Computers
These
should be considered as part of the equipment considerations listed
above. However, they also present special problems.
Presenters
should supply information as to the platform (Mac, PC), operating
system, hardware requirements (disk space, RAM, CPU speed),
application software, network connections required, etc. If you can
set up computers ahead of time, based on presenter needs, that's
great. But more often, you will want to make equipment available to
presenters ahead of time so they can set up software and make sure
they operate as expected. Again, if presenters can bring their own
laptop computer they can avoid a lot of uncertainty.
If
software is installed, make sure it's clear who cleans up (removes)
such software after the session.
Entertainment
Depending
on the size and scope of the conference, you may need to provide for
one or more social activities for attendees.
At
smaller conferences, organized dinners at local restaurants can be
enjoyable. For larger conferences, a banquet may be in order. At the
very least, provide a list of recommended local eateries for those
who want to venture out on their own.
You
should also consider whether your locale has something uniquely
interesting to offer. If feasible, you could organize a group outing
to a play, local site, etc. Be sure to determine whether costs are
included in the registration, or if it is to be a separate (and
therefore optional) cost.
If
yours is a very large conference, you may want to offer optional
activities for families, especially if your locale, weather, and
schedule promise to attract families and friends of conference
attendees.
Whatever
you plan, however, be sure to include some free time for people to do
things on their own.
Summary
One
of the joys of our profession is the opportunity to get together in
regional and international meetings. As a conference organizer you
are providing a needed and appreciated service. Yes, hosting a
conference involves a lot of work. But if you plan ahead, considering
the above suggestions, you should be able to enjoy the conference
just as much as those who attend.
Appendix 2
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FINAL CHECK-LIST FOR CONFERENCE SERVICES
|
|
(to
be completed by ticking appropriate boxes and providing additional
information, if required, by the unit responsible for meeting and
sent to ASO/WR concerned at least two weeks in advance)
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From:
|
To:
ASO
|
|
1.
|
Title
of Meeting
|
|
2.
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Objective
of the Meeting
|
|
3.
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Duration:
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From:
|
To:
(both days inclusive)
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4.
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Project/Allotment
No.:
|
|
5.
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Contact
Person in SEARO
Name :
Title :
Email :
Tel.
:
|
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6.
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1.
Costs,
if any, to be charged to Allotment No.:
|
Yes
|
No
|
|
7.
|
Participants:
(Please
attach list of participants including faculty or secretariat)
a.
Number
of participants/temporary advisers to be invited from each
country :
-
|
(
) Bangladesh
|
(
) Bhutan
|
(
) DPR Korea
|
|
(
) India
|
(
) Indonesia
|
(
) Maldives
|
|
(
) Myanmar
|
(
) Nepal
|
(
) Sri Lanka
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|
(
) Thailand
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(
) Timor-Leste
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Total
= ( )
|
b.
Criteria
for selection of participants :
c.
Number
of observers:
From
host Country ( )
From
Other Countries ( )
|
|
8.
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Formal
opening ceremony
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Yes
|
No
|
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9.
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Name
plates to be provided at the inaugural and plenary sessions
as per attached list of participants:
|
Yes
|
No
|
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10.
|
Venue
for inaugural session: (Attach seating plan on blank forms
available from ASO)
Time:
|
Conference
Hall
|
Committee
Room/other
|
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11.
|
|
Venue
of other
sessions:
( ) Institution
(please indicate name.........)
( )
hotel (normally same place as accommodation
(a)
Plenary session : ( ) no. of
persons ( )no. of days
(b)
seating arrangement: ( ) U shape
( ) classroom
(c) number of rooms for group
discussions ____days _____ (each room needs to accommodate
_____persons)
(d) space for
secretariat: Yes_____
No____ days _____
(e)
coffee breaks 2 times daily Yes___ No___
(cost
of lunch not included in meeting package - participants
and secretariat pay their own lunch from their per
diem)
|
Conference
Hall
|
Committee
Room
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Other
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|
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12.
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Layout
of Meeting Room:
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Normal
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Other
(If ‘other’ please specify requirements)
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13.
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Time
of Sessions:
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Forenoon
|
Afternoon
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From:
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To:
|
From:
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To:
|
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14.
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Coffee
breaks:
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Forenoon
|
Afternoon
|
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From:
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To:
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From:
|
To:
|
|
Instructions
conveyed to Cafeteria by separate memo (copy attached)
|
|
15.
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Private
Reception:
|
Yes
|
No
|
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Instructions
conveyed to Cafeteria/WR concerned by separate memo (copy
attached)
|
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16.
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Accommodation
for participants: (The desired price range for hotel room to
be entered in the blank)
Hotel charges__________ per night
for single room including breakfast and lunch
Hotel
charges__________ per night for single room including
breakfast and lunch
|
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17.
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State
whether reproduction facilities are required after working
hours and on week-ends (overtime costs chargeable to
project)?
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Yes
/ No
|
Specify
time – when required?
|
No
|
|
18.
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Audio-visual
aids
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a.
LCD
Projector
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Yes
|
No
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Time
required
|
|
b.
Slide
Projector
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Yes
|
No
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From:
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To:
|
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c.
Overhead
projector
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Yes
|
No
|
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d.
Others
(Please specify):
|
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19.
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Recording:
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(a)
Inaugural session
|
Yes
|
No
|
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(b)
Other session
|
Yes
|
No
|
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20.
|
ICT
Services:
|
Cyber
café set up
|
Yes
|
No
|
Printing
|
Yes
|
No
|
|
Laptop
configuration
|
Yes
|
No
|
Teleconferencing
|
Yes
|
No
|
|
Blackberry
configuration
|
Yes
|
No
|
Videoconferencing
|
Yes
|
No
|
|
Internet
access
|
Yes
|
No
|
Bulk
CD replication
|
Yes
|
No
|
|
Helpdesk
Technician required at venue?
|
|
|
|
|
|
|
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21.
|
|
Rental
of equipment : *
|
Units
required
|
No.
of days
|
|
Computer
:
|
|
|
|
Printer
:
|
|
|
|
Facsimile
:
|
|
|
|
LCD
Projector :
|
|
|
|
Overhead
projector :
|
|
|
|
Audio
recording :
|
|
|
|
Video
recording :
|
|
|
|
Internet
access :
|
|
|
Photocopying
service: please provide an estimate of the workload required
in producing conference document on site. This will assist in
determining the need of rental of a photocopier or using the
photocopy service of the hotel or nearby facilities
:...........less than 5,000 pages
..........5,000 pages up
*Note:
In determining the number and type of secretarial assistants
and conference equipment required, please consider the nature
and extent of the meeting and how it will be conducted. What
is the support workload expected to meet these requirements?
What is the magnitude (e.g., how much word processing needed,
number of pages of reports to be produced during the meeting,
number of copies of documentation required both immediately
prior to and at the meeting venue, number of faxes to be sent
out, and expected level of English capability of clerical
staff - to distinguish between clerical staff who can type
from written draft form and professional secretaries who can
take instructions and communicate in English).
|
|
22.
|
Conference
Services : *
Secretarial support during meeting : number
of persons ____ and number of days _____
(please indicate
if secretarial service is required pre and post meeting and
no. of days and persons required)
Qualifications
of secretarial staff:
( ) excellent command of
English - Number ( )
( ) excellent
for normal typing - Number ( )
|
|
23.
|
Drinking
water (bottled)
|
Yes
|
No
|
|
24.
|
Messenger
services required
|
Yes
|
No
|
|
25.
|
Stationery
supplies: Already obtained/sent to WR concerned
|
Yes
|
No
|
|
Please
indicate if meeting bags are required
|
Yes
|
No
|
|
26.
|
Airport
pick up
|
Yes
|
No
|
|
Transport
for field trips
(Give details, if yes)
|
|
Date:
|
|
|
|
|
27.
|
State
whether reproduction facilities are required after working
hours and on week-ends (overtime costs chargeable to
project)?
|
Yes
|
No
|
|
Specify
time – when required?
|
|
28.
|
Miscellaneous
|
|
29.
|
For
use by ASU
|
BM
|
AC
|
TR
|
CS
|
CR
|
PRN
|
Cafeteria
|
|
30.
|
Special
Instructions from ASO
|
|
|
Permanent
Instructions for BM & AC: When a meeting takes place in
the Conference Hall, the air-conditioning should be switched
off in that area only after the adjournment of the meeting.
BM should inform AC as soon as the meeting is over. If no
signal has been received by AC by 1650 hours AC should seek
information regarding the probable duration of the meeting
beyond office hours.
|
|
Федеральное
агентство по образованию
Государственное
образовательное учреждение
высшего
профессионального
образования
«Санкт-Петербургский
государственный
инженерно-экономический
университет»
