FREQUENTLY ASKED QUESTIONS: CONFERENCES
Q. I’ve been asked to get an announcement poster designed for an upcoming conference. What do I need to do?
A. Simply fill out the Conference Services Graphics Arts Request Form and a member of the InfoMedia team will contact you immediately to help you with your project.
Q. I’ve been asked to host a conference at SLAC that is part of an ongoing conference series. Can InfoMedia build a conference website here at SLAC that incorporates the official series logo?
A. Yes, we are happy to work with guidelines, policies, or traditions specific to your conference series. Fill out the Conference Services Web Development Request Form and a member of the InfoMedia team will work with you to support your individual conference needs.
Q. We plan to host a large conference and need a better way than email to review abstract submissions. Can InfoMedia give us other options?
A. Several actually. Depending on who needs to review and approve abstracts, we can set up a site where select committee members (on-site and off-site) can log in, review, approve, and track submissions, as well as include functionality that allows you to schedule talks and build your agenda. Simply fill out the Conference Services Web Development Request Form and InfoMedia will contact you to support your needs.
Q. Can InfoMedia set up a website for participants to register for the conference?
A. Absolutely! In fact, our websites come with a registration page that automatically updates a weblist of registrants, so participants can see when their colleagues have registered, and conference organizers can see how many attendees to expect. For more information, simply fill out the Conference Services Web Development Request Form and InfoMedia will contact you to support your needs.
Q. How do I collect and track fees?
A. There are several methods for participants to pay, including credit card, check, STAP, and University funds. InfoMedia provides these payment options online, as well as an administrative area where conference staff can edit data, track payments, and print receipts. Simply fill out the Conference Services Web Development Request Form and InfoMedia will contact you to support your needs.
Q. The committee wants to have a proceedings published, but they aren’t sure how much they can spend. Can InfoMedia help us get cost estimates?
A. You bet! To get an idea of standard costs associated with printed and digital proceedings, see Document Services Print Production and Document Services Digital Production. To request a detailed cost estimate, simply submit your request through the Document Services Print and Production Request Form and InfoMedia will contact you directly.
Q. I don’t want an abstract book, but I would like participants to be able to view the abstracts on the website. Is that possible?
A. Yes it is! Since this data is stored in a database, we can design a customized layout to suit your needs. Simply fill out the Conference Services Web Development Request Form and InfoMedia will contact you to support your needs.
Q. I’ve reviewed the InfoMedia Conference Services area, but I’m still not sure what I need. Does InfoMedia do conference planning?
A. InfoMedia can help you plan your promotional design needs, including logos, websites, annoucement posters, and online administrative functionality to help you track costs and produce proceedings in any media. We also offer resources, such as the Survival Guide to help you through the process. We do work closely with the SLAC Budget Office, Conference Coordinators, and the Communications Group; feel free to contact them directly for overall event planning needs.