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! |