Conference Planning Checklist (Page 4 of 5) in pdf

Bookstore

Notify Tova Beiser at the Brown Bookstore of major speakers for the conference. It

is also helpful to send Tova a list of book titles of each of the main speakers.

When configuring space by registration table, the bookstore usually takes 1 table,

depending on size of conference to set out books.

6 Weeks Prior:

Conference Directors:

Mail brochure to Brown Mailinglist through Graphic Services.

Update Budget

Transportation:

Contact Bobby McAllister from University Shuttle to set up vans and shuttles for

transportation. He can be contacted at (401)228-8588 or fax (401)228-8591.

1 Month Prior:

Conference Directors:

Finalize details and administrative responsibilities for the conference.

Obtain local maps and information from downtown Providence Convention and

Visitors Bureau.

Confirm Catering, Facilities, and Media.

Update Budget.

Request Honorarium for speakers. Submit voucher for each speaker to Accounts

Payable. Social Security numbers and home addresses are required. It is usually

best to have Accounts Payable call you for check pick up, so that these can be

given to speaker at the event.

2 Weeks Prior:

Email Letters of Confirmation

For main speakers: email/letter should include complete, specific schedule of the

speaker(s) stay at Brown University. Include flight schedule, the arrangements for

pick up at the airport, when and where they will be eating each meal, the pickup

time for the conference, when they are speaking, and when they will be dropped

off at the airport.

For registered participants: include map, shuttle schedule, and registration times

for the participant’s arrival at the conference.

For session chairs/introducers: include time of session, CV of presenter(s)

1 Week Prior:

Create/Assemble

Name tags

Registration listing of participants

Information packets:

o Program

o Map of Brown University

o Providence Maps

o Info on an institutes or centers involved and/or ongoing research and

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

Page 4 of 5

Conference Planning Checklist Page 4