TRU CONFERENCE PLANNING GUIDE Research, Innovation Transfer and Graduate Studies
Research, Innovation Transfer and Graduate Studies TRU CONFERENCE PLANNING GUIDE Produced by The Office of the AVP Research and Graduate Studies Thompson Rivers University © 2008 1 TRU Conference Planning Guide TABLE OF CONTENTS Introduction Initial Stages Conference Committee Possible Conference Committee Positions and the Associated Duties TRU Facility Information CAC and Related Rooms CAC Terms, Conditions and Policies Other Rooms on Campus The TRU Art Gallery The Alumni Theatre TRU Actors Workshop Theatre TRU Security – Concord Security Corporation After-Hour Building Access Hospitality Catering for the Event Food On Campus Lunch Passes Restaurants and Grocery Stores Accommodations Entertainment For the Conference Banquet Outside of the Conference Outside Vendors on Campus Audio Visual Equipment Equipment Loan Out and Regulations TRU Multimedia Classrooms Information Technology Services Funding Options – Grants and Awards from TRU TRU’s Comprehensive University Enhancement Fund (CUEF) – Lecture Series TRU Alumni Association Project Grants TRU Student Union Grant Office of Research, Innovation Transfer and Graduate Education with the AVP Research Office of the VP Academic Funding Options – External Funding SSHRC Aid to Research Workshops and Conferences in Canada NSERC Strategic Workshops Program (SWP) CIHR Meetings, Planning and Dissemination Grants The Association of Canadian Studies Funding Options – Other Sources Donations Internal External Advertising News Releases and Media Advisories Print Posters Banners Newspaper Radio Television Academic Avenues Websites Advertising at TRU Community of Kamloops Letter Writing Session Chair Invitations Invited or Guest Speaker Invitations Media Invitations Thompson Rivers University © 2008 5 5 5 7 8 9 10 10 10 11 11 12 12 2 TRU Conference Planning Guide Thank You Letters to Conference Participants Thank You Letters to Donators Internal TRU Letters Invitation Letters to Special Speakers from TRU Letters to the AVP Research Letters to the University President Thank You Letters to TRU Staff, Faculty and Departments Envelopes Mail Official TRU Envelopes Mail Room Letter Mailing Instructions Mail Rates for BC Mail Plus Mail Delivery and Pick Up Schedule Shipping and Receiving Parcel Delivery and Courier Service Finances Conference Notification Call for Session Themes Call for Papers Paper Review Committee The Review Process Registration Registration Fee Media Release Form Photographer Special Conference Events and Tours Website Design Conference Schedule Participant Information Packages Guest Speaker Procedures Record Keeping and Organization Sample Databases Volunteers Possible Roles and Duties Parking and Transportation Parking Courtesy Parking Permits Public Transit Taxi Service Individual Pick Up Airport Hotel to Campus Sample Timeline Tips Appendices Appendix I – Forms of Address Appendix II – Sample Letters Guest Speaker invitation Media invitation Guest Speaker thank you Appendix III – Sample Call for Papers Appendix IV – Sample Conference Schedule Appendix V – TRU Policies Alcohol Campus Conferences and Events Flag Display Fundraising Lost and Found Official TRU Positions and Spokespeople Posters Purchasing Thompson Rivers University © 2008 3 TRU Conference Planning Guide Retail Smoking Appendix VI – Forms Media Consent Interdepartmental Invoice Appendix VII – Contact List Index Thompson Rivers University © 2008 4 TRU Conference Planning Guide INTRODUCTION This manual has been written as a general source book which will help a conference organizing committee through all aspects of conference organization, from fundraising to catering; it will show you what needs to be done before, during and after the conference. That being said, this guide is not intended to be the only source of information on conference organization at Thompson Rivers University. The guide is just that, a guide, and it should be used in conjunction with further research. It is designed as an initial starting point for the organizing committee, and will point you in the correct direction when you require further information. While it can provide information on most aspects of the conference organization process, it cannot cover everything; you should not only contact the individuals around campus who have experience in conference and event organization, but you should also research other conferences to determine what they have done and what would work for you. Also, while the guide has been written specifically for academic conferences, many elements detailed in it can be utilized for other events around campus, such as workshops, meetings, and academic competitions. Anyone who is organizing a conference at TRU, regardless of size or theme, can benefit from the information contained in this manual. INITIAL STAGES There are some initial stages which need to be completed before the conference organization can proceed. 1) Make sure there is enough support from the department faculty, students and institution as a whole for the conference to go ahead. This is especially the case with larger conferences which require generous university resources and large time commitments from many people. 2) Establish an organizing committee. This group of faculty and students is the primary work horse for all aspects of the conference, from the development of a budget to the actual hosting of the event. 3) Determine the theme of the conference. What specifically will the participants discuss? Which departments or organizations would you like to have involved? 4) Determine the size of the conference. This will influence all future decisions, specifically those related to budget development and your funding search. 5) Determine if the conference will be peer-reviewed, if concurrent or individual sessions will be held, and how many and who the key note speakers will be. 6) Establish the intended audience of the conference; will it be for an academic audience only, or is the general public encouraged to attend. This will reflect on the advertising done for the conference. CONFERENCE COMMITTEE For a successful conference to be held its planning must be done thoroughly and as early as possible, and this can only be done when there is adequate help and commitment from the TRU community. The following should be treated as a listing of possible conference committee positions, and it should be tailored to fit with the individual conference requirements. Smaller conferences will require fewer people for organization, while the larger ones may require full sub-committees for many of the positions. Also, the duties listed under each position can be altered, and should be shared among all organizers as long as their work loads permit. Possible Conference Committee Positions and the Associated Duties: Chair o Organizes everyone else on the committee o First point of contact for anyone with questions or who require further information – the contact name placed on all distributed materials o Provide a contact point for media representatives if they would like more information on the conference and its participants, in conjunction with advertising and a faculty member if this person is a student o Helps with all aspects of the conference o In conjunction with other committee members, liaison with all special guests and speakers o Responsible for final conference publication Communications Thompson Rivers University © 2008 5 TRU Conference Planning Guide o o o o Ensures all committee members have up to date information on the status and activities of other organizers Record meeting minutes Organize committee meetings Establish schedules in conjunction with other members Catering and Venue booking o Book conference session venue o Book banquet venue o Find a conference catering service, if desired, when the venue is not held in the CAC, the Panorama room, or the Campus Residence and Conference Centre o Ensure there is a large variety of goods for meals, snacks, and parties, including vegetarian and vegan options o Accommodate guests’ special food requirements o Book entertainment Finances o Responsible for developing all conference budgets in conjunction with the other committee members o Determine in conjunction with the committee a list of expenditures for each area o Assess how much external funding is needed for the conference o Determine registration fees and the percentage of the conference budget they are expected to cover o Establish a conference account with TRU finances o Acquire funding from TRU, private funding agencies, local businesses, and governmental bodies o Keep track of participants’ payments before the conference o Determine and follow necessary financial procedures – expense reimbursement forms, purchase orders, gather original receipts, etc. o During the conference the person is to supervise the cash float o After the conference, produce the final report on finances to submit to the conference Chair o Be aware of accounting practices, and is responsible for overruns and excess funds Travel and Accommodation o Provide information on visas and customs to participants from outside of Canada o Contact hotels about special rates for groups, and reserve blocks of rooms at local hotels o Provide participants with information on transportation options to the city, purchase transit passes or parking passes, and organize transportation for when everyone arrives o Organize rides to and from the airport or bus terminal and the hotels o Organize rides to the conference, or provide public transit information and vouchers o Provide information on food and beverage options found near the conference, or around the hotels Webmaster: o Be on hand to develop and update the conference web site with the most recent information on registration, accommodation, transportation, conference programs, etc. in conjunction with TRU Information Technology Services o Ensure any changes made to the conference are conveyed to the participants, spectators, and other interested parties in a timely and professional manner o Ensure all records of contacts, requests, services, and other information is being accurately recorded in the conference files and databases. A/V Coordination o Determine the conference requirements o Obtain the appropriate equipment from TRU’s A/V department, and ensure everything is in good working order o Ensure the set up of equipment in session rooms o Be available during the sessions to help with equipment usage or set-up Advertising and Media Relations o Determine the target audiences and reasons for advertising o Research possible advertising venues and methods available at TRU, in Kamloops, and around the world o Determine expenses and budget Thompson Rivers University © 2008 6 TRU Conference Planning Guide o Produce and disseminate all advertising to the appropriate people/groups/places while following accepted TRU channels. Presentation Reviews o Send papers/abstracts to reviewers who are generally graduate students, TRU faculty, or outside experts in related fields. o Determine conference participants from reviewer feedback o Send reviewer comments to the applicants o Notify those who are welcome to present o Determine which presenters should be awarded prizes or awards for their presentations, papers, or abstracts Registration o In conjunction with Advertising and the Webmaster, issue the conference notification, the first call for papers, and invitations to all speakers, guests and session chairs o Receive the applications and forward