o Registration and Abstract Submission System: Di and Geran
§ Use EasyChair. Will do registration and abstract submission. May have to e-mail abstracts to reviewers.
§ Require specific format for abstracts. (suppress type in your abstract box)
§ Require key words for abstract so we can sort them. Have fixed categories, make submitter pick one.
· Last year: acquisition (pick your modality), analysis, application
o Let’s do this! Will give broad representation from all categories.
o Budget: Lindsay
§ Budget same as last year (Total: $2300-2500)
· Food & Refreshments: $1300-1400
· Prizes: $1000
· AV System: $100
§ Start with inside speakers (lots left from last year), Can invite outside speakers
o Rooms and Date: Bradley
§ November 16
§ Lectures: 1-2:00pm
§ Posters: 2:15-3:15pm (1 or 2 sessions depending upon # submitted)
§ Lectures: 3:30-5pm
§ Poster Awards! 5pm in auditorium
§ Auditorium and Concourse reserved 10-7
§ Fall: Break lecture chunks into time slots, invite speakers
· On the Table:
o Reviewers: Start recruiting poster judges and abstract reviewers (do in fall, doesn’t take more than a few weeks, make committee do it)
o Volunteers: count people need at each time (e.g. # registration tables) and have sign up for specific time slots in advance
o Get walkie talkies from Issel
o Scoring System (Nicolas and Jaymin)
· In case of tie, split prize or have extra judge go run out.
· Have someone type scores into pre-programmed spreadsheet, etc.
§ 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. (Last year: 10 professors, 10 postdocs, 10 graduate students for abstracts. All postdocs and professors for posters, grad students as needed)
o Poster Session Layout
§ Put food on both ends (same in each place). Don’t limit initially (makes people not come back).
§ Need lots of signs (outside by security guard, to food, to registration, to command center)
§ Alcohol at command center
§ Registration upstairs and downstairs
§ Geran has picture of layout for Turner Concourse
o No theme, open to all topics.
o When to start contacting speakers (Jenn) (fall)
§ Need to decide who will introduce speakers. Student hosts?
o Publicity (Kwame, Lindsay)
§ Emails, fliers, website, calendars, etc.
§ Timetable for advertisement
· Me: 1 e-mail June 15th, 1 July 15th, 1 August 1st, 1 August 15th
· Wait for the fall to do posters.
· Kwame: calendars and website!
§ Extent of advertising for opening of registration (June 15th if ready)
§ Check center and department websites for updates dept. admin e-mails (bcc!)
o Registration Timeline:
§ Announce conference and open registration June 15
§ No registration deadline, but random prize to 1 pre-registrant
§ Abstracts Due: Monday, September 17th at midnight (extend to 9/19 for bad formatting, more abstracts, etc.)
§ Give abstracts to reviewers by Friday 9/21
§ Reviewers return abstract scores by 10/15
§ Results to abstract submitters 10/26