Guide to Organizing the Graduate Student Symposium

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

Spring of year before Symposium

Submit funding request to Graduate Student Senate

Fall before Symposium

Choose date (for the 2008 symposium we used 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

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)