· 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
§ ISMRM deadline
§ MR/sion Retreat
· 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)