Conference Program

As the host of the conference, you will be expected to prepare and print copies of the conference program. The number to print depends upon the number of pre-registered attendees and the number of “walk-ons.” Include enough for all participants and only order enough for the students who have *paid*. Those students who come just for the conference should get to attend the sessions only. Due to the fact that faculty will show up at the conference without being previously registered, you need to order more than the actual number you find online one week prior to the event. It is nice to print a copy for each of the vendors so they know the times to expect people.

You will need to collect the information for the program. The Program Chair will supply you with the list of speakers and a preliminary set of times. You’ll need to edit this and assign appropriate locations based on your facilities. If the rooms you have available have different seating capacities, then guess at which sessions will be most popular and assign those to larger rooms. Try to pick up a few old programs to work from.

If you have a print shop that will handle design as well as printing, just pass on the information and samples. If you are willing to do the design yourself, you can have a commercial printer (e.g., Kinkos) print your programs for you. A compromise is have someone print color covers, print the body of the program in-house, and have your student volunteers fold and staple the programs for you. Be sure to check with your printer well in advance to determine the amount of lead time they need.

Deadline: 21 days before the conference.
Suggested starting date: 30 days before the conference.

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