SLAC InfoMedia : Resources : Conference Resources : Shopping List

CONFERENCE SERVICES SHOPPING LIST

This checklist is a tool to help you get familiar with the technical services provided by InfoMedia. A member of our staff will review this with you in detail during our Conference Service Meeting. Complete the online Conference Service Request Form and we will contact you within one business day.

HINT: Download the printable PDF version of the Conference Services Shopping List and read through it before your meeting with InfoMedia.

ARTWORK

Artwork/Design Requirements	Description	Editor/Coordinator Requirements	Additional Information Estimated Dates
Logo	Planning Assistance Design and Development Custom Logo	Logo Requirements Established Concept (Refer to the InfoMedia Design Concept Roadmap for tips.) Examples of Designs
Poster	Planning Assistance Design and Development Printing and Reproduction Custom Poster	Poster Requirements Established Concept (see Concept Roadmap) Examples of Designs Final Content/Verbiage Review/Approval Graphic Files (i.e., sponsor’s logos, etc.)
Website Banner	Planning Assistance Design and Development Work Custom Web Banner	Banner requirements Established Concept Examples of Designs Final Content/Verbiage Review/Approval
Publication Graphics Maps Figures Cover Art Other None	Planning Assistance Design and Development Map and Figures Custom Book or CD Art	Graphics requirements Correct text or content Review/Approval
Signage Banner Directional None	Design Printing Mounting Custom Printed Banners	Signage requirements Correct text or content Review/Approval

WEBSITE BASICS

Website Options	Description	Editor or Coordinator	Reports Available
Web Style Template A Template B Template C Custom None Note that Templates B and C will be available at a later date.	Design compliant with relevant HTML and CSS standards. Reports are available to Administrators only.	1. Complete this Form with help of InfoMedia Staff. 2. Select Template Package. 3. Identify custom needs (if any).	The Standard Participant Codes are: S –Speaker P –Poster C–Chair A –Attendee V –VIP The Standard Status Codes are: I – Invited D –Declined R –Registered X –Not Coming F –Financial Support
Data Administration Would you like access to the Administrative area to manage registration, payment, or other information? Yes No	Administrative area to manage and edit collected data. The following lists some of the accessible data. Registration Information Payment Information Abstract Information (if any) Program Information (if any) Event Information (if any)	Name of people authorized to access Administrative Site.	Standard reports: Registration Payment Abstract Program Event
Database Privileges Administrative Only Attendees	Admin Only: Data editable by conference administration staff only. Attendees: Data editable by registrants and conference administration staff (recommended for large conferences).	List of required and optional fields Customizing Your Conference Site.	Ability to report on who made what changes.

WEBSITE PLUG-IN MODULES

Plug-In Modules	Description	Editor or Coordinator	Reports Available
Events Module Yes No	Prompts registrants to register for specific events while registering for conference.	List of Events.	Standard reports: • Per Event • Per Attendee
Online Payment Module Check Credit Card STAP Funds Stanford Account	Web page for collecting and tracking payment information. Fee Summary Description of Payment Options Link to eCommerce at Stanford ( if payment by credit card is requested) Links to STAP and SU Forms	Fee Summary Fees for all payment. By Check To whom the checks should be made payable and where mailed. By Credit Card Unique IDs for all payment items, requested through SLAC Budget office at time of budget approval. By STAP Funds InfoMedia has standard form By Stanford Account Person responsible for journal entries.	Standard report elements: ID Name Code Status Fee Waive (SUM) Fee Normal (SUM) Fee Late (SUM) Lunches (SUM) Banquet (SUM) Excursion (SUM) Total Counts for Each
Receipts Module Will you want to allow administrators to print receipts? Yes No	Ability for administrators to print individual or all receipts of payment. Note that the Receipt is based on payment information collected.	Information to be included on the receipt.	Standard reports: Registrant paid Amount Partial Payments Balance Due
Sponsor/Exhibitors Module Yes No	A webpage designated to promote conference Sponsors.	List of Sponsors and associated logos and sponsor information.	Standard reports: Sponsor List
Program/Agenda Administration Module Do you want to collect information to help build your program at time of registration? At Registration None Abstract Only	Administrative area to review, accept or decline submissions and generate reports.	Text for website conference overview. Collect title at time of registration: Session or working groups any additional information (suggested length of talk, preferred oral or poster presentation) Text for website describing process Collect abstract separately, online. Refer to the next section, Online Abstract Submission.	Standard reports: List of Presenters HTML Program with times, dates, titles, and presenter names Speaker Index (if needed)
Abstract Module Will you need an area to manage abstract information? Yes No	Website to include collecting and tracking abstracts online. The approved Administrators perform the following. Edit Abstract Information Delete Abstracts Schedule Abstracts (See Program/Agenda Module) Prompts users to provide brief bio information.	A list of all required and optional fields. These fields may include, but are not limited to: Additional Authors Type of Presentation (i.e., oral, poster, etc.) Session List Bio fields optional or required?	Standard reports: List of Authors List of Authors with Submitted Abstracts List of Authors without Submitted Abstracts List of Authors with submitted Bios
Nominations Module Yes No	Website to include online voting for an award, etc.	List of questions.	Standard reports: List of Nominations
Awards Module Yes No	A webpage designated to communicate awards, if any.	List of Awards and associated information.
Badges Module Yes No	A PDF containing badges from the registration information. The badges usually contain the conference logo and can be based on the web design.	Avery label size for badges.	Standard reports: List of Attendees with Logo and Institution Name
Web Space Module Will you need server space for the conference website? Yes No Note that if you have your own server space, InfoMedia must have access to the server.	Directory on http://www-conf.slac.stanford.edu/.	List of NT username(s) who will maintain website.
Post Conference Support Yes No	Website updates post conference (i.e: talks, presentations, photo gallery, etc.).	Information and files to be posted.

