How+to+host+a+scholarly+conference

[TTU Musicology recently (Oct 2010) hosted the regional chapter meeting of AMS-SW for the first time in our history. Due to the hard work of a lot of TTU Musicology staff, students, and faculty, led by Dr Thomas Cimarusti, the conference was a resounding success: both the Plenary Speaker and the Chapter President, independently, volunteered "this is the best regional chapter meeting we have //ever// had...Texas Tech has set the new standard for what is possible." Below, Dr C explains how it was done]

**Checklist for Planning a Regional Conference ** **Preliminary Actions (6 months prior to conference) ** **Budget: ** **Conference Rooms ** **Materials/Technology ** **Registration: ** **Dining: ** **Post Conference ** · Letter to plenary speaker and to chapter webpage (with photos?) · Confirmation that all financial matters are in check **Other Items **
 * Organize a planning committee (delegate specific tasks for each member of the committee)
 * Research/attend previous conference
 * Select a date for the conference (avoid major holidays, events – e.g., football, National Conference, etc.)
 * Identify a keynote speaker
 * Create a call for papers – themes/deadline/technology needed (allow 1 month for response)
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Block and contract local hotel, preferably one closest to the conference center (conference rates)
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Post all materials (call for papers, maps, local restaurant options, local hotel options, cultural activities; include links of all this information)
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Following deadline, send out acceptance letters (include poster sessions); chance to revise abstract; deadline
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Select and reserve venues for meetings, reception, and registration (on-campus organizations to reserve rooms)
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Contact chapter president regarding number of participants in previous meetings
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Draw up a budget for the conference (be generous/honest in your numbers)
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Determine sources of income (contact chapter president, director of school, other on/off-campus organizations)
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Keep all receipts (all should be itemized and tax deductible)
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Contact business manager (paperwork for all financial transactions, including plenary speaker)
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Keep a financial cushion
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Inspect site (check for number of seats, accessibility, available technology, cleanliness)
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Phone number of contact person for the venue (rooms are open at least one hour prior to events)
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Double/Triple check with conference room coordinator regarding availability of room
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Prepare conference program/booklet (conference schedule, abstracts, local restaurants, map, advertisements)
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Prepare conference packet (cultural activities in the area, brochures, campus map, pen)
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Review abstracts for technology needs
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Assign technology guru (ensure all technology will be available in conference room; extra adaptors, contact tech person for that venue; technology check)
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Poster boards for poster sessions (available on campus)
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Pre- and post-conference activities
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Contact secretary of the organization (registration materials and fees)
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Registration table with lanyards, conference packets
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Local catering or university dining (lite snacks throughout the day – morning, afternoon, evening)
 * <span style="font-family: "Times","serif"; font-size: 10pt;">How much to order?
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Arrange for pre-paid box lunches to be picked up or delivered to event
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Choose a variety of different items/drinks (keep it simple AND within budget)
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Plan Early – problems WILL arise
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Committee gofer?
 * <span style="font-family: "Times","serif"; font-size: 10pt;">Be mindful of the details