Planning Timeline

 

Planning Timeline

Important: conference planning and management is now a shared responsibility between the host and IASA Board. See the updated list of responsibilities: www.iasa-web.org/conference-host-responsibility

50 Steps to a successful IASA Conference

  TASK RESPONSIBILITY DUE DATE LOCAL ROLE
(COMMENTS)
IASA ROLE
(COMMENTS)
1 ConferenceTheme IASA/LOCAL Sept previous year    
2 Travel Assistance IASA/LOCAL See UNESCO Calendar;
Next deadline is February 2008; then February 2010
  UNESCO (Paris) works on a biennial calendar; local UNESCO Commissions need to be consulted individually;
Other sources (EU, National) should also be contacted.
3 Presentation at preceding conference   Sept previous year    
4 Local Arrangements
Contacts named
LOCAL / IASA Sept previous year   IASA VP: conferences; LOCAL to name contact people
5 Call for Papers IASA 15 December   Coordinate with Journal/Bulletin
6 Travel Grants IASA 1 January   IASA Secretary-General
To go out with the Call for Papers;
1st decisions made at mid-year EB meeting
7 Booking of Conference locations LOCAL Confirm by 1 January    
8 Web site and web site updates LOCAL January   Web site needs to be done ASAP even if it says in some areas that more information is coming
9 Web site links IASA January   IASA Editor
10 Programme organization arrangements made LOCAL / IASA January   IASA VP: conferences;
LOCAL to name contact people
11 Other responsibilities like publicity and publication, addressed LOCAL January
if needed
If other committees or groups please make sure their names are included in the program. Formed as necessary by LOCAL, IASA is ready to help. IASA Editor
12 Deadline for Papers IASA 30 January   IASA VP: conferences
13 Call for Papers – No 2 if necessary IASA / LOCAL 1 February If necessary IASA VP: conferences
14 Conference Budget estimate of registration fees LOCAL 1 February   IASA VP: conferences
15 Draft Program circulated for comments to Board and LOCAL IASA 1 March   IASA VP: conferences
16 Booking of simultaneous translation LOCAL 1 March If necessary  
17 Topics for Workshop Tutorials IASA/LOCAL 1 April Topics to be selected by LOCAL / IASA TC will confirm IASA Training VP
18 Draft Program IASA / LOCAL 1 April   IASA VP: conferences
19 Hotel list and contact information for inclusion in conference information package and web site LOCAL 1 April    
20 Finances / VISA Card / Bank Accounts LOCAL 1 April   We recommend setting up a PayPal account on the net as a possible alternative. It is simple and easy to do.
21 Posting conference announcement on IASA list and other lists IASA/LOCAL 1 April Web site must be ready  
22 Preparation and printing of pre-programme, registration forms, tourist info for inclusion in conference information package and web site IASA /LOCAL 15 April Possible need for translations may affect this deadline IASA VP: conferences
23 Post conference tours
(for inclusion in conference information package, registration form and web site)
LOCAL 15 April    
24 Opening Reception
(for inclusion in conference information package, registration form and web site)
LOCAL 15 April    
25 Closing Dinner
(for inclusion in conference information package, registration form and web site)
LOCAL 15 April    
26 Keynote Address LOCAL / IASA 15 April    
27 Professional Visits
(for inclusion in conference information package, registration form and web site
LOCAL 15 April    
28 Registration fees including spousal visits and day rates
(for inclusion in conference information package, registration form and web site)
LOCAL/ IASA 15 April Related to the budget item above  
29 Training Sessions
(for inclusion in conference information package, registration form and web site)
LOCAL / IASA / IASA TC 15 April   IASA Training VP to coordinate
30 Map of area for Registration package (final programme, badges, give-away's, tourist information. LOCAL 15 April    
31 Eating and restaurant options (for inclusion in conference information package, registration form and web site LOCAL 15 April    
32 Sponsorships and commercial exhibits LOCAL 15 April If their names are to be included in the pre registration kit  
33 Mailing of conference information package LOCAL 1 May   IASA will supply address list
34 Pre registration open LOCAL 1 May    
35 Processing of registration and keeping delegates list LOCAL 1 May    
36 Abstracts Deadline IASA / LOCAL 15 May   IASA VP: conferences
37 Invitations to the Minister and other dignitaries for the opening and closing LOCAL 15 May    
38 Final confirmation of Speakers IASA/LOCAL 1 June There are always last minute changes to the programme. IASA VP: conferences
39 Program final deadline including session chairs and AV requirements IASA / LOCAL 1 July   IASA VP: conferences
40 Pre registration Ends LOCAL 31 July The exact date will be determined by LOCAL  
41 Compilation of any biographical, picture or other information for the conference programme. IASA 31 July Local organizers should be consulted about what they would like in the programme IASA VP: conferences
42 List of places for lunch for inclusion in conference registration package LOCAL 15 August    
43 Local details including possible security considerations for conference delegates for inclusion in conference information package and web site LOCAL 15 August    
44 Publication of final programme and preparation of conference registration packages LOCAL 1 September    
45 Arranging for conference office and communal area LOCAL 1 September    
46 Extra computers with Internet connections for delegates to use in the Board room during conference LOCAL 1 September    
47 Coffee and food for breaks LOCAL 1 September Sponsored??  
48 Last minute panic LOCAL/IASA      
49 Conference Begins 15 September      
50 Conference Ends 19 September