PUBLISHING PRODUCTS

Publishing Modules	Description	Editor or Coordinator	Additional Information
Program Book None Printed Size 8.5 x 11 5.5 x 8.5 Binding Paperback (350 sheets) Stapled (50-100 sheets) Cover BW Cover 4- Color Cover 2-Color Cover Inside Sleeve Back Sleeve	Intro Abstract Instructions Financial Support Registration Instructions Cancellation Policy Venue Travel Information Program Committees List Note: IMS can customize your program book to meet your requirements.	The following is a list of standard content for programs; however, this is determined by the customer. Intro Abstract Instructions Financial Support Registration Instructions Cancellation Policy Venue Travel Information Program Committees List
Abstracts None Web Only Printed Size 8.5 x 11 5.5 x 8.5 Binding Paperback (350 sheets) Stapled (50-100 sheets)) Paper (Book) Matte Gloss Cover BW Cover 4- Color Cover 2-Color Cover Inside Sleeve Back Sleeve	Welcome Conference Venue Registration Instructions Speaker Preparation Information Social Events Payment Information Cancellation Policy Transportation Tourism Program Summary Committees List Note: IMS can customize your abstract book to meet your requirements.	The following is a list of standard content for abstracts; however, this is determined by the customer. Welcome Conference Venue Registration Instructions Speaker Preparation Information Social Events Payment Information Cancellation Policy Transportation Tourism Program Summary Committees List
Proceedings Printed Size 8.5 x 11 5.5 x 8.5 Binding Paperback (350 sheets) Stapled (50-100 sheets)) Paper (Book) Matte Gloss Cover BW Cover 4- Color Cover 2-Color Cover Inside Sleeve Back Sleeve Online Repository eConf JACoW	The following lists just a few of the publishing services offered by InfoMedia. Online Instructions Paper Collection Online Tracking and Status Review Cycle Templates Formatting Participants List Book Consolidation Cover Art Maps Printing/Digital Production Distribution to Participants Author Index	The following is a list of standard content for proceedings; however, this is determined by the customer. Preface Committees List Order of Papers (i.e., Date, Session, etc.) Additional Mailing Instructions	List of attendees with mailing addresses
Proceedings Digital CD DVD Online Repository CD Packaging Paper Sleeves 4 Panel 2-Panel Shrink Wrap Sticker/Seal Window Sleeve CD Jewel Box Standard (3/8”) Slim (1/8”) CD Art 4- Color Cover 2-Color Cover Inside Sleeve Back Sleeve Disc Art 4-Color 2-Color Printing Silkscreen Offset Online Repository eConf JACoW	The following lists just a few of the publishing services offered by InfoMedia. Online Instructions Paper Collection Online Tracking and Status Review Cycle Templates Formatting Participants List Book Consolidation Cover Art Maps Printing/Digital Production Distribution to Participants Author Index	Contents Preface Committees List Order of papers (date, session, other) Additional Mailing Instructions

RESOURCES

Document Resources
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Visual Media Resources
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- Create It Yourself
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Website Resources
- Website Setup
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  - Email Website Services
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Process Resources
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  - Coming Soon!
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Conference Resources
- Topics
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  - Email Conference Services
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