Guide to Organizing the Graduate Student Symposium

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==Fall before Symposium==
 
==Fall before Symposium==
Choose date (for the 2008 symposium we used http://www.surveygizmo.com to conduct an online survey to choose the best date from several choices, this worked well)
+
*Choose date (for the 2008 symposium we used http://www.surveygizmo.com to conduct an online survey to choose the best date from several choices, this worked well)
Reserve room -- usually BPB 130 (we also usually reserve the room the evening before so we can load talks, though not many people actually show up)
+
*Reserve room -- usually BPB 130 (we also usually reserve the room the evening before so we can load talks, though not many people actually show up)
Contact potential people to give the welcome address, such as the dean of CLAS or other important folks.  Part of the reason for this is to show them how great EEB is.
+
*Contact potential people to give the welcome address, such as the dean of CLAS or other important folks.  Part of the reason for this is to show them how great EEB is.
  
 
==Two months before Symposium==
 
==Two months before Symposium==
Organize menu and schedule with Catering
+
*Organize menu and schedule with Catering
Order the tables and chairs (in 2008 we ordered XX tables and XX chairs)
+
*Order the tables and chairs (in 2008 we ordered XX tables and XX chairs)
Start new eebedia page for the symposium
+
*Start new eebedia page for the symposium
Issue call for presentations
+
*Issue call for presentations
Enter event at http://events.uconn.edu/
+
*Enter event at http://events.uconn.edu/
  
 
==In the week preceding the Symposium==
 
==In the week preceding the Symposium==
Check the weather and make any necessary changes (in 2008 we had a snowstorm and decided to delay the start by 2 hours)
+
*Check the weather and make any necessary changes (in 2008 we had a snowstorm and decided to delay the start by 2 hours)
Print out a few copies of the schedule to have around
+
*Print out a few copies of the schedule to have around
Decide who will moderate which sections
+
*Decide who will moderate which sections
  
 
==The day before the symposium==
 
==The day before the symposium==
Load talks if desired (be sure to save them on the scratch disk and not the desktop, where they will be deleted when you restart)
+
*Load talks if desired (be sure to save them on the scratch disk and not the desktop, where they will be deleted when you restart)

Revision as of 09:04, 3 March 2008

This page is meant to serve as a guide/checklist to use when organizing the Graduate Student Symposium.

Contents

Spring of year before Symposium

Submit funding request to Graduate Student Senate

Fall before Symposium

  • Choose date (for the 2008 symposium we used http://www.surveygizmo.com to conduct an online survey to choose the best date from several choices, this worked well)
  • Reserve room -- usually BPB 130 (we also usually reserve the room the evening before so we can load talks, though not many people actually show up)
  • Contact potential people to give the welcome address, such as the dean of CLAS or other important folks. Part of the reason for this is to show them how great EEB is.

Two months before Symposium

  • Organize menu and schedule with Catering
  • Order the tables and chairs (in 2008 we ordered XX tables and XX chairs)
  • Start new eebedia page for the symposium
  • Issue call for presentations
  • Enter event at http://events.uconn.edu/

In the week preceding the Symposium

  • Check the weather and make any necessary changes (in 2008 we had a snowstorm and decided to delay the start by 2 hours)
  • Print out a few copies of the schedule to have around
  • Decide who will moderate which sections

The day before the symposium

  • Load talks if desired (be sure to save them on the scratch disk and not the desktop, where they will be deleted when you restart)
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