Research Logistics

Guidelines for the Organisation of Conferences/Symposia

Heather has kindly put together the following excellent overview of how to arrange a conference or symposium in SHARE.

  1. Finance

To complete a costing form and set up a conference account, contact Paul Stanaj (StanajP@cardiff.ac.uk) in College Finance with the following information:

  • Is there a room/venue hire fee; if, so how much will it be?
  • Is there delegate fee; if so how much per person?
  • Is catering required; if so, what (tea, coffee, food)?
  • Will the speakers be funding their own travel cost, or will they be reimbursed from the conference fund?
  • How much of your time (roughly) do you expect to spend organising the conference?

Paul will then help you complete the necessary paperwork, and set up the account. This can then be used for all transactions relating to the conference (including BACS payments from other institutions if the event is collaborative).

  1. Bookings/Orders

Once your account has been set up, you can email SHARE-Bookings@cardiff.ac.uk to request room bookings, catering, accommodation, branded stationery etc. (in line with the costs and requirements set out when setting up the account). Please be sure to give details of the account code so orders can be placed correctly.

If a room booking is needed, please include details of how many delegates need to be accommodated. If booking a School room, please first check S:\Staff Information\Room Bookings\2015-2016 SHARE Roombooking for availability.

  1. Online Registration

If you want your delegates to register in advance, you can use Eventbrite to create an online booking page. Email SHARE-Events@cardiff.ac.uk for help with this. At present there is unfortunately no online system for the payment of delegate fees, so fee payments should be made by cheque or bank transfer (quoting the conference account number).

  1. Promotion

To have your event advertised on the website, email SHARE-Events@cardiff.ac.uk with full details.

 

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