· Updates: 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) § Rank! · 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 |