-up sheets (CC chair)

• Stationary (SC chair)

• Information about SC events during ISMB (Outreach chair)

• Print out booth schedule (have people manning booth at all times) (SC chair)

• Print out posters advertising SC events at ISMB to stick up at booth (Outreach chair)

Announcements checklist:

• Announcement to all members about SC events during and proceeding ISMB one day before symposium

SC Career session checklist:

• Book room and time with Steven (at least 2 months in advance) (CC Chair)

• Contact speakers (CC chair)

• Organise gifts for speakers (usually SCS shirts) (SCS chair)

• If a panel discussion, prepare slides and questions around topics to guide conversation (CC Chair)