InfoMedia provides
administrative tools and promotional design services to support your
SLAC conference and workshop meetings. Here is a brief guideline to help
you plan your next event:
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Post Conference |
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Six to Eight Months in Advance
- Establish budget and obtain SLAC Business Service’s approval to
hold conference.
- Finalize conference concept and theme and schedule any art
design work for logos, posters, or Web art with the InfoMedia
graphic designers.
- Schedule website development with announcement launch to
coincide with call for abstracts and/or announcement poster mailing.
- Launch website with online registration and informational pages
such as program and fee overview, visa, accommodations, and travel
information.
- Schedule any pre-conference publication work such as a program
or abstract book or booklet, or post-conference publication work
such as proceedings with InfoMedia.
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Four to Six Months In Advance
- Finalize social event and conference fees, and launch online
payment page.
- Review, approve and decline abstract submissions and build
program.
- Obtain any graphics files needed for conference collateral such
as portfolios, conference bags, t-shirts, and submit order to the
vendor.
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Four to Six Weeks In Advance
- Order necessary signs, conference banners, and room signage.
- Gather and submit any logistical content not already on the
website for pre-conference publication project.
- Work with InfoMedia to develop artwork such as maps, or book
cover art for the pre-conference publication.
- Review and approve final draft.
- Publish preliminary program online if possible.
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One to Two Weeks In Advance
- Obtain name badges and registration bag tags.
- Obtain pre-conference publication for distribution to attendees.
- Obtain any signs, banners, and directional signage as ordered.
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Two Weeks - Post Conference
- Meet with InfoMedia to review the publication schedule and
expectations.
- Update website with final conference program.
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Three Weeks - Post Conference
- Review and approve online author instructions, paper collection
and tracking systems.
- Send notification to authors pointing them to publishing
instructions and online resources.
- Based on timeline review incoming papers and submit
approval/decline as required.
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Six to Eight Weeks - Post Conference
- Finalize and approve any artwork required for post-conference
product such as book cover, maps, or CD artwork for mailer.
- Obtain, review and approve final draft.
- Finalize total quantity required.
- Provide charge number for any vendor printing/CD replication
services.
- Provide any additional mailing lists for distribution (other
than participants list).
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Ten Weeks and Beyond – Post Conference
- Review final publication product and approve distribution.
- Perform closeout of all conference invoices.
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SURVIVAL
GUIDE
RESOURCES
Stanford Linear Accelerator Center,
Menlo Park, CA