Conference Planning Checklist (Page 2 of 5) in pdf

Conference Meeting

Create advertising brochures and call for papers.

Advertise conference to potential exhibitors of interest.

6-9 Months

Travel

If many of your guests are traveling long distance to get to Brown, you may want

to consider using a travel agency for better deals. Brown recommends Garber

Travel Agency for your guests. You can set up a purchasing order through Brown

Purchasing to establish a contract with Garber Travel. Speak to our staff at

Conference Services or visit their website directly at for

more information or if you have any questions.

Conference Directors:

Begin to finalize the Program Schedule. Please allow time for breaks, set start

times for plenary or introduction sessions to coincide with start time of classes,

assign session chairs, update program schedule on website, request CVs from all

participants.

Determine number of brochures needed for handouts and mailing. If you are

having anything shipped to Brown University for your conference, Conference

Services asks all external groups unrelated to Departments at Brown to purchase

mailing and storage space for their items. Conferences are responsible for

transporting their items. We recommend contacting the local UPS store for this

service. Their website and contact information can be found at

Contact Speakers

Request vita, address and phone number, social security number (for honoraria, if

needed), biography and head shot photo for publicity.

Speaker may want to make his/her own travel arrangements and submit travel

expenses at a later date. If speaker wants help with travel arrangements, you may

want to work through Garber Travel Agency.

4-6 Months Prior:

Conference Meeting

Meet with Catering, Facilities, Media Services, and Conference Services to go over

the final details of the CPW for menus, estimates, set up, and suggestions.

Determine the need for conference staffing and other volunteers (shuttle drivers,

registration table, ushers, and greeters at plenary sessions to hand out programs).

You may want to consider hiring students to staff your events.

Conference and Scheduling Services ● Brown University ● ph: 401.863.3100 fax: 401.863.3955

Page 2 of 5

Conference Planning Checklist Page 2