How to organize a symposium?
General remark: START IN TIME !!!
→ at least 2 to 3 months up front
Step 1
Work in a small group:
2 to 3 people together with a supervisor (promotor e.g.)
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Define tasks
Define subject
Define budget → low budget: look for sponsors
Define general programme
Make a scenario/script (keep this up to date):
Working with partners from different institutions: respect
each others opinion, ideas, logo’s...
The more partners, the more options, the more you have
to take into account!
Step 2
Programme:
 Define type of symposium:
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Keynote lectures + small presentations → all in one similar subject?
Tutorial lectures
Q&A symposium
Oral presentations based on abstracts + postersession
...
 Define a date: if possible take several options
 Define (preliminary) time scedule: breaks, discussion, sessions,...
 Depending type of programme: contact speakers.
Step 3
1) Make reservations:
 Where will the symposium take place:
 How many people do you expect?
 What kind of people do you expect?
 Which rooms are available?
 Where do the breaks / reception take place?
 Wintertuin
 Agora: at the windows
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Reservations are made with Ines Boonen
2) Design a subscription link
Contact Jos Thys
Information = title of symposium, date, ...
Step 4
Designing the invitation:
 Do not do it yourself! It has to be designed according to the UHasselt
house style → Dave Bosmans
 Use an example to start from
 Make sure everything (programme, logo’s, content,...) is approved by the
supervisor of the group
 Do you want to send the invitation only by email or also through the post
office (also depends on budget of course)
→ timing: it takes + 1 week to design them and again + week to print them
Invitations are mostly sent 1 to 1.5 month upfront
→ Define deadline for subscription (+ 5 days before actual symposium) → send
reminder 3 days before deadline
→ Define deadline for abstract submission: invitation must be sent earlier
Step 5
Make a to do list:
 Define who does what and note it down in the script
 Make a difference between doing things upfront and on the day itself
Step 5
To do upfront
 Make a reservation for boards which show the way for visitors: Lucianne Hustinx
 Make a reservation for registration desk: Ines Boonen
 Decide and order which kind of catering you want (budget): horeservi
Lydia Flemings Don’t forget water for the speakers
 Order flowers (again budget): priori at Diepenbeek
 Gift for speakers → general rule: Uhasselt employees never receive a gift.
Price for best poster/ oral presentation
 “order” kind and amount of microphones: [email protected]
 Photographs: contact Marc Withofs
 Article in NuweetjeHet, press release: Ingrid Vrancken (through me)
 Poster boards, flags, putting down screens... Ultimo
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Step 5
To do day before and/ or day itself
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Make name carts
Make a list with subscribed people
Print the programme and make a map (pen, paper,...)
Make an “in-between-slide”
Define who does what on the day of the symposium: guiding everything
in between, switching presentations,...
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Symposium NanoSensEu
Sensor Development for Point-Of-Care Analysis
21st of April 2011
Collaboration between:
Supported by:
Other tips and tricks (1)
 Everything you have to order which costs money: always fill in a order coupon
and email it to [email protected] (Jean and Hilde)
 Flowers, gifts, catering,…
 Define budget and supervisor !
 Horeservi: make an order but also mail to Lydia Flemings what you would like to
have when and where.
 Take into account that all sessions may last longer then planned.
 They deliver more then enough
 Check the catering on the day of the symposium
Other tips and tricks (2)
 Never forget anyone!
 Ask the speakers to send their presentation upfront: save them on the server of
UHasselt (loa)
 Ask for the number of the speakers and give your number to the speakers in
case of emergency
 Send an email to say thank you, after the symposium: it is not necessary but
appreciated
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Questions?
Now or in the future
Good luck!