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AM organizers' to do list

Organizing a meeting/workshop/conference is a great experience. You can get to know research and researchers in various fields. Through this experience, you can acquire leadership and management skills (and can add one more item in your CV).

There's a call of AM organizers every year in Sep/Oct. Please contact the chair of the BRIDGCE network (CK) if you are interested in.

Below is the standard to-do list of organizing of AM. This is BRIDGCE AM specific, and likely to be different from other conferences:

  1. Fix a date (usually in mid December) and venue. Online, hybrid, or in-person. You can express your preference when you apply for organizers. Decision will be made by the steering committee.
    • For online, 2 hours a day worked well, and we had 4 days in the past. Optimaze the timeslot of each day by doodle, including the steering commitee.
    • For in-person, book the venue and catering.
  2. Setup webpage. You can use the automated programming system on this website, or you could make a new website for AM. Please discuss among organizers.
  3. Setup registration system, including abstract submssion. Google form worked well in the past. Ask specifying the available date and the suitable topic in the form, which will reduce workload.
    • For in-person, ask dietary restriction as well.
  4. Announcement to the mailing list for abstract submission, with a deadline end of November (but we will accept delayed submission as much as possible.)
  5. Choose invited speakers / introductory talks / highlight (longer) talks. Please try to make 50% female fraction for these invited speakers. Suggest names and vote by organizers. Contact them as early as possible - people are busy.
  6. Abstract selection. All of the organizers quickly read through all submitted abstracts, and if it’s reasonable, we try to give time (12+3, 15+5, or 25+5min) to everyone; the purpose of AM is to give a chance to speak to those who can't easily get a talk slot at a big conference. There are no posters.
  7. Make a program. It's better to avoid topic-by-topic session, e.g., nuclear physics only session. Mix topics but allocate scientifically related talks next to each other.
  8. Release the program at least two weeks before the AM starting date, after you get a confirmation from each speakers - people's plan could change. You may have to modify the program until the last minutes. Be flexible, and kind to other people. Circulate the annoucement to a wider community.
  9. Choose session chiars (50% female). For AM, better to choose steering committe members or senior people, so that they attend and listen talks carefully.
    • For in-person, find microphone carriers and time keepers.
  10. CK set a Zoom link, and circulate it. It's opened to public, no registration needed.

 

Task allocations - it would be good to split tasks and decide who is in charge of what in advance. The role of chair is to oversee the progress, remind the other members of the task, help if there is a difficulty, and double check the outcome. The BRIDGCE chair will stay in the organging team as a supporter.

  1. Setting up the registration & abstarct submission system
  2. Program making
  3. Contact invted speakers and session chairs
  4. Act as a contact person - non-chair
  5. Making annoucement - chair