them to the abstract/paper review committee o Issue and collect registration and media release forms to accepted presenters o Collect participants’ biographical information to include in the conference program. Special Events Organization o Organize any special events for the conference o Transportation requirements o Determine expenses o Reserve restaurants, attraction tour guides, etc. o Organize food/beverage requirements o Schedules Volunteer Coordination o Determine the number of people required for the organization and running of the conference o Determine the duties for each volunteer o Oversee the training of the volunteers in their duties o Determine who will be responsible for any special guests/speakers – although this may be the job of the committee chair. Faculty: o There should always be at least one faculty member on the committee o Responsible for providing support and guidance to the other members o Be a source of information and expertise o Apply for funding as needed o Sign applicable forms o May be a contact for special guests or speakers o Contact for media inquiries, in conjunction with advertising and the committee chair Note: Clear communication is the key to conference success. By keeping everyone fully informed of what the other individuals are doing, regular meetings and frequent e-mail updates coordinated by the communications person can ensure this, there should be minimal confusion about tasks which have/need to be done, or any miscommunication regarding any aspect of the conference. TRU FACILITY INFORMATION Campus Activity Centre and Related Rooms Ancillary Services oversees all aspects related to food services at TRU, and any room bookings in the Campus Activity Centre (CAC), the Panorama Room in the International Building, or in the Residence Conference Centre needs to go through them. See page…..for catering information and TRU food policies. For all further information, or for help in booking a conference, be sure to contact: For Special Events and/or Catering Enquiries: Events & Catering Coordinator Phone: 828-5005 Thompson Rivers University © 2008 7 TRU Conference Planning Guide Fax: 828-5392 For Conferences and/or Convention Enquiries: Convention and Marketing Coordinator Phone: 828-5074 Fax: 828-5392 For detailed information on the various rooms in the CAC visit the CAC website at: www.tru.ca/cac/meeting_space.html Note: For conferences hosted by TRU, there should be no or minimal rental costs of the CAC, Panorama Room or Residence Conference Centre facilities; check with the Convention and Marketing Coordinator at Ancillary Services regarding this. For detailed information on possible applicable fees see www.tru.ca/cac/meeting_space/room_rates.html CAC Terms, Conditions and Policies: Much of the following information pertains to all buildings on campus, not just the CAC, if catering is being provided by Campus Catering and Events run under the Department of Ancillary Services. Minimums and Labour Charges: The dinner buffets and plate service dinner menus are designed and priced for a minimum number of people. Check with Ancillary Services regarding the exact numbers. Guaranteed Numbers: A guaranteed number is required 3 business days prior to the event. All service charges will be based on actual numbers of guests served if more than the guaranteed guests are served Prices can change without notice, but will be guaranteed 60 days prior to the function Minimum number of meals is required on all orders Invoicing Deposits and Pricing: For all groups a deposit is required at booking 50 % Food & beverage payment is required 10 days before the event regardless of venue For TRU Departments an account code is required prior to all catering and events TRU events may be eligible for reduced or waived fees on all aspects associated with room booking and food or drink. Check with Ancillary Services for further information. Cancellation Policy: A non-refundable deposit is required at the time of booking Cancellations should be made in writing to the events coordinator Other Rentals: China is included for all events held in the Campus Activity Centre. All areas outside the Campus Activity Centre will include disposable service. Insurance: Ancillary Services provides the liability insurance for all on-campus events hosted by TRU. To complete the insurance process, request that the Dean or Department Chair who is sponsoring the conference send a letter or e-mail outlining the purpose, dates and sponsoring department for the event to Ancillary Services. They will take care of everything else. CAC Facility Policies: No confetti is permitted To ensure all requirements are agreed upon a confirmation contract is required to be signed by the client All events must be completed by 1:30am and vacated by 2:00am. Ancillary Services may change the conference venue if the first venue is unusable due to unforeseen circumstances. Thompson Rivers University © 2008 8 TRU Conference Planning Guide Liability or Damage to the premises will be charged accordingly and is the responsibility of the person booking the event. Space for the event is booked only for the times indicated. Set up and dismantle times, if required, are not included and should be specified at the time of booking If displays, exhibits or products are used, arrangements for their arrival, unloading and departure must be made through the catering office. The Campus Activity Center is not responsible for damages to or loss of any articles left prior to, during or following any function by the customer or their guests. Ancillary Services reserves the right to require security should situations warrant for parties contracting functions. Additional costs will be assessed for electrical requirements above and beyond the normal usage, and for events held on statutory holidays. Depending on room set up requirements and catering, room set up costs and fees may vary Links: Campus Activity Centre: www.tru.ca/cac.html TRU Residence and Conference Centre: www.theplace2be.ca Other Rooms on Campus The booking of all rooms not listed above must go through Room Bookings instead of Ancillary Services. To book a room, please submit your request using the Room Booking Request Form available at: www.tru.ca/admreg/contactus/roombookings.html While the latest date for room bookings is 72 hours before the event, it is advisable to book months in advance. Many events happen on campus during the year, along with frequent TRU committee meetings, often making room availability scarce. Room bookings for the other rooms on campus is free of charge, but be aware that they are generally designed as meeting or conference rooms. There is little room for hosting a banquet or other large gathering. If you require a room with specific audio visual amenities be sure to check the multimedia classroom listing available on-line, and book through room bookings. www.tru.ca/its/mediaservices/multi_media_classrooms.html The TRU Art Gallery: If the conference has any elements associated with the study of art, or involves an art exhibit of some kind, another available venue is the TRU art gallery located in the Old Main building. Outside of holding exhibitions the gallery’s mandate is to help support cultural activities which enhance the appreciation and understanding of art and its relationship to other disciplines, and any events held there should adhere to it. If you decide that the gallery would be a useful venue for your conference you are required to submit a proposal to the gallery committee for adjudication. This proposal should include details of how the conference theme relates to the study of art, specific details about how the gallery will be utilized during the conference, and it should be sent to the committee for review as early as possible in the conference organizing process. Send the proposal to the Chair of the Visual and Performing Arts Gallery Committee The Alumni Theatre: The Alumni Theatre can be reserved through Room Bookings, and is ideal if your conference requires a large venue for a guest speaker, entertainment, or other demonstration. It is a full theatre with a complete stage, lighting, and large seating capacity. Like other rooms on campus, be sure to book this one as early as possible since it is often very busy throughout the year. TRU Actors Workshop Theatre: Thompson Rivers University © 2008 9 TRU Conference Planning Guide This venue may be available for conferences only if yours revolves around theatre, performance, or other entertainment mediums. Also, the theatre may only be available outside of the fall and winter semesters due to its continuous use during those times. A detailed letter stating what the theatre would be used for, and possibly a meeting with the Visual and Performing Arts Chair, would be required before its use would be considered. Send your proposal to the Chairperson of Visual and Performing Arts, or the Theatre Coordinator TRU SECURITY – Concord Security Corporation Campus security is available 24 hrs a day, every day. The office (OM1016) is located on the Concourse area of Student Street in the Old Main building, and on-duty security staff can be contacted during regular TRU operating hours by calling: Campus Reception: 828-5000 (Local 5000), 828-5033 (Local 5033) or 828-5033 after hours. In case of emergency, 24-hours per day, assistance can be reached by calling: Local 1111 from an internal phone. After-Hour Building Access: Authorized after-hour access to secured buildings/rooms can be obtained by contacting: Campus Security office at 828-5033 (Local 5033) or Campus Reception at 828-5000 (Local 5000) during regular TRU operating hours Security cellular phone at 828-5033 after regular hours. Web: www.tru.ca/facilities/coreservices/security.html HOSPITALITY Catering for the Event Generally TRU Conference and Event services handles all of the food requirements for events on campus, but if you wish to use outside catering options you need to submit an application to Ancillary Services who will review your request prior to any contact with an outside catering service. Send the TRU conference coordinator an e-mail outlining the caterer, the event, and expected costs 1 to 2 days prior to contracting the outside provider. TRU catering menus are available at: www.tru.ca/cac/meeting_space/catering_menu.html. The menus can be altered to meet any food preferences. Food On Campus There are a number of food options available on campus during the fall and winter semesters if your guests want to find their own food options instead of eating the goods provided at the conference venue. These include: TRU Culinary Arts Cafeteria Tim Horton’s Accolades Restaurant and Old Main Deli The Terrace Cafeteria Trades and Technology Cafeteria Heroes Pub International Building - Starbucks Coffee Culinary Arts – Accolades Restaurant and Bistro: This on-campus restaurant is an excellent option for hosting smaller gatherings, such as having a meal with the organizing committee and the invited speakers. It is staffed by the culinary arts faculty and students who always provide amazing meals to their patrons. The facility can hold larger groups, but the availability of space and staff may become a problem. Call to enquire. Reservations are always required. Make sure to reserve as early as possible, sometimes more than a semester in advance, as they can become extremely busy. Phone: 828-5354 Thompson Rivers University © 2008 10 TRU Conference Planning Guide Accolades Dining Room is located in the Food Training building on the mezzanine floor. Menus are available on-line at: www.tru.ca/tourism/culinary/culinary_arts/diningroom.html Note: Accolades Dining Room in 2008, for the second year, has made the National Restaurant guide “Where to Eat in Canada” – it is listed in the top 120 restaurants in the country. The Culinary Arts Bistro is also located in the Food Training Building, and like Accolades Restaurant, reservations are highly recommended. Phone: 828-5355 TRU Liquor Service Regulation: Under the terms of the BC Liquor License Act, the Management of TRU Catering is prohibited from allowing any individual or group to provide their own alcohol for events at TRU. TRU Food and Beverage Regulation for Events Catered by TRU: The CAC will be the sole supplier of all food & beverages items, the only exception will be wedding and special event cakes, if an event is held in the CAC, Panorama Room or Residence Conference Centre. Outside food providers can be contracted for the conference, but all requests for this service must be approved by Ancillary Services prior to contracting the outside caterer. Food and beverage selection from Conference and Event Services is required 2 weeks prior to the event All food and beverage charges are subject to a gratuity and GST. Lunch Passes Lunch passes can be used when hosting official guests, and are available to all TRU employees, providing prior approval is granted by their respective department heads. Passes can be acquired by completing an Interdepartmental form. Please provide the appropriate TRU Food Services area with advance notice for groups of 20 or more. Interdepartmental invoices can be downloaded at: www.tru.ca/finance/pro_manual/acct_index/acct_idi.html On the invoice: 1. Fill in the number of lunch passes needed. 