Steps in Organising an Academic Conference

Step One: Develop the Conference Budget

The conference budget is also your conference workplan. You need to know how much each cost item is and when to start sourcing for it.

Step Two: Execute Publicity Drive

Conference publicity would involve the following:

  • Database Collation: Keying in of email addresses of relevant and potential authors
  • Website Management: Design of conference website and the hosting for this website
  • Announcement Preparation: Design of announcement and printing of brochures

Step Three: Abstract Submission & Review Process

Abstract submissions are crucial in terms of determining the number of delegates attending your conference. The review process would also determine the acceptance rate and the final delegate turnout.

Step Four: Conference Publication

Conference Publication includes:

  • Abstract & Programme Booklet: This is when the proceedings is in a CD ROM format and only the abstracts and programme is needed. Our publication team will gather the initial pages of the abstract and programme book from the organising committee and format the programme and the individual abstracts into a book. The publication team would also propose several alternative front and back cover design. Finally, we would also print the publication for you and deliver on site.

  • Proceedings Management: The process starts with the collation of full papers, formating the papers and creating the necessary author index. Finally, the publication team would arrange for the printing and delivery on site.

Step Five: Conference Registration

Delegate payment starts here.

Step Six: Conference Execution

During the conference, the details which you would need to prepare for includes:

  • Lanyards or Badge Clips
  • Plastic Badge Holders
  • Conference Bags
  • Gifts and Souveneirs
  • Keynote Speaker Pickup from Airport
  • Velcro for Poster Display
  • Poster Board
  • Exhibition Booths (Min. 10 booths)
  • Backdrops or Banners
  • Bus Transport

Step Six: Accounts Closing

Transparent Accounting and audit is done.