Appendix 1: Planning timeline
40 steps to a successful IASA Conference!
| TASK | RESPONSIBILITY | DUE DATE | LOCAL ROLE (COMMENTS) |
IASA ROLE (COMMENTS) |
|
|---|---|---|---|---|---|
| 1 | Conference Theme | 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 | Programme organization arrangements made | LOCAL / IASA | January | IASA VP: conferences; LOCAL to name contact people |
|
| 10 | 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 programme. | Formed as necessary by LOCAL, IASA is ready to help. IASA Editor |
| 11 | Deadline for Papers | IASA | 30 January | IASA VP: conferences | |
| 12 | Call for Papers – No 2 if necessary | IASA / LOCAL | 1 February | If necessary | IASA VP: conferences |
| 13 | Conference Budget estimate of registration fees | LOCAL | 1 February | IASA VP: conferences | |
| 14 | Draft Programme circulated for comments to Board and LOCAL | IASA | 1 March | IASA VP: conferences | |
| 15 | Booking of simultaneous translation | LOCAL | 1 March | If necessary | |
| 16 | Topics for Workshop Tutorials | IASA/LOCAL | 1 April | Topics to be selected by LOCAL / IASA TC will confirm | IASA Training VP |
| 17 | Draft Programme | IASA / LOCAL | 1 April | IASA VP: conferences | |
| 18 | Hotel list and contact information for inclusion in conference information package and web site | LOCAL | 1 April | ||
| 19 | Posting conference announcement on IASA list and other lists | IASA/LOCAL | 1 April | Web site must be ready | |
| 20 | Post conference tours (for inclusion in conference information package, registration form and web site) |
LOCAL | 15 April | ||
| 21 | Opening Reception (for inclusion in conference information package, registration form and web site) |
LOCAL | 15 April | ||
| 22 | Closing Dinner (for inclusion in conference information package, registration form and web site) |
LOCAL | 15 April | ||
| 23 | Keynote Address | LOCAL / IASA | 15 April | ||
| 24 | Professional Visits (for inclusion in conference information package, registration form and web site |
LOCAL | 15 April | ||
| 25 | 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 | |
| 26 | Training Sessions (for inclusion in conference information package, registration form and web site) |
LOCAL / IASA / IASA TC | 15 April | IASA Training VP to coordinate | |
| 27 | Map of area for Registration package (final programme, badges, give-away's, tourist information. | LOCAL | 15 April | ||
| 28 | Eating and restaurant options (for inclusion in conference information package, registration form and web site | LOCAL | 15 April | ||
| 29 | Sponsorships and commercial exhibits | LOCAL | 15 April | If their names are to be included in the pre registration kit | |
| 30 | Abstracts Deadline | IASA / LOCAL | 15 May | IASA VP: conferences | |
| 31 | Invitations to the Minister and other dignitaries for the opening and closing | LOCAL | 15 May | ||
| 32 | Final confirmation of Speakers | IASA/LOCAL | 1 June | There are always last minute changes to the programme. | IASA VP: conferences |
| 33 | Programme final deadline including session chairs and AV requirements | IASA / LOCAL | 1 July | IASA VP: conferences | |
| 34 | 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 |
| 35 | Local details including possible security considerations for conference delegates for inclusion in conference information package and web site | LOCAL | 15 August | ||
| 36 | Publication of final programme and preparation of conference registration packages | LOCAL | 1 September | ||
| 37 | Arranging for conference office and communal area | LOCAL | 1 September | ||
| 38 | Last minute panic | LOCAL/IASA | |||
| 39 | Conference Begins | 15 September | |||
| 40 | Conference Ends | 19 September |