2. Date: Date the passes will be used. 3. Description: Provide the name of the guest(s) you will be treating, or a company name for two or more guests. 4. Account: Provide the account code to which the costs will be charged. 5. Authorized by: Have signed by the person authorized to sign on the account code used. 6. Number issued: This section of the form will be completed by Finance Division personnel. The passes will then be distributed from the Cashier in the Old Main Building, and should be presented to the cashier in lieu of cash. Any unused passes may be returned to the Finance Division cashier for credit to the appropriate account code. Restaurants and Grocery Stores Many participants may wish to go off campus to eat, so a list of quality restaurants in the city should be provided. With this list be sure to include any names of businesses who have donated coupons or gift certificates, possible price ranges, and a variety of restaurant types. Also, be sure to include the address and phone number to the restaurant locations, and indicate if any provide takeout services. The restaurants listed should ideally be located close to TRU or close to the various hotels where the participants are staying. The information person at the conference can provide further details about restaurants further away from the conference venue to those who request it. Some participants may also want to purchase some food and prepare a meal themselves, so it is a good idea to provide a list – and map – of local grocery stores near the campus and hotels. Accommodations Thompson Rivers University © 2008 11 TRU Conference Planning Guide There are many different accommodation options for the conference participants, both on and off campus. Whichever location you chose, ensure that you book the rooms a year in advance of the actual event. This is especially the case for larger events during the summer months. The city of Kamloops often has no hotel vacancies due to the many sporting, conference, and special events hosted here each year, so the earlier you can reserve the rooms for your guests the better. Once the accommodations have been reserved you can instruct the conference participants to contact the hotel directly in order to make the final room booking and to pay the required fees. When providing information about the different hotels to the conference participants be sure to include room rates, hotel locations, hotel websites, and possibly a map to illustrate the location of the hotel in relation to either a bus route or the university grounds. On-Campus Accommodation The Campus Residence and Conference centre has a variety of rooms available to guests, and provides them with on-site laundry, exercise, multimedia lounge, and internet services. Book through Ancillary Services for this option, and see the Residence website for complete service and room information: www.tru.ca/cac/accommodation.html Off-Campus Accommodation There are many hotels within walking distance of the campus, and may others on or near direct campus bus routes. Be sure to shop around for the best rates, and check with the various hotels about group/conference or government rates which may apply. Links: Kamloops Accommodation Guide: http://kamloops.travel.bc.ca/accommodations ENTERTAINMENT Entertainment For the Conference Banquet Many banquets offer a dance or music event during one of the evenings, and even if yours does not it is always nice to have background music while the participants are eating and socializing. This music can be organized by the conference committee as CDs or MP3s, or you may opt to hire a DJ. Live music is another option; there are many students, faculty members, and staff at TRU who are talented musicians, so this should be your first avenue of inquiry. These people may even be willing to provide the entertainment at a reduced cost as it is a TRU event. Whatever entertainment is provided, be sure to check with Ancillary Services before booking. They need to ensure that all TRU policies and provincial regulations are being met, and that they can provide the required number of personnel for the type of entertainment. TRU Musical Entertainment Regulations: The inclusion of outside entertainment at TRU events is fine, though additional security may be required depending on the venue and type of entertainment. A 3% SOCAN tax may apply. It is charged on some entertainment performed in public spaces. Entertainment Outside of the Conference It is a good idea to provide the conference participants with alternative entertainment options outside of the pre-organized conference banquet or party. Kamloops offers many entertainment options which range from theatres and clubs to outdoor sports and tours, and which cater to a variety of budgets. When providing the entertainment information to participants ensure there is a wide range of options mentioned, general price ranges or categories for the activities, and the relevant contact information. This material can be included in the conference participant packages, or made available at the conference. You may also want to designate one person as an information coordinator for the conference, and place them at a well signed “Info Point.” While there the person can be available to the participants to provide further activity information and details such as transportation options. Thompson Rivers University © 2008 12 TRU Conference Planning Guide Off-Campus Entertainment Possibilities: Theatres Clubs and Bars Sports games/tournaments Cinemas Special events in the city Outdoor adventure: o Hiking o Mountain biking o Horseback riding o Skiing o Golf o Swimming o Paddling/Canoeing/Rafting o Skating o Fishing Shopping Spas Outside Venders On Campus Some conferences have invited different outside venders, such as publishing houses, book sellers, and jewellery makers to sell their wares during the event. This can be done, but the committee must receive written approval from Ancillary Services prior to allowing the vendor to participate. Send your application letter by internal mail or through e-mail, and include details of who the vendors are, what they would be selling, how long they would be on campus, and some information on the conference event as well. Remember, when contacting potential vendors to tell them that they must abide by TRU’s Retail Policy. Contact the Director of Ancillary Services with your enquiries. Links: City of Kamloops: www.kamloops.ca/index.shtml Tourism Kamloops: www.tourismkamloops.com City of Kamloops Parks, Recreation and Cultural Services: www.kamloops.ca/parks/index.shtml AUDIO VISUAL EQUIPMENT When the conference participants register be sure to inquire about their audio visual needs for the duration of the conference. Most individuals will require a computer/laptop and data or multimedia projector for a PowerPoint presentation, an overhead projector, a television, or an audio player. Generally, TRU’s multimedia classrooms are equipped to handle such requests, check with each room to determine its electronic capabilities as not all rooms are the same, but if you have booked a non-multimedia room you can loan the required equipment from TRU’s Audio Visual Department. They will be able to provide all of the equipment needed unless a presenter requires something truly unique. Be sure to book the equipment as soon as the registration forms have been received, especially during the fall and winter semesters when the equipment is in high demand. Equipment Loan Out and Regulations: Faculty, staff and students can arrange to book equipment from Audio Visual Loan Out. o Call the Media Service Technician, at 828-5070 to record your request o Or go in person to Room OM1462 to request equipment Pick up your booked equipment in Room OM1462. To pick up your booked equipment after hours you must arrange to have a special room access code to the stored equipment. Pickup and delivery of audio-visual equipment is the responsibility of the requesting person. The borrower is responsible to see that overdue equipment is returned, or suitable arrangements have been made for its return. Students can arrange to book equipment, provided a participating faculty member for the conference verifies, in writing, what the equipment is being used for, and what the conference is about. Audio Visual equipment should not be removed from assigned classrooms without prior authorization from the Audio Visual Coordinator. Thompson Rivers University © 2008 13 TRU Conference Planning Guide TRU Multimedia Classrooms Thompson Rivers University maintains several multimedia equipped lecture theatres. Each of the rooms are equipped with a ceiling mounted multimedia projector, VCR, DVD player, Document camera, Pentium PC, Network access, and external PC (laptop) support. A full listing of these rooms and their individual multimedia offerings can be found on-line at www.tru.ca/its/mediaservices/multi_media_classrooms.html Click on the individual rooms for instruction on how to operate the equipment there. If you encounter technical difficulties with any of the classroom equipment please notify Media Services. Instruction on equipment use can be provided by making an appointment with a Media Services staff member, or you can download a Multimedia Classroom Guide from: www.tru.ca/assets/its/ms/docs/manual.pdf Information Technology Services: If you would like the conference proceedings videotaped contact the Production Services Technician. IT services also offers media services which include: Audio Visual Production and Editing Graphics Design Audio Recording Media Duplication Photography Design & Media Consultation Copyright, permission for video, etc. Coming soon. Contact IT Services: Coordinator Production Services Technician ITV Services and Multi-Media Classroom Technician A/V Equipment Bookings and Repair Technician