Organizing an Event: Phases and checklists

0. Initiation phase

The Initiator (individual or institution) should propose the following:

1. Name of event

2. Date, city and country

3. Organizers

4. Rough attendance estimate

(Please also refer to phase III. "Organization")

I. Approval Phase

The initiative is discussed and endorsed at the WG and/or TC level, preferably during an annual meeting. A decision is taken to proceed with the Event planning and organization. The Initiator/Organizer obtains the Event Approval Guidelines and completes the web-based Event Request Form on IFIP’s website.

1. The WG Chair will be informed automatically that there is a new event request in the database waiting for his/her interaction.
2. The WG Chair reviews the event request and decides whether or not to accept it. He/she has the option of adding comments.
3. The TC Chair will be informed automatically that there is a new event request in the database waiting for his/her interaction.
4. The TC Chair reviews the event request and decides whether or not to accept it. He/she has the option of adding comments.
5. The AMB Chair will be informed automatically that there is a new event request in the database waiting for his interaction.
6. The AMB Chair reviews, contacts appropriate persons (if major problems have to be resolved) and approves the event in the IFIP database.

II. Event Registration

1. After an event is approved by the AMB Chair an update sheet is issued and sent to the Conference Organizer.
2. The Conference Organizer checks all data on the form and informs the AMB Chair of changes.
3. The PC Chair/Editor finalizes the publications arrangements directly with the IFIP Publisher.

III. Event Organization

This section is dependent on rules and procedure adopted by the Organizing Committee (OC) and the International Program Committee (IPC) of the event in question. With respect to time sequence, the activities outlined below span the period from the initiation phase to the reporting phase.

The following key issues should be considered:

1. Subject and title

2. Technical Program
(The language is always English)

2.1 Definition of Topics
(Should be carefully worded)
2.2 International Program Committee (IPC)
(Responsible for the Technical Program, i.e. selection of papers, organization of panel discussions time schedule and input to the editor)
2.3 Conference Program
2.4 Participants and Speakers
2.5 Editor and Proceedings
(Proceedings are a must for every major IFIP event as the community at large has the right to share the results of IFIP's work. The Conference Editor's task is to supervise the proper collection and preparation of conference papers and the liaison with the IFIP Publisher)

3. Place and Time of Event

3.1 Country and City
3.2 Dates
3.3 Clashes with other conferences?

4. Local Aspects

4.1 Host, Conference Chairman
4.2 Organizing Committee (OC)
(The OC could be international but in general the local solution is easier to manage. OC is responsible for everything not done by the TC (WG) or the PC)
4.3 Local issues

4.3.1 Conference venue and rooms
4.3.2 Computer and other equipment
(It is also important to plan for computers equipment and the media that will be needed to support the presenters, especially multimedia equipment which could be expensive and difficult to arrange and set-up).
4.3.3 Exhibitions
(This activity is normally left to the OC. Organizers often over-estimate how much money they can make from this activity and under-estimate how much time and effort it takes. In many cases it is best to involve a professional organizer on a shared profit arrangement.)
4.3.4 Hotel Accommodation
4.3.5 Transportation
4.3.6 Special Matters
(Badges, money exchange, coffee breaks, photocopying, communication services, etc.)

4.4 Financial Resources, budget & accounting
4.5 Manpower Resources
4.6 Social Program

IV. Reporting Phase

1. Preparation and submission of Final Report to WG, TC and IFIP Secretariat
2. Transfer of IFIP's share to the IFIP Bank Account
3. IFIP acknowledgement and closure of Event file

Updated: February 2012