Timeline for Organizing Specific Events eg. workshop

Step 1: Around 8-10 weeks before the proposed event, please contact the Network Manager.

The event organizer/s are encouraged to informally contact their prospective invited speakers to sound them out about their interest and availability, prior to dispatch of formal invitations.

Step 2: Around 6-8 weeks before proposed event, EII will:

·         Confirm the proposed arrangements with event organizers, or open discussions on amendments.

·         Set up webpage for the event and will update the pages on an ongoing basis.

·         Dispatch letters of invitation to invited speakers and participants.

·         Establish a delegate list and email lists.

·         Organize airfares and accommodation for confirmed speakers and participants, as per agreed budget arrangements.

·         Organize "registration" of delegates, i.e., determine dietary requirements and other needs like local transport etc.

·         Request the title, abstract & bio of the proposed presentations.

·         Monitor deadlines.

Step 3: Around 3-6 weeks before the event, the event organizers will:

• Develop the program/agenda as the invited speakers and participants confirm their attendance and presentations.
• Confirm local arrangements: venue and catering bookings etc.
• Submit changes to EII for any web updates.

Step 4: Around 2 weeks before the event, EII will:

• Contact all delegates with the final program/agenda.
• Finalize any other arrangements still to be made including liaising with the local administrator.

Step 5: After the event, EII will:

• Collect any outstanding presentations and other updates, like photos, for the web.
• Pay catering and other event costs.

Step 6: After the event, the event organizers will:

• Submit a report.