Phone: 828 - 5486 Phone: 828 - 5484 Phone: 828 - 5336 Phone: 828-5880 (A/V Loan Out) Phone: 828-5336 (Repairs) FUNDING OPTIONS – GRANTS AND AWARDS FROM TRU TRU’s Comprehensive University Enhancement Fund (CUEF) - Lecture Series This Fund is available to help offset the cost of hosting a guest lecturer or speaker. Requests for support of a speaker can be initiated by a student group or student society (with a faculty sponsor), by an individual faculty member or by a department at TRU as long as the talk/lecture primarily benefits TRU students. See the CUEF website for deadlines, application procedures, and funding availability. www.tru.ca/cuef TRU Alumni Association Project Grants Conferences will not be funded by these grants, but there may be other aspects of their organization, or the organization of other events, which can be eligible for funding. Availability: Project grants are available three times a year for projects that benefits students or the institution. See the website for specific deadlines. Program Guidelines: The Project Grants program is intended to provide small amounts of funding to projects that provide a benefit to TRU students and/or the larger TRU community. The project must demonstrate a significant benefit to a large portion of the TRU community and offer recognition opportunities to the Alumni Association in order to be successful. The Application Form is available on-line at www.tru.ca/assets/alumni/docs/application_form.pdf or, Phone 828-5498 to have a form faxed or mailed to you. Thompson Rivers University © 2008 14 TRU Conference Planning Guide www.tru.ca/alumni/program/project_grants.html TRU Student Union Grant TRU Student Union offers financial grants to individual students or groups who are involved with an activity which directly provides benefits to students at Thompson Rivers University. Eligibility Criteria: Only projects which involve large amounts of student involvement, or are directly organized by students, will be considered for a grant. The proposed projects must also clearly benefit other students at TRU, and the wider campus community. Contact the Student Union Office in the Campus Activity Centre for further information on application deadlines, procedures, and funding availability. You can pick up the application form there as well. TRU Student Union Manager Phone: 828-5289 Office of Research, Innovation Transfer and Graduate Education with the AVP Research The AVP Research should be contacted regarding any available research funding for conferences. Be sure to request funding with an official request letter which outlines the details of the conference, the amount of money requested and information on what it would be used for. Apply for this funding as early as possible in your organization timeline. Associate Vice President Research Research, Innovation Transfer and Graduate Education Phone: 371-5586 Web: www.tru.ca/research Office of the VP Academic Like the AVP Research, the VP Academic may have some funding available for conferences or other events hosted by TRU. Contact the VP Academic office for more information, and to make a formal request for funds. Vice President Academic Phone: 377-6125 Web: www.tru.ca/vpacademic.html FUNDING OPTIONS – EXTERNAL FUNDING When researching grant funding options be sure to look at any affiliated organizations, such as the Assembly of British Columbia Arts Councils, as they will often make funding available to events which focus on themes associated with their mandates. Also, be sure to determine whether interested businesses will provide financial support for an event which will benefit their industry or their organization directly. SSHRC Aid to Research Workshops and Conferences in Canada These awards are intended to help cover the costs associated with the organization and running of a large conference or workshop with a theme in the humanities or social sciences. At the minimum 200 participants are required for an applicant to be considered for funding. All applications to SSHRC must be submitted by a faculty member of the organizing institution who is actively involved with the conference organization. Student-run conferences and workshops are also eligible, although they must involve the participation of researchers or both students and researchers; student-only conferences are not eligible for funding. www.sshrc-crsh.gc.ca/web/apply/program_descriptions/conferences_e.asp Thompson Rivers University © 2008 15 TRU Conference Planning Guide NSERC Strategic Workshops Program (SWP) These grants fund workshops which foster new collaborations between Canadian academic researchers and industry or government communities. The workshops should be small with approximately 20 participants per workshop. The grant can be used to fund a single workshop, or it can be used at various times for multiple workshops. The workshop organization must be headed by a joint collaboration between one academic and one non-academic leader, and participation in the event is by invitation only. The workshops may also be held in conjunction with other events such as conferences. www.nserc.gc.ca/professors_e.asp?nav=profnav&lbi=swp Canadian Institutes of Health Research (CIHR) – Meetings, Planning and Dissemination Grants Meetings, Planning and Dissemination Grants are intended to provide support for meetings, planning and/or dissemination activities consistent with the mandate of CIHR and relevant to CIHR Institutes, Initiatives, or Branches. Grants are available for these categories: Aboriginal Health Aging Cancer Research Circulatory and Respiratory Health Knowledge Translation Ethics Genetics Global Health Health Services and Policy Research Infection and Immunity Knowledge Translation Musculoskeletal Health and Arthritis Nutrition Metabolism and Diabetes Partnerships and Citizen Engagement Reproductive and Child Health www.cihr-irsc.gc.ca/e/780.html The Association of Canadian Studies The Aid to Student Conferences program assists students who host Canadian Studies conferences. This program invites students and scholars from other institutions and regions to deliver papers and exchange research results. Student conferences are an important vehicle in encouraging youth to pursue the study of Canada. ACS has traditionally provided funding for two conferences per year. www.acs-aec.ca/index.php?option=com_content&task=view&id=111 FUNDING OPTIONS – OTHER SOURCES Donations There often will not be enough funds to cover all aspects of the conference, and gaining donations is an excellent method of effectively cutting the conference costs. Donations can be solicited from a number of sources both on and off campus, although be sure to follow correct TRU procedure when contacting people and companies. On-Campus Donations: The TRU bookstore (Bookies) is the only provider of TRU related gifts on campus. They can provide TRU mugs, key chains, and even T-shirts which make excellent gifts for the conference participants, volunteers and invited guests. The gifts can either be purchased at the bookstore, if your budget will support it, or they can be requested through a donation letter. The letter should contain information on the conference, its participants, and it should indicate the type and number of goods requested. Address the letter to: Bookstore Manager Bookies Thompson Rivers University Bookstore Thompson Rivers University © 2008 16 TRU Conference Planning Guide 900 McGill Road PO Box 3010 Kamloops, BC V2C-5N3 Phone: 828-5142 External Donations: There are many great opportunities for funding from external sources within the Kamloops region, and the people and businesses of the area are usually very willing to donate either money or products in exchange for advertising at the conference. This advertising can simply consist of their product being made available to all conference participants, or it can involve the mentioning of sponsors during media interviews. It is up to the conference organizing committee to determine what will be offered to the donators in exchange for their gifts. Be sure to begin the fundraising process as soon as possible, especially if you are asking people or organizations for funds greater than $5,000 total or $250 per donation as this situation requires a lengthy proposal and review process by the TRU Administrative Council and the University Council. When soliciting donations from outside sources be sure to fully abide by the TRU Policy on Fundraising. It outlines all of the different steps required for gaining approval for your fundraising drive, what to do if you are requesting larger amounts from your sources, and the different application deadlines for approval of your proposal. If you have any questions about fundraising for cash funds or donations of products contact the Office of Advancement. They are responsible for all donations solicited and received by TRU, including those for conferences and other events on campus. They are also available to help with all aspects of fundraising for your individual event. Note: The Office of Research, Innovation Transfer and Graduate Studies also has further information on other sources of funding. Contact the office or visit the website at www.tru.ca/research for details. ADVERTISING Advertising is an effective method of disseminating information on a conference, but it has a tendency to become very expensive. There are a number of avenues available for no-cost advertising, some of them are detailed below, and the people responsible for the conference marketing should thoroughly research all available avenues. If the conference budget is large enough paid advertisements can also be a part of the conference marketing, but these costs can accumulate very quickly with little to show for your efforts. Only pursue this option if you are sure of a positive outcome from the advertising, and if the committee has determined that it is a quality expenditure which will reach your target audience. Your target audience, and the message you want to issue, will greatly influence the type and timeline of advertising. Be absolutely clear on these points before weighing the pros and cons for each method of advertising available. For all advertising, and information given to the media, you are required to abide by the related TRU Official Positions and Spokespeople Policy. News Releases and Media Advisories Issuing a news release or a media advisory about a conference which is to take place on campus is an excellent method of, hopefully, obtaining radio, newspaper, and possibly television coverage without spending any money. This coverage, however, is not guaranteed as all information which is contained in a newspaper or stated on the radio is given at the discretion of the media personnel. All the organizing committee can do is provide them with the information, illustrate why such details are important to the Kamloops community and hope for the best. All press releases are issued by TRU’s Marketing and Media Department, and should never be issued without their approval. This department will work with the conference committee’s media person in Thompson Rivers University © 2008 17 TRU Conference Planning Guide developing a release(s), and will take care of sending it to all of the media outlets in the Kamloops area. With this method not only will the conference benefit from individuals who are experts at media relations, marketing and who have diverse media contacts, but it will also benefit from the importance of TRU within the local community. A media release from the institution will have far more