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Organising a Meeting
Publicity for meetings Apart from publicizing the programme and all other details of the meeting in the Association's Newsletter (which is the responsibility of the Editor), all publicity is the responsibility of the local organizers. However, the Association's Meetings Secretary has a list of "standard" contacts, such as journals producing regular meetings calendars (Trends in ... series, etc.) and sister scientific societies willing to advertise the Association's activities, and normally these contacts are shared between the Meetings Secretary and the organizers. It is the usual practise to notify Association members of forthcoming meetings at 3 levels of detail: (i) Advance notice, usually very far in advance and containing only meeting title, venue and date information; (ii) "Provisional programme" stage, usually in the Newsletter 2 issues before the meeting date; (iii) Final programme details, with all attendant pre-registration forms, maps, catering and accommodation information, in the Newsletter issue immediately before the meeting date. The publication dates of the Newsletter are arranged with the meetings programme in mind, to provide adequate time for pre-registration, etc. Local organizers are asked to liaise with the Newsletter Editor on the information required for publication, and they should have details available at a realistic interval before the meeting. If the local organizers wish to produce posters to distribute to other institutions or to display locally, this is encouraged. The Association's Secretary can provide logo-bearing posters for directing registrants to lecture theatres, lunch, etc. |
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