Tips for organising a Conference
- compile a 'How to organise a Conference' checklist
indicating deadlines and the name of the person responsible
for each task
- find student helpers from teacher
training colleges / universities; reward their work with
a free membership, book prizes, free attendance when they
are not on duty; this way, the teachers of the future will
find out about / get involved in the work of your association
- advertise
your conference well in advance in e.g. IATEFL Issues, IATEFL
PAL, and on this website
- charge higher registration fees
for non-members
- widen the scope/ type of presentations
by e.g. including roundtable discussions (these could be
organised by SIGs, or could lead to setting up new SIGs)
- charge
a fee for book exhibition space, stands for private insitutions
- ask
participants for feedback
- hold a Committee Meeting shortly
after a Conference to discuss feedback.
FROM THE IATEFL SPECIAL INTEREST GROUPS HANDBOOK
Appendix
3: Planning a short conference/event/workshop
a) Consider in advance:
Theme |
- links with other
SIGs
- within context of that year
|
| |
|
Form of event/workshop |
- plenary
- group
- other rooms
- networking room
- mobility of furniture
|
| |
|
Number of speakers + length of
sessions |
- replacement speakers
in case of illness/cancellation
|
| |
|
Equipment |
- need to hire?
- cost involved?
|
| |
|
Minimum/Maximum number of participants |
- Minimum needed for
the event to break even and a cancellation date by
which this number has to be reached
- Maximum that can comfortably
and safely be accommodated
|
| |
|
Rooms |
|
| |
|
Catering |
- times of breaks
- availability of tea/coffee
- costs
|
| |
|
Insurance |
- does host institution
have cover?
|
| |
|
List of participants with contact
details |
- ask for agreement
on registration form
|
b) Liaise regularly with:
Representative of host institution |
- all practical arrangements
- agreed budget
|
| |
|
Caretaker(s) |
|
| |
|
Catering staff / outside caterers |
- get firm quote based
on minimum/maximum numbers
- contact again with exact
numbers nearer the day
|
| |
|
SIG administrator |
|
| |
|
Speakers |
- ask how they want
sessions/themselves described in programme
- ask in advance
to write up sessions for future newsletters
- check equipment
needed
|
c) Send out:
Call for speakers (if applicable) |
|
| |
|
Information about workshop
|
- starting and finishing
time
- times of breaks
- price: members
/ non-members -indicate what is included in price
- maps
indicating surroundings, building, rooms
- train / travel
information
|
| |
|
Acknowledgements for fees received |
- usually arranged
by SIG administrator
|
| |
|
Thanks to speakers after the
event |
|
d) Have available:
IATEFL + SIG membership information |
|
| |
|
Badges / name stickers |
|
| |
|
Latest and past SIG newsletters
for sale to non-members |
|
| |
|
Display material |
- local bookshop may
like to have a selling point for materials related to theme
of conference
|
e) Think about:
Announcements/Information
about IATEFL and SIG activities to give out at the beginning |
| |
Thanks and drawing to a close. |
| |
Maintaining list of possible
speakers for future events |
| |
Keep in contact with new, potentially
active SIG members |
f) Remember:
To have a clear idea about the
break-even point of the workshop |
|
| |
|
To check your budget with the
SIG Administrator and Executive Officer |
- this must be done
before the event is advertised
|
| |
|
To keep receipts |
|
| |
|
To keep records |
|
| |
|
To prepare profit / loss sheet |
- send details to
IATEFL office
|