of an impact than one from the unknown conference organizing committee. When issuing any information to the media be sure to provide one or two consistent contact names. These should be the names of the organizing committee chair and/or a faculty member who is participating with the conference and its organization. The person must be fully aware and up to date on all aspects of the conference, from who the guest speakers will be, how many participants are expected and what institutions they come from, to the specific dates of the conference and the times for any conference-specific activities such as banquets or workshops that are open to the public. The media operates on tight deadlines, so be prepared for things to move quickly once you have made the initial contact with them. However, if you are receiving questions which pertain to official TRU perspectives or opinions be sure to forward the interviewer to the Director of Marketing and Media. This person is often the first point of contact for media inquiries of this type and is the official spokesperson for TRU. Director of Marketing and Media, Office of Advancement Phone: 828-5008 Fax: 828-5159 Marketing and Media Department: All advertising except HR Advertising Communications Creative and Publishing Services Logo Requests Media Relations – Events [email protected] [email protected] [email protected] [email protected] [email protected] News Releases should include the following information in a specific format: Thompson Rivers University © 2008 18 TRU Conference Planning Guide Contact Name Phone Fax/Cell E-mail FOR IMMEDIATE RELEASE News Release Main Title (in upper case letters) Subtitle (in upper and lower case letters) The Body: The first paragraph should clearly illustrate the who, what, when, where and how of your story. All of the information a media person needs to know about why you are sending a media release should be gathered from this one paragraph. The rest of the body should provide further details and supporting evidence for your statements made in the first paragraph. This can be done with the use of quotations from individuals who are involved with the conference, such as the organizers, faculty members or guest speakers. The body should also include further information about the conference, any participating organizations, special speakers, and any specific reasons why this conference is news worthy. If you are inviting the general public to the conference be sure to state this, and to provide all of the relevant information on venue, cost if any, times, etc, and make sure to include the full information for a person they can contact if they have any questions. The Boilerplate: This is the final paragraph of the release. It can contain background information on the conference and TRU in general; it is the standard text which you may use at the bottom of all your releases. - 30 Re-state the contact information here, or this can be done directly before the boilerplate. (Keep the entire release to no more than two pages; one page is the ideal). The Title: This should be catchy and somewhat opaque about the actual contents of the story. It is designed to create interest in the reader so they will continue on to read the rest of the release. The Subtitle: This should provide the reader with further information on the title. It should be no longer than one sentence. - 30 -: This indicates the end of the media release. It can be substituted with # # # Contact Name: this person should be the one responsible for all media for the conference, before and during, and should be knowledgeable about all aspects of the conference so they can be conveyed to the media in a clear and concise manner. Some excellent sites for further information on how to write an effective news release: PR Web: Press Release Newswire: www.prwebdirect.com/pressreleasetips.php PublicityInsider.com: www.publicityinsider.com/release.asp PRW: www.press-release-writing.com/press-release-template.htm For examples of TRU media releases go to: www.tru.ca/marketing/mediareleases.html Print Posters: All posters which contain the TRU logo must be approved by Creative Services before they can be posted around the campus. They are also a part of the Marketing and Media Department, and they handle all Thompson Rivers University © 2008 19 TRU Conference Planning Guide requests for logos and all other publications from TRU. Contact Creative Services at least 4 months in advance of having anything produced. Creative and Publishing Services [email protected] Logo Requests [email protected] Posters are an excellent method of notifying the campus community about upcoming conferences. When designing a poster be sure to make it easily read, eye catching, and clear in the message you want to have delivered to your audience. Keep your posters clean in design, clear in their writing and sophisticated in their colour schemes. When posting be sure to abide by TRU’s Poster Policy, it outlines specific numbers of posters which can be posted on campus, when they can be put up, and how long they can remain there. Banners: Student Street in Old Main provides a venue for banner display. This, along with the use of posters around campus, is an excellent way to generate student, staff and faculty interest in your event. All requests for banner display must be made in writing to the Associate Vice President, Student Affairs. The request must detail why the banner is needed, how long you would like it posted and information on the conference. The request can be done either through e-mail or internal mail, and must abide by TRU’s Poster Policy. Associate Vice-President, Student Affairs Phone: 828-5292 Fax: 371-5514 Newspaper: This advertising method can generate interest in your conference, although there is a lot of competition for page space and reader interest in a newspaper, and it can be quite expensive. Other British Columbian or National newspapers are also an option for advertisements. It may be more difficult to gain their interest than the local papers, but if you have something which is unique – such as an internationally renowned speaker, presenter competitions, etc. – then there is a greater chance of recognition. All advertisements in a newspaper for events or conferences which are hosted by TRU will require the inclusion of the TRU logo. This means that all advertising purchases need to go through the Marketing and Media Department rather than being purchased individually. They will help you with advertisement layout, content, and they may be able to advise you on ideal run times for the various local and regional papers. All advertising except HR Advertising [email protected] Communications [email protected] Contacts for some of the local Newspapers: Kamloops Daily News: Classified ads are published in print and on-line The Daily News 393 Seymour Street, Kamloops, B.C. V2C 6P6 Phone: 372-1010 Fax: 372-0823 E-mail: [email protected] Senior Connector: 107 – 540 Seymour Street Kamloops, BC V2C 2G9 Phone: 374-8883 Fax: 374-8802 Contact Mike or Dan Thompson Rivers University © 2008 20 TRU Conference Planning Guide Kamloops This Week: All of the advertisements are posted on-line through BCclassified.com with links to other newspapers around BC. Web: www.bclocalnews.com/bc_thompson_nicola/kamloopsthisweek Sun Peaks Independent News Inc.: PO Box 1012 Sun Peaks, BC V0E 1Z1 Phone: 578-0276 Cell: 318-4257 Fax: 578-0287 E-mail: [email protected] Edge Publishing Inc.: (includes the Downtown Echo, North Shore Echo, Seniors Own Echo) Phone: 374-3246 Fax: 374-3247 E-mail: [email protected] Radio There are many different opportunities to advertise for a conference in the community through the radio. These can include advertising spots, though they tend to be very expensive, or they can include interviews and invites to talk with the hosts during their programs. If a media release generates enough interest with the media personnel the contact person from the organizing committee may be asked to come in for an interview, or may be asked to provide one over the phone. In-Person Interview: Clearly convey what the conference is about, who is attending, why the listeners should take time out of their busy schedules to go to it, where and when it will be held, and any costs associated with it if you are there to issue an invitation to the public. Another reason for wishing to have an interview may be that you would like to discuss recent developments in the field(s) of study to be discussed at the conference. Write down the information you want to cover ahead of time (there is nothing worse than forgetting the details while live on air), and practice talking about the conference with others. The more you talk about it the less nervous you will feel when you need to do so in an interview. Over-the-phone Interview: As with in-person interviews. May be requested at the last minute. Do not be afraid to ask that the interviewer call you back, or if you can call them, so that you are able to properly prepare for the interview. Call back ASAP. Remember, they have editing equipment, so if you make a mistake or stumble when speaking they can edit it out. Television Television interest is generally much harder to obtain than either print or radio, and it is much more expensive for purchased advertising than any of the others. Some methods of generating interest for a news team, as with a newspaper or radio team, include issuing them an invite to see a workshop or guest speaker at the conference, to provide them with a media gift basket with tickets to the banquet or other events on campus, and of course to issue media releases. Do all that you can to develop a solid relationship with the media, since by establishing such a relationship for one event you may have more luck generating interest for any subsequent ones. Television Interviews: Remember that you are representing not only the conference and its participants but also the institution of Thompson Rivers University; looking and sounding the part is essential. Thompson Rivers University © 2008 21 TRU Conference Planning Guide Dress professionally and convey the message clearly and articulately to an audience. Relax; ignoring the camera and just talking to the interviewer will help. Smiling and being excited about the topic of conversation, in this case the upcoming conference or new developments in a research field, will do more to sell your message than facts alone. Like radio, the editing team at the television station can remove the instances where mistakes have been made, so have a good time, convey the important information professionally, and enjoy the process. Contacts for Radio and Television Providers in Kamloops: Broadcast Centre (includes CFJC-TV, B-100 radio, and CIFM radio) 460 Pemberton Terrace Kamloops, BC V2C 1T5 Phone: 372-3322 Fax: 372-5229 E-mail: [email protected] Sandy Heimlich-Hall – Assistant News Director Phone: 851-3204 E-mail [email protected] NL Broadcasting Ltd. (includes Radio NL, The River, and Country 103 FM) 611 Lansdowne Street Kamloops, BC V2C 1Y6 Phone: 571-5222, 374-1610 Fax: 571-5241 E-mail: [email protected] Jim Harrison – News Director E-mail: [email protected] Shaw Cablesystems 180 Briar Avenue Kamloops, BC V2B 1C1 Phone: 312-7116 Fax: 312-7119 E-mail: [email protected] Academic Avenues To issue a call for papers, or a call for topics, you need to notify other universities in Canada and around the world – this depends on the size of your conference. Some approaches include: Contact all of the people and institutions who participated in