Checklist / Tools

ASDF not only provides with the detailed structure only for its associated events, but also provides certain information which will be highly useful for the Conference Organizers including the Chairs of the Conference. The basic things which are to be considered for the clause of organizing a Conference is given in a nutshell.

The ASDF – Association of Scientists, Developers and Faculties provide a platform to gain knowledge and have a greater experience of organizing a Conference. It is beyond having the potential and marks. The Conference platform is one of the excellent platform to develop contacts and adopt to the International Standards. The experience which is gained by organizing an International Conference is highly worthily in all the terms.

  • Set the Dates of the Conference
  • Set the start and end time of the Conference
  • Determine the budget for the Conference
  • Create a perfect accounting system
  • Book the venue for Technical Session, Workshops and other social events
  • Determine the preliminary potential participants, and staff
  • Book a block of hotel rooms for participants, staff/volunteers and presenters
  • Book audio visual equipment and technicians
  • Decide on a theme and outcome for the event
  • Send a “save the date” email to potential participants, presenters and staff/volunteers
  • Create promotional plan – email campaign, web site, print materials
  • Put a place holder announcement on web site with preliminary details
  • Develop a conference daily schedule of events
  • Recruit internal (staff/member) speakers
  • Book the keynote speaker and other speakers, request workshop descriptions and presenter profiles
  • Select and order presenter’s gift(s) and/or prizes
  • Book flights, rental cars or other transportation
  • Book the caterer and get menu suggestions
  • Gather print and web copy for designer – logo, pictures, presenter profiles, workshop descriptions, conference schedule, promotional copy
  • Plan the registration process – deadline for early bird and final registrations, create/enter data into database, create/upload information for web registration
  • Create a supply list, order supplies that need lead time
  • Start planning brochure – printing deadlines, graphic artist booked
  • Design welcome packages and ice breaking exercise
  • Order printing: brochures, t shirt printing, trinkets, banners/signage etc.
  • Web page uploading/design – registration, information on the location (map, weather link), hotel room booking, conference schedule, key note speaker and other presenter’s profiles.
  • Distribute brochures
  • Determine workshop room assignments, create audio visual needs list and workshop room layouts (classroom, theatre, pods)
  • Publish workshop descriptions and finalized workshop schedule on the web site
  • Start early bird registration
  • Finalize participant, presenter and staff list
  • Finalize the menu
  • Finalize the audio visual equipment booking
  • Confirm with the cater the final count of meals required
  • Create signage
  • Finalize task lists/instructions for staff/volunteers
  • Finalize instructions for presenters
  • Create name tags and welcome packages (schedule of events, maps, tickets, paper, pen, trinkets, instructions)
  • Create organizers supplies kit (stapler, scissors, painter’s tape, markers, card stock, blank name tags, extension cord(s), pens, paper clips, sticky notes)
  • Arrange for shipment of supplies