AOC Programme Checklist
% | PROGRAMME CHECKLIST | TEAM NOTES | EDIT | ||
---|---|---|---|---|---|
0% | PROGRAMME | ||||
Academic society | H2 | ||||
0% | Approval for event | Notes - Team plan only | Edit - Team plan only | H3 | |
Board | H2 | ||||
0% | Approval for event | Notes - Team plan only | Edit - Team plan only | H3 | |
Conference dates | H2 | ||||
0% | Identify a year and time of year | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Identify country and venue | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Shortlist dates and enquire form venue(s) for availability | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Get quotes from venue | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Finalise venue and dates | Notes - Team plan only | Edit - Team plan only | H3 | |
Programme at a glance | H2 | ||||
0% | Create draft programme outline | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Add session topics / themes only | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Distribute along with invitations etc | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Keep up to date throughout planning | Notes - Team plan only | Edit - Team plan only | H3 | |
Conference theme and goals | H2 | ||||
0% | Short list congress goals | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Shortlist congress themes | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Finalise congress theme | Notes - Team plan only | Edit - Team plan only | H3 | |
Fields and topics to cover | H2 | ||||
0% | Short list academic fields to cover | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Llist preliminary academic fields to cover | Notes - Team plan only | Edit - Team plan only | H3 | |
Speakers list and contact details | H2 | ||||
0% | Create prelim international speakers list to invite | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Create prelim local speakers list to invite | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Create invitation template letter with terms of invitation | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Invite local and international speakers | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Contiually update speakers list | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Add presenters from accepted abstracts | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Circulate prelim programme for speaker's approval and updates | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Keep track of speaker registrations | Notes - Team plan only | Edit - Team plan only | H3 | |
Abstracts | H2 | ||||
0% | Craft abstract guidelines | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Create abstract submission form (see webpage below) | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Gather abstracts for academic committee members | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Create feedback letter for accpetance / rejections | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Communicate guidelines on presentations / posters | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Confirm correctness of topics and names in programme | Notes - Team plan only | Edit - Team plan only | H3 | |
Programme compilation | H2 | ||||
0% | Compile template from programme at a glance | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Set aside sessions for topics / themes | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Group abstracts and speaker topics by hhemes | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Populate programme with topics of speakers | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Identify chairpersons for sessions | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Tidy up preliminary programme | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Send to speakers for confirmation of topics and names | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Edit ask required | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Prepare for sending file to programme book designer | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Keep track of changes | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Highlight changes after printing has started | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Communicate changes to session chairs | Notes - Team plan only | Edit - Team plan only | H3 | |
Speakers and communication | H2 | ||||
0% | Keep speakers list up to date with contact details | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Craft invitation letters and what are covered for speakers | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Be clear on what is cover for which speakers | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Request bios and photos of relevant speakers | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Keep registration, travel and accommodation list up to date | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Book flights | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Book accommodation | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Book land transfers | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Make VIP arrangements where required | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Purchase speaker gifts if required | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Send programme for speaker approval of names and topics | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Send speaker briefing guide in advance | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Communicate programme changes where required | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Thank speakers for involvement | Notes - Team plan only | Edit - Team plan only | H3 | |
CPD Points | H2 | ||||
0% | Send final programme to University for CPD point approval and allocation | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Place CPD info in programme book and number of points | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Place CDP contact person details in programme book | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Prepare CPD certificate template | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Print CPD certificates | Notes - Team plan only | Edit - Team plan only | H3 | |
Programme book design | H2 | ||||
0% | Prepare programme design template | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Gather logos of relevant societies | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Gather logos of relevant companies | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Gather adverts of relevant companies | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Request chair and president for photo and word of welcome | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Compile draft programme while accademic programme is finalised | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Have programme book approved in text format | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Send off programme for design | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Have programme book approved in designed format | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Send programme for printing | Notes - Team plan only | Edit - Team plan only | H3 | |
0% | Arrange delivery address and date | Notes - Team plan only | Edit - Team plan only | H3 |