Table 1 Conference planning checklist
From: Applied evolutionary education: the benefits and costs of hosting regional evolution conferences
Conference Checklist |
1 Year before Event (If Hosting at a University): |
 \(\square\) Begin looking into room reservations as far out as a year beforehand |
 \(\square\) Contact and communicate with University reservations/scheduling, if applicable |
 \(\square\) Negotiate room fees or funding from Dean’s office, if applicable |
 \(\square\) Contact and communicate with the state board of education or local school of education to develop accepted Teacher Professional Development opportunities |
8 Months before Event: |
 \(\square\) Update the conference website/prep for the next conference |
 \(\square\) Create call for proposals |
 \(\square\) Update social media |
7 Months before Event: |
 \(\square\) Update social media/advertise for conference |
 \(\square\) Begin searching for possible venue locations |
6 Months before Event: |
 \(\square\) Update social media/advertise for conference |
 \(\square\) Check available funds (contact treasurer)/enlist sponsors |
 \(\square\) Maintain a checklist of available funds |
 \(\square\) Determine how funds will be collected (Note: University accounts can be complicated) |
 \(\square\) Contact conference committee/schedule a meeting |
 \(\square\) Search for a Keynote Speaker |
 \(\square\) Discuss student mixer |
 \(\square\) Reserve university poster board displays, if needed/available |
 \(\square\) Contact local teaching groups and advertise Professional Development opportunities |
5 Months before Event: |
 \(\square\) Update social media |
 \(\square\) Send out reminders for proposals/final call |
 \(\square\) Narrow down search for venues/begin to book reservations if possible |
 \(\square\) Decide on a hotel location |
 \(\square\) Decide T-shirt color/design |
 \(\square\) Plan student mixer |
 \(\square\) Discuss transportation to and from event |
4 Months before Event: |
 \(\square\) Update social media |
 \(\square\) Deadline for proposals |
 \(\square\) Begin reviewing proposals and accepting abstracts |
 \(\square\) Book conference venue |
 \(\square\) Announce a recommended hotel on the conference website |
 \(\square\) Look into parking on campus—prices/discounts for conference attendees |
 \(\square\) Post accepted abstracts to website |
 \(\square\) Create a Facebook page for students attending |
3 Months before Event: |
 \(\square\) Finish posting accepted abstracts to website |
 \(\square\) Begin constructing conference schedule |
 \(\square\) Order t-shirts |
 \(\square\) Send out reminders for attendees concerning payment |
 \(\square\) Confirm student mixer location/details |
 \(\square\) Post transportation information/parking details/hotel options to website |
 \(\square\) Begin designing flyers for event |
 \(\square\) Confirm that venue and conference rooms are booked |
 \(\square\) Create event program |
2 Months before Event: |
 \(\square\) Update social media |
 \(\square\) Finish schedule |
 \(\square\) Confirm payment with attendees |
 \(\square\) Gather supplies for conference |
  \(\square\) Square card reader (for debit/credit purchases) |
  \(\square\) Tablecloth |
  \(\square\) Coffee maker |
  \(\square\) Hot water heater (for tea) |
  \(\square\) Poster stands and poster boards (depending on what type used) |
 \(\square\)  Fold-out tables |
  \(\square\) Chairs |
  \(\square\) Extension cable(s) |
  \(\square\) Surge protector(s) |
 \(\square\) Fold T-shirts/begin boxing |
 \(\square\) Finishing touches on event program |
 \(\square\) Create a list of those who have and have not paid (use this list for registration table during event) |
 \(\square\) Create goodie bags/event prizes (if desired) |
 \(\square\) Gather audio and visual recording devices (if planning to record talks) |
 \(\square\) Decide on T-shirt prices (for selling to attendees) |
1 Month before Event: |
 \(\square\) Update social media |
 \(\square\) Print event flyers and begin distributing |
 \(\square\) Print event programs (or complete paperless option) |
Month of Event: |
 \(\square\) Get breakfast food and coffee/tea (for event breakfast before talks) |
 \(\square\) Check to ensure that projectors and audio devices work in the conference rooms. |
 \(\square\) Update social media |
Day before Event: |
 \(\square\) Carry items over to conference room (or store in cars) |
  \(\square\) Poster stands/boards/clips |
  \(\square\) Camera |
  \(\square\) Tables/tablecloths |
  \(\square\) Chairs |
  \(\square\) Square card reader |
  \(\square\) Goodie bags |
  \(\square\) T-shirts |
  \(\square\) Coffee/tea maker |
  \(\square\) Breakfast supplies |
  \(\square\) Extension cable |
  \(\square\) Event programs & schedule |
  \(\square\)Get rest! |