Information for Organisers

Organising full service conferences

Full Service Conferences

Responsibilities of the Institute of Physics Conference Office:

• Book suitable accommodation and catering facilities
• Undertake all negotiations with the provider for catering, audio-visual facilities and all on-site facilities.
• Handle all participant registration, including correspondence.
• Arrange appropriate accommodation over a range of prices and handle the booking arrangements.
• Make arrangements for all social events, such as a conference dinner, tours or receptions.
• Attend appropriate meetings of the organising committee.
• Advise on timetable. deadlines, procedures etc.
• Handle abstracts from submission to final deadline using a web-based system.
• Produce author lists.
• Design, compile and arrange the printing of all circulars and conference handbooks etc.
• Liase between the scientific programme organisers and the publishers of the proceedings.
• Correspond with speakers and participants.
• Maintain close links with Programme Organiser and Conference Organising Committee
• Produce budget and timeline.
• Collect fees, pay invoices and maintain accounts.
• Provide relevant financial reports to the organisers.
• Arrange local transport as required.
• Attend throughout the conference to handle reception, booking of social events, conference desk etc.
• Co-ordinate arrangements for exhibition, where appropriate.
• Agree in advance any direct financial subsidy from the Institute.
• Divide equally between the Group/division and the Institute any financial surplus

Responsibilities of Programme Organiser, Group and Divisions

• Provide at least 18 months notice.
• Agree the fee structure.
• Referee abstracts and finalise programme
• Identify and informally invite the speakers and chairs of sessions.
• Advise on publicity.
• Supply and advise on mailing lists.
• Edit the proceedings, if any.
• Supply information on potential exhibitors.
• Make initial contact with sponsors

Full Service One-day Meetings

Responsibilities of the Institute of Physics Conference Office:

• Book suitable accommodation and catering facilities.
• Undertake all negotiations with the provider for catering, audio-visual facilities and all on-site facilities.
• Handle all participant registration, including correspondence.
• Write to invited speakers with details of free registration etc.
• Attend appropriate meetings of the organising committee.
• Advise on timetable, deadlines, procedures etc.
• Handle abstracts from submission to final deadline using a web-based system.
• Arrange the printing of all circulars and handbooks etc.
• Maintain close links with organisers.
• Produce budget and timeline.
• Collect fees, pay invoices and maintain accounts.
• Provide relevant financial reports to the organisers.
• Agree in advance any direct financial subsidy from the Institute.
• Divide equally between the Group/division and the Institute any financial surplus
• Supply guidelines to help organisers.

Responsibilities of Programme Organiser, Group and Divisions:

• Provide initial publicity to Conference Office with at least 4 months notice.
• Notify Conference Office immediately of any co-sponsors.
• Provide estimates of all income and expenditure to help finalise the budget.
• Agree the fee structure, based on the number expected to attend.
• Decide on the programme and the sessions. Provide it within 8 weeks before the meeting.
• Identify and approach the speakers and chairs of sessions. Provide a list of speakers’ names and addresses together with a list of what they are to be offered
• Supply abstracts, if used, at least 2 weeks before the meeting.
• Advise on publicity.
• Supply mailing lists.

^ To the top ^