previous years. They may be willing to send more people again, or to recommend that others go. Contact other universities’ departments to express an invite for papers. Send the information not only to the secretaries and dean of the department, but also to the different faculty members who may be researching in a similar field as targeted by the conference. Such people have more access to the students who may want to go, and they will also have professional networks through which they can spread the word about your event. When contacting people be sure to include all of the relevant information they may want to know about the conference: o Title and subject o Available funding for travel or participation o Location and duration of the event o Estimated total costs for them o Any prize money or opportunity for publication o Paper submission information – length, deadlines, etc. Thompson Rivers University © 2008 22 TRU Conference Planning Guide Contact information where submitters can go for further information – a website is usually the most common. This information should be condensed down into a one-page poster which can be posted by the different institutions and departments; with today’s technology this can easily be done with an email attachment. You may also want to provide your contacts with further information which they can forward to the students and faculty who would like clarifications on any aspect of the call for papers or on the conference itself. Research and contact the different scholarly associations which are interested in the same field as the conference. Again, provide them with all of the available information about the conference, include a poster for them to post for you, and ask them if they would be willing to provide a web link to the conference webpages on their website. o The associations may also be interested in providing a keynote speaker, or sponsorship funding for the conference. o Websites There are many websites dedicated to advertising different conferences across the country and around the world. As more and more of academia is moving towards communicating by the internet, advertising with the same medium can be especially beneficial. When posting be sure to include the relevant dates and information, along with details on how long you would like to run the advertisement, on as many sites as possible. Conference Alerts: Academic Conferences Worldwide: www.conferencealerts.com o Large database of worldwide conferences searchable by discipline and country. Posting is free. H-net: Humanities and Social Sciences Online: www.h-net.org/announce o Calls for papers, conference listings, and free posting for humanities and social sciences conferences. Atlas Conferences: http://atlas-conferences.com/ o Searchable database for international conferences, posting is free. Anthony Wood at the University of Virginia: www.cs.virginia.edu/~adw5p/conferences.html o Faculty member in the department of Computer Science who has compiled a listing of conference dates in his field. Send him an e-mail and he will add your conference to the list. Conference Service Mandl: www.conference-service.com/conferences/index.html o Free listing service for scientific and technical conferences from around the world. The conference details will only be listed once they have been edited by Conference Service staff. It also includes a searchable database by country and discipline, posting is free. Academic Keys: www.academickeys.com/all/choose_discipline.php?go=conferences o Searchable database of different conferences in Canada and International. Search by country, state/province, or by discipline. Posting is free. Other internet venues for advertising can be the websites of any organizations or committees associated with the conference or disciplines represented there, and any blogs used for academic discussion. There are many of these, so it is a good idea to begin your research early. Advertising at TRU TRU itself offers a few avenues for conference marketing. These generally offer no-cost advertisements or interviews, but be sure to check with them for further information. 92.5 FM TheX: CFBX the X 92.5 FM 900 McGill Road, House 8 Kamloops, BC, Canada V2C 5N3 Phone: 377-3988 Fax: 852-6350 Email: [email protected] Web: www.tru.ca/radio8 The Omega: 900 McGill Road, House 2 Kamloops, BC, Canada V2C 5N3 Phone: 828-5069 Web: http://theomega.ca/ Thompson Rivers University © 2008 23 TRU Conference Planning Guide The TRU Website: Today most conferences are searched, and applied, for on-line, so be sure that your conference is posted on the TRU website and easily searched for/linked to from outside sites. Also, ensure the conference website is easily linked to from the TRU homepage as there is nothing worse than having the presenters search for the conference information/registration in vain. Finally, the conference dates can be added to TRU’s Event Calendar for simple look-up. TRU’s WebCT may also be another avenue for advertising. Contact IT services regarding this. o Contacts: To have the conference added to the Events Calendar send all the information (Where? When (date & time)? What? Cost? Audience? Who to contact?) to [email protected] TRU’s Television Screens: TRU recently installed television screens in the various main meeting areas around campus, such as the International Building’s coffee area and Student Street in Old Main. Contact IT Services regarding advertising in this medium. Community of Kamloops Gaining community participation and generating community interest in university activities can be one of the most difficult goals of any institution. For someone from outside of the university to come to a conference they first need to be made aware that the conference is occurring, and second that it is interesting or relevant enough for them to come; when advertising it is imperative to know your target audience, and to tailor your advertisements to each group. Contact any businesses or organizations in Kamloops and the surrounding area which are even remotely connected with the conference theme, and ask if they can provide a link to the conference website from their home pages. Contact related government or private businesses for their attendance or sponsorship. For example, if the conference theme touches on forestry issues, the Ministry of Environment may be very interested in attending, providing speakers, or in helping to offset the cost of the conference. Ask local businesses if they would be willing to post one of the advertising posters in their window. Many businesses are quite willing to do this if you enquire politely after introducing yourselves, and it allows access to many different people in the community; however, this activity does require a lot of leg work and time. This list of possible advertising avenues is certainly not exhaustive. Use your imagination, sit down with other members of the committee and brainstorm some further ideas, and do as much research as possible. LETTER WRITING Conference letters are for invitations to guest speakers or special guests such as the AVP of Research, invitations to the media, donation letters, and many thank you letters for services rendered. Each of these situations requires a specific type of letter, correctly addressed to the recipient, and which must be professional, clear, prompt, concise and personal. See the letter templates in the Appendix for exact information on what to include in your letters. Session Chair Invitations The invitations for session chairs can range from the formal to the informal depending on the type of conference and the individuals involved. For smaller conferences you may want to invite your chairs from among the faculty members and graduate students at TRU, and this can often be done with an in-person visit or an invitation sent by e-mail. If the conference is larger you will not have access to the required number of individuals from TRU, so you may want to issue invitations to academics from other institutions. All session chairs, regardless if they are students or faculty, internal or external, need to be experts in the session field. Chairs who are students should also be chosen because they have a proven track record of Thompson Rivers University © 2008 24 TRU Conference Planning Guide excellent academic performance in the required area of study. Having a chair who is not versed in the session topic can lead to poor discussion facilitation, or no discussion at all as they are required to instigate the discussion if no one else has questions or comments for the presenters. When issuing an invitation to a session chair be sure to include all of the relevant information about the conference and the person’s role while there. For example, information on the conference dates, the time of the session(s) that will need to be chaired, what the session theme will be, who will be presenting at the session, and if there is any payment for the chair’s services need to be provided. Also, if the conference participants are expected to send their papers to the chair before the conference for comment, details of these duties need to be related to the individual either in the initial invitation or in subsequent correspondence. It is also a good idea, as with the invited speakers, to have an alternate choice for session chair in case of last minute cancellation. This person should most likely be from TRU to avoid any rushed travel plans by someone from another institution. See the sample invitation letter in the Appendix. Invited or Guest Speaker Invitations When inviting individuals to speak at the conference it is a good idea to create a list of people who you would like to come, and then list them in order of most to least desirable. Once this has been done, send out an invitation to the first person on the list. Do not send out any more – unless you want more people to speak at the conference – and wait until you have received a reply before contacting anyone else. It is in poor taste to send out a lot of invitations, have too many people accept, and you being obligated to send out letters which say “thanks but no thanks.” See the sample invitation and thank you letter in the Appendix. Media Invitations Another form of advertising is the direct invitation of individual media persons. These invitations should be formal letters expressing the conference committee’s desire to have the person attend the conference. The letters, a sample is provided in the Appendix, can be included along with gifts from TRU or the conference sponsors in media baskets. Items which can be included in a media basket: Conference banquet tickets for the invitee and a guest TRU Athletics tickets Sponsor provided items TRU items such as mugs, pens, note pads, etc. Chocolate or candy When issuing an invitation to a media person be sure to include a copy of the conference program and biographies of the guest speakers if these are not already included in the program. Thank You Letters to Conference Participants – Including the Invited Speakers and Special Guests: All letters sent to individuals or organizations outside of TRU need to include the official TRU logo. Thank you letters sent to conference participants can be quite similar to the letter sent to guest speakers; however, be sure to make them as individualized as possible. This can be effectively achieved by discussing the person’s presentation or paper. Feel free to talk about the positive reception their work has had, whether their work has stimulated conversations (formally or informally), and any