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 program. 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 Program 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 Program 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 Program 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