Timeline for Organizing Specific
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:
