The matters involved in holding academic conferences have been mentioned above, and this section mainly talks about the specific operation process of each item.
(1) Conference budget and implementation
The expenses used for the conference mainly include conference room rental fee, conference meal fee, car rental fee (shuttle bus, shuttle bus), accommodation allowance for participants, publication fee of conference minutes, printing fee of conference materials, file bag, consultation fee of invited experts, photo fee, background wall layout fee of the conference venue, representative business card printing fee, fruit tea break fee, outstanding youth paper award, etc.
The income of the conference mainly includes the registration fee, the general standard is about 1 1,000 yuan/person, and the registration fee for graduate students is halved. The number of paid participants does not represent the number of participants, which is generally 70-80% of the number of participants, and the invited representatives and unit participants do not pay the registration fee.
The main sources of conference funds are: in one case, the overall arrangement of the college, the sponsorship of the cooperative unit, the conference part and the sponsorship of the participating companies are implemented; One case is to apply for conference funds separately from the school (or large unit); Another situation is to spend from special funds such as discipline funds and team funds. For example, at present, all schools have budgets for holding conferences in the funds for the construction of disciplines with characteristics and advantages, and some scientific and technological innovation teams and collaborative innovation centers also have budgets for holding academic conferences.
If the funds for the conference are guaranteed, please ask the director of the special Committee to apply for hosting the academic conference. Some of them applied orally, and some applied for the next meeting at the closing ceremony of the academic conference. If you have the sincerity to host the conference, it is not difficult to win the bid.
(2) Meeting venue arrangement
One of the purposes of holding the conference is to promote the school, so it is most appropriate to arrange the main venue of the conference in the school lecture hall and library. At present, it should be said that most universities have academic conference centers, which should meet the requirements of some medium-sized conferences. If the conditions are not available or the scale is too large, we can only consider arranging the accommodation and sub-venue of the conference in an off-campus hotel, but it is suggested that the opening ceremony of the conference be arranged on campus so that the delegates can have an intuitive influence and understanding of the school. It is better to arrange the closing ceremony in the hotel, because there are not many delegates left at the end of the meeting, and many delegates will return soon after the meeting, so it is much more convenient to arrange the closing ceremony in the hotel.
It is most suitable for off-campus hotels to choose four-star standard or quasi-five-star standard, because such hotels are spacious, comfortable, clean and thoughtful, and the price is also within the payment standard of delegates.
(3) Organization and arrangement of meeting work
In order to facilitate the coordination of working meetings, several working groups should be set up, each led by young teachers and supported by several graduate students.
Secretary-General of the meeting: fully responsible for the organization of the meeting, organizing and presiding over the opening and closing ceremonies of the meeting, preparing the speeches of relevant leaders, and being responsible for the emergency handling of related matters of the meeting. Responsible for paying expert fees for invited reports. Responsible for the management of related funds.
Meeting guide formulation group: responsible for arranging meeting guide and meeting schedule, determining the classification and order of academic reports and determining the host of academic reports.
Paper receiving and publishing group: responsible for collecting papers, sorting out printed essays, contacting publishing matters, and organizing the selection of outstanding young papers.
Conference pick-up and drop-off station/transportation group: responsible for contacting the car rental company to rent a car, arranging pick-up and drop-off at the airport and high-speed railway station, arranging car ferries for the participants to and from the hotel and the main venue, and arranging graduate students to guide the participants by car.
Accommodation/Catering Group: responsible for arranging accommodation for participants, buffet, seating arrangement for reception dinner and other related matters.
Venue layout team: responsible for making the background wall of the main venue, arranging hotel conference rooms, tea break supplies and other related matters, and arranging conference room computers, PPT copywriting, highlighters and so on.
Meeting materials group: responsible for the purchase of meeting documents, the printing of meeting materials, the production and printing of representative cards, work permits and work clothes.
Meeting registration group: receive the receipt of meeting registration, make overall arrangements for registration, arrange the payment of registration fees and invoices for participants, prepare stamped meeting notices, reimburse participants and make meeting address books.
Meeting etiquette group: responsible for arranging the welcoming ceremony of the main venue and the sub-venue, the award ceremony of outstanding youth papers and other etiquette activities.
Conference photography group: responsible for contacting the photography company to arrange conference photography and photo distribution, and responsible for the photography work at the venue.