· Intros · Feedback from last year’s conference: Veterans o Change schedule: 1 long (1.5 hr) poster session in middle afternoon (2- 45 min chunks) § No more than 40 posters per session (expect less this year since only past 1 year) (Decide if only 40 or 2 sessions when see how many submitted) § Need to enforce switching time- more manpower/designated enforcers § Reviewers: Some don’t show up. Ask entire imaging list. Ask what topics they’d like to review. Last year: 10 professors, 10 postdocs, 10 graduate students. No one judge their own lab’s posters. Assign as many as possible in advance. § Use EasyChair anonymous abstract submission software. Free for conferences. Also looking other options. EasyChair quite convenient. § Link abstract submission to registration so automatically registered for conference when submit an abstract § Put up signs in Turner to guide lost people to the auditorium § List posters alphabetically by author/presenter last name § Don’t hide the pizza or buy less. § Theme for this year or cover everything? If invite speakers, give at least 30 min (4-6 lecturers) · Leaders and Volunteers for Sub-Committees: o Food (lunch, snacks, drinks) -> Bradley and Geran § Nice snacks, sandwiches, tea, coffee, wraps, cookies, etc. § Pizza for volunteers o Finances -> Bradley § Need to get a budget set o Abstracts Submission and Registration (abstract submission, poster selection, registration) -> Di and Geran § EasyChair can do abstract submission and registration o Abstract Judging (abstract reviewers)-> Nicolas and Jaymin (scoring algorithm) o Speaker Coordination (schedule, hosts, parking, gifts) -> Jenn (share Google Docs) o Programs -> Lindsay o Poster Session Logistics (poster boards, layout, poster reviewers) o Public Relations (website updates, fliers, e-mail announcements, calendars, imaging video?) -> Kwame (E-mails: Lindsay) § Check center and department websites for updates dept. admin e-mails (bcc!) o Volunteers, Prizes, and Supplies (Name tags, plastic ware, AV equipment, pens) § AV: Pay for mic in concourse, wireless mic and projector in auditorium · Date, Times, and Structure for the Conference: Bradley o November 16! o Lectures: 1-2:00pm o Posters: 2:15-3:15pm o Lectures: 3:30-5pm o Auditorium and Concourse reserved 10-7 o Meetings to Check: (All good this year) § JHU Fall Break/Columbus Day § IEE-MIC § SFN § ISMRM deadline § OctobCEST § MR/sion Retreat § MICCAI § RNSA · Timeline for conference planning · Abstract Submission Deadlines: o Abstracts Due: Tuesday, September 18th (extend to 9/19) o Give abstracts to reviewers by Friday 9/19 o Reviewers return abstract scores by 9/15 o Results to abstract submitters 9/26 · Announce conference and open registration June 15 o Test EasyChair in May o No registration deadline, but random prize to 1 pre-registrant · Scoring of Abstracts and Posters: o Rank or Score? o Overall awards or separate awards for posters and abstracts? o Need to agree on a scoring system!!! o Best overall combined. All reviewers count equally. Abstract 1/3, Poster 2/3 if 3 judges for each. § Contingency plan if issue with poster reviewers. Have lots of alternate reviewers. o Combined everything! · By next meeting ( mid-late May): o Determine budget (Lindsay) o Confirm date and room reservation (Bradley) o Test EasyChair software for registration and abstract submission (Di and Geran) |