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Organizing a Scientific Meeting/Symposium

One way to make sure that your area of research gets prominence is to organize either a symposium for a scientific meeting, such as Experimental Biology, or to organize an entire meeting around the topic, such as an APS Conference.

Symposia
First, be sure to check out the requirements of the meeting for what you will need to provide in order for your symposium proposal to be evaluated. Check with others who have successfully organized symposium at that meeting as well as other meetings for advice.

Questions that you will need answered by the meeting organizer should include the following:

1. Time limit for symposium 
2. Number of speakers suggested or allowed 
3. Budget allocated for each symposium and breakdown of expenses allowed
4. Audio-visual provided or available
5. Deadlines for proposals, speakers, etc.
6. Reimbursement policy
    

1. Title of symposium
2. Suggested speakers and topics
3. Estimated budget for travel and expenses 
4. Audio-visual requirements (especially if non-standard)

For more information on proposing a Symposium or Featured Topic for the Experimental Biology meeting, see Planning an EB Symposium.

Meetings
First, you will want to inquire of the organization or other sponsor as to what you will need to provide in order for your meeting proposal to be evaluated. Check with others who have successfully organized meetings for that organization or sponsor as well for advice.

Questions that you will need answered by the sponsor should include the following: 

1. Average length of meeting  
2. Expected attendance  
3. Number of sessions and speakers per session suggested or allowed 
4. Budget allocated for meeting and breakdown of expenses allowed 
5. Sponsor fully supporting meeting or will additional funding support be needed 
6. Who will do fund raising? Sponsor or organizer?
7. Location of meeting and logistics handling 
8. Audio-visual provided or available 
9. Deadlines for proposals, speakers, etc. 
10. Reimbursement policy 
11. Topics of previous meetings; history as to attendance, support

Areas that you will need to address:

1. Title of meeting 
2. Names of individuals in organizing group
3. Suggested session topics and speakers
4.  Estimated budget for travel and expenses
5. Possible funding sources for meeting if necessary 
6. Target audience 
7. Suggested location if appropriate
8. Audio-visual requirements (especially if non-standard)

Here are some web sites that will help you as you begin to organize your symposium or meeting.*

Organising a Conference: Part 1, Part 2
Alison Shaw,  Silvia Curado
ScienceCareers.org, AAAS
April 2002

Another Thing They Never Taught You in Grad School: How to Organize a Scientific Meeting
Michael Goldberg,  Mariana Wolfner
ScienceCareers.org, AAAS
May 2001

APS Conference Proposals

*APS does not endorse or assume responsibility for the information posted on these web sites.

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