other contributions to the conference they may have provided. Be sure to also update them on any developments with the conference publication, or any other postconference proceedings. Thompson Rivers University © 2008 25 TRU Conference Planning Guide If you want part of the letter to be generic for all letters sent, to reduce the time spent writing them, be sure to include only information which is the same for all participants. Sending a letter which thanks someone for something they did not do immediately erases any feeling of sincerity and specialized attention that you are striving for. To increase the personal touch of the letters you may want to handwrite their contents. If this is done it is imperative to have a person who has excellent penmanship do the writing. Thank You Letters to Donators It is generally a good idea to issue a thank you letter for a donation within 24 hours of it being received. This ensures that the donator is made aware that their gift was appreciated, and waiting until after the event for which the item or service was donated to issue the thank you can give the impression that their actions were not remembered or essential to the conference proceedings. The thank you can be viewed as an afterthought in this case. Another method of thanking your donors is to issue two letters, one when the donation is received, and another after the conference. This is a good idea when a donation was received more than three months before the conference. The issuing of a second thank you letter is an easy way to maintain the connection with the donator, and will help create a relationship where other donations can be asked for in the future. The letters, like those sent to the conference participants, should be hand written. It is up to you whether the thank you letters are given in person to the donator, a great method if you have the time as it provides a personal touch, or mailed. INTERNAL TRU LETTERS Invitation Letters to Special Speakers from TRU Invitation Letters to the AVP Research: The AVP Research should be the first point of contact if you require a welcoming speech/statement for the conference. The invitation letter is very similar to that for a guest speaker, but be sure to indicate what specifically you would like the AVP Research to do at the conference and how long it is expected to take. Speak at the opening/closing banquet Provide a written statement for someone else to read or to be included in the conference program/publication Attend a banquet or special event Meet a distinguished speaker or special guest Send out your invitations well in advance of the event to avoid a conflict with other obligations. It is a good idea to send it out at the same time as you are inviting guest speakers. Thank you letters should be as per invited speakers. Research, Innovation Transfer and Graduate Education AVP Research Thompson Rivers University Trades and Technology Building, Room 155 Web: www.tru.ca/research Invitation Letters to the University President: If you wish you can also invite TRU’s President to the conference, to speak, open a session, or welcome the participants to the university. The guidelines for invites to the AVP Research also apply here. Most correspondence to TRU’s president should be sent to his executive assistant, who will then forward it to the president. Office of the President Thompson Rivers University Thompson Rivers University © 2008 26 TRU Conference Planning Guide Clock Tower Building, Room 312 Box 3010 Kamloops, BC V2C 5N3 Web: www.tru.ca/president.html Thank You Letters to TRU Staff, Faculty and Departments Thank you letters sent to individuals and departments at TRU who helped in the conference organization should also be individualized as much as possible. Update the recipients on whether or not there will be another conference in the future, and state that you would appreciate their assistance again. These letters do not need to be sent on official letterhead, a tasteful card will do, although it is up to you whether to have the cards’ contents printed by a computer or to have them hand written. Handwriting is personal, and may be appreciated more than a computer generated note. If you opt for handwriting be sure to have someone with neat and completely legible penmanship write them. Envelopes These should not be hand written. Use a computer to generate the addresses for a more professional look. Links: A great website for sample letters is WritingHelp-Central at: www.writinghelp-central.com/sample-letters-business.html MAIL Official TRU Envelopes When sending anything by mail from TRU it needs to be sent through TRU’s Purchasing Department. They are the ones who handle all of TRU’s external and internal mail or shipping requirements. Mail Room TRU contracts its mail service through BC Mail Plus - a division of the product sales and services within the BC Ministry of Management Services – which does all the metering of mail for TRU’s outgoing mail. Mail bound for Government Ministries as well as many school districts, universities and crown corporations are identified as "House Mail" and must be rubber-stamped as such. This mail does not go to Canada Post, but goes through the BC Mail system. Letter Mailing Instructions: 1. Letters may be unsealed but must have the flaps down. Please use elastic bands for bundles. BC Mail Plus machinery will seal and post mark letters automatically. 2. Flats must be sealed and the out of country ones highlighted. 3. Small packages and parcels must be inspected to ensure they are wrapped securely. If staples must be used to seal the items the visible ones must be "taped off." Canada Posts' machinery does not like staples. Out of country items must be labelled as to contents and value (this is required for the customs declaration) along with phone numbers, address and "To" and "From" to be clearly marked on the package. Out of country returns to vendors must have a custom declaration completed by the TRU mail service. Note: You are responsible for separating "Out of Country" mail from "Domestic" mail, and from/to Border Security Requirements on USA and International Items. Customers sending items to the U.S.A. and International destinations must provide complete sender and addressee information. Items without sender, addressee and telephone information could be denied entry into the U.S.A. and other countries because of tightened border security requirements. Thompson Rivers University © 2008 27 TRU Conference Planning Guide Mail Rates for BC Mail Plus: For more information on rates and details on this service please see the BC Mail Plus Website: http://pss.gov.bc.ca/bcmp/home.html Mail Delivery and Pick Up Schedule: See the Purchasing website for details on the mail delivery and pick up schedule for all the buildings on campus. www.tru.ca/purchasing/mail.html Shipping & Receiving The Central Stores Warehouse is responsible for shipping, receiving and distributing all items entering or leaving TRU. Weigh bill forms and courier envelopes used to send items off campus are available from Central Stores Courier forms are ordered from Stores by filling out an Interdepartmental Invoice. Be sure to include an appropriate account number on the Invoice and on the weight bill when you fill them out. If Stores does not know what account is to be debited they cannot ship the items. Central Stores ships items by using the most appropriate service for your package based on its destination, weight and delivery time factors. For example, if a parcel needs to reach its destination by the next day they will ship by over-night courier. Parcel Delivery and Courier Service Parcels that cannot be sent via mail are handled by Stores. Weigh bills and special envelopes for courier delivery are available from Stores and are ordered with an Interdepartmental Invoice. Priority Post envelopes are available from both stores and the central mailroom. Stores generally recommends that all mail and packages that need to be delivered quickly by courier to out of town addresses be sent by Priority Post if the destination is within BC, and by Courier if the delivery is to be made out of the province. However, the actual service used is best determined by Stores who will take into account your parcels destination, weight and delivery urgency. Couriers pick up from only one location on campus - the Central Stores Warehouse - and occurs between 2:30 p.m. and 3:00 p.m., Monday through Friday. If you have packages for courier service simply call local 5383 before 2:00 p.m. and someone from Stores will pick up the items and have them ready when the courier people arrive. Couriers will only pick up items that are either inside special envelopes or have attached and completed weigh bills. When ordering courier shipping forms from Stores be sure to include the department making the shipment and the account code to which the courier fee should be charged. In addition, you must include the cost centre code on the weigh bill forms when they are used. These codes can be found on-line at: www.tru.ca/finance/financeindex.html If you have a letter or parcel for delivery or pick up, just call the central mailroom at local 5393 or Stores at local 5383 and leave a message. Emergency or rush pick ups may be arranged by calling the Central Stores warehouse. Note: Please use Canada Post mail service in situations when immediate or overnight delivery is not required. Courier services can become a significant cost to your event if such services are not used prudently. Associate Director of Ancillary Services, Business Operations Senior Buyer E-mail: [email protected] Thompson Rivers University © 2008 28 TRU Conference Planning Guide Phone: 828-5299 Buyer Phone: 828-5475 Miscellaneous supplies Terry Trophy orders Warehouse – Stores (Shipping and Receiving) Phone: 828-5383 Fax: 828-5086 Transportation services (courier) Vehicle rentals/purchases Purchasing Assistant Phone : 828-5384 Department clerk Purchase order inquiries Expediting orders General inquiries Mailroom Phone: 828-5393 FINANCES TRU Financial procedures are specific to the individual situation and requirement, so it is beneficial to check with the Finance Division regarding your specific needs. If the conference is primarily student organized, it is the role of the faculty member to help with the various financial requirements for the event. This includes the completion of various financial forms, and creating a conference account with Finances and with the TRU Bookstore as students do not have sufficient authority to perform these tasks. Visit Finance’s Procedures Manual for detailed information on how to complete these tasks, and for information on what is required for an event at TRU. On the Finance website you can also find the relevant financial forms, such as Purchase Requisitions and Interdepartmental Invoices. Finance Division Web: www.tru.ca/finance.html CONFERENCE NOTIFICATION Some conferences put out a conference notification prior to their call for papers. This is possible if you have enough time before the start of the event, and it is a good way to prepare prospective speakers for an abstract or paper submission. A conference notification does just that, it notifies potential participants that a conference on a specific topic will be held in the near future. This gives them increased lead time to organize a paper for submission when the call for papers is issued. If you decide to issue a conference notification you should include information on the dates and location of the conference, along with information