Day before and on the day

Final information for registrants

Provide all registrants with the final details of the conference latest a day before the event. Think of providing information about where they can find the registration table and attach the program (booklet) with session times and presentation titles/abstracts.

Template email:

“Dear All,

Insert conference name is nearly here! We hope you’re looking forward to tomorrow.

Please find attached the conference programme. This contains a schedule of events, and abstracts for all the talks and posters. Hard copies will be provided at the registration desk on the day.

For sustainability reasons, we kindly ask you to bring your own cups/mugs for the coffee breaks and lunch.

Directions:

Insert venue directions.

If you are joining us virtually:

All posters can be viewed at Insert webpage from Insert dates and you can interact with the presenters via the chat box. Password: Insert password.

All talks will be live streamed via Zoom:
Insert conference name Morning Sessions (09:30-12:20)
Meeting ID
Password

Insert conference name Afternoon Sessions (13:20-16:15)
Meeting ID
Password

We can’t wait to see you all on Insert day – in person and virtually!

Best wishes,
Organising Committee”

Awards and Prizes:

One thing that will not be known until the day is who wins the talk and poster prizes (if you are giving them out) –

• Prepare the prizes beforehand without the name which can be filled in and signed when the votes have come in.
• Judges vote – take enough time to calculate/count.
• Audience/People vote – online (QR codes) or paper + box. Mentimeter is a good software that can take in audience votes.
• Design award certificates which can match up with prizes (see below for example.

Venue:

To make things easier on the day, everything that can be prepared the day before should be completed. This should include the following:

1. Setting up the venue, this should include things like moving any furniture away to make space for poster boards and making sure there are enough seats for the lecture theatre. If there are large pieces of furniture that cannot necessarily be put away easily, you can submit a porterage request (section 8.2). Likewise, if you are having poster presentations, you will need to submit a porterage request to move the poster boards to the venue the day before the event. This will give you time to set the boards up the day before.
2. Getting the presentation slides ready. To ensure the smooth running of presentations, you may want to request all presenters to send their presentations in the day before and compile it into a single PowerPoint presentation to work with. Perhaps you can split up the presentations into different sessions to make the presentation smaller. It is also wise to familiarise yourself with the lecture theatre, using the projector, microphone, and computer available at the venue. If you are streaming to an online audience as well, familiarise yourself at the venue. See section 8.4 for more details about online presentations.