on the theme/purpose of the event, and information on any participating or hosting organizations. Also, if any organizations are involved with the conference be sure to indicate in the conference notification whether participants are required to be members of an organization to participate. CALL FOR SESSION THEMES If the conference committee is having trouble developing specific session themes a call for session topics can be issued in conjunction with a call for papers. Applicants can be encouraged to submit related papers in a group so that they form one session on their own. CALL FOR PAPERS If you skip the notification and proceed directly to a call for papers, be sure to include all of the information which would have been included in the notification. As a call for papers typically is issued closer to the conference date than a conference notification, by the time it is sent out the organizing committee should have solidified further details about the conference. These details, which would include specific submission deadlines, submission document type (paper, abstract), document length, and an indication of whether full papers are required for future publication, should also be included in the call for papers. In addition, at this Thompson Rivers University © 2008 29 TRU Conference Planning Guide point you also may want to include information on any guest speakers, seminars, workshops, or field trips which will be a part of the conference. There are many different approaches to the call for papers. Some conference organizers opt for keeping the provided information minimal, while others will supply background information on the conference, the institution, or any participating organizations. It is up to you what you include. However, you may be forced to edit the information to fit the different advertising media available; posters hold much less information than websites or PDF files do. Note: Include the same contact name on all pieces of information provided to the public, or be sure to make the duties or responsibilities of each, if more than one name is included, clear so people are aware of whom to contact when. Ensure that all submissions, either abstracts or papers, are submitted in electronic format. Paper copies can be cumbersome both for the sender and the recipient, and most conferences and academic journals are requesting electronic copies of all papers. See the Appendix for samples of other calls for papers. PAPER REVIEW COMMITTEE If the conference will be peer reviewed there are many different methods of deciding which submissions should be included in the conference. Some conferences admit anyone who applies, while others go through rigorous reviewing procedures. Determining the goals of the conference may help decide this. For example, a conference which is designed to provide students with presenting experience may not want to screen the applicants very rigorously, while one which will draw practicing scholars from around the world should be very specific about who is able to present. If there is a review process for the conference submissions, you should ensure a blind review. This can be done by having the applicants send their abstract/paper with no distinguishing elements that would allow a reviewer to know who the author is, or what institution the author is affiliated with. Often sending the writing as an attachment with only a title to distinguish it from the other submissions is needed. Some conferences have the applicants submit both an abstract and a presentation paper for review. What sometimes occurs is that the conference committee will send the abstracts to knowledgeable reviewers, who in turn select the strongest abstracts. The corresponding papers to the strongest abstracts are also sent to reviewers who read over the papers and provide their opinions on the work. The organizing committee then takes the reviewers findings and makes a final decision from there. Other conferences have the conference committee make a first cut to the abstracts, and then send the papers to the reviewers, or to another committee for review. Whichever method is used you must ensure a blind review process to minimize potential biases, and the reviewers should be familiar with the field that the papers are submitted in. Faculty members or graduate students are an excellent resource for this aspect of the application process. The Review Process Possible question subjects for review of an abstract: The relevance of the argument to the conference theme The importance of the research The originality of the topic The quality of the abstract Possible question subjects for review of a paper: The same questions used for abstract review plus: Source usage Clarity of argument The use of images Sentence structure Paper length Standard of the conference language, such as English or French Thompson Rivers University © 2008 30 TRU Conference Planning Guide Appropriateness of the title Many conference organizers, and academic journals, have their external reviewers complete a review form for each piece of writing they look at. These forms make it clear to the organizers what the pros and cons for each paper is, making for an easy decision, and it allows the reviewer to record their thoughts in a clear and concise manner. Example of a review form: CONFERENCE PAPER REVIEW FORM Thank you for taking the time to be a reviewer for __________ conference at Thompson Rivers University. The papers for review have been selected from previously critiqued abstracts. Usually the papers selected for review are of high quality; however, sometimes an author will have a strong abstract but a paper which is deficient in a number of areas. We ask that this form is completed for all papers reviewed, and full details are given for any improvements which can be made to the paper. These comments are especially beneficial to the authors who may have less experience than others in presentation writing, or who are not particularly strong writers. The comments will help such individuals gain the exposure and knowledge they need to excel in a conference environment, and any comments made will be forwarded to the authors anonymously. Conference Name: _____________________________________________________________________ Paper Title: ___________________________________________________________________________ Reviewer Reference: ___________________________________________________________________ ___________________________________________________________________ Please rate the paper out of 5 points with: (1) = Very Poor, (2) = Poor, (3) = Satisfactory, (4) = Good, and (5) = Excellent. Relevance of the argument ______________________ Quality and strength of argument __________________ Importance of the topic to the field _________________ Clarity and organization of the paper _______________ Paper length __________________________________ Evidence/Source usage _________________________ Quality of writing _______________________________ Appropriateness of title __________________________ Total Points* __________________ Further Comments for the Author: __________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ (Please indicate if you have continued the comments on a separate page) Would you recommend this paper to the conference? Yes or No? Please circle one. Signature: __________________________ Date: _________________________________ *Any papers with a score of less than 30 points will not be accepted This form can and should be changed depending on the type of presentations and research expected at the conference. The form should also be made available on-line for the applicants to view prior to submitting their papers. This way you can ensure the conference is practicing a fair and transparent review process, Thompson Rivers University © 2008 31 TRU Conference Planning Guide and it allows the applicants to review their own papers according to the criteria in the form, ideally resulting in an improved piece of writing. When reviewing a paper it is recommended that a reviewer read it through three times; the first for general overview and familiarity with the subject, the second for argument detail, and the third for recording information about the paper to be used in the review. With three reads a reviewer should be able to make not only a decision about which papers are strong enough to include in the conference, but also be able to make a convincing argument about why the decision was made. REGISTRATION After all of the abstracts or papers have been read, and the conference paper-review committee has come to a decision on who has been accepted to present at the conference, the registration form and conference fee payment options can be made available on-line. The registration form should contain spaces for: Conference dates and location Registration deadline University contact information Participant contact information Details on food allergies and preferences, such as vegetarian or vegan dishes Box to indicate if the person wants to be included in the conference publication Box to indicate attendance to any banquets, special events, or conference seminars/workshops o dates and prices o how many guests will be accompanying the participant o any special requirements for the participant If you are providing parking/transit passes be sure to supply a box where the person can indicate if they will be driving, or the ages of the people who will be attending (there are different transit passes for people of various ages). Also indicate the maximum number of parking/transit passes that will be provided for each person. Payment options. Asking for credit card information or a cheque on the form are some payment methods. Payment on-line, or in person at the event are other options. If paying online contact IT Services about creating a secure payment site. Form submission options Registration Fee When initially determining your budget you may want to also establish your registration fee, and decide what percentage of your operating cost it will cover; this fee is usually charged by most conferences, but feel free to waive or reduce it for guest speakers (mandatory waiving of all fees), conference volunteers, or early registrants. Media Release Form A general media consent form could also be included with the registration form, especially if you are expecting to have an active media presence at the conference. Having all conference participants sign the form removes any potential problems associated with the usage of their images for the media covering the event. Anyone under the age of nineteen needs to have the form signed by a legal guardian, and all forms should be received at the time of registration. Photographer: Another reason for having this form signed is so any photos taken either by an in-house or hired photographer can be used for future TRU marketing or publication campaigns. If you hire a photographer you may want to make any photos taken available to the conference participants, at no charge or for a fee, as a nice souvenir of their time at TRU. Have someone at a booth where people can come and book the photographer, or purchase photos taken, for their presentation. Payment for the photos will have to be made in conjunction with the photographer. Thompson Rivers University © 2008 32 TRU Conference Planning Guide SPECIAL CONFERENCE EVENTS AND TOURS Most conferences include a special event or trip for the participants. These must be related in some way to the theme of the conference, and should be educational in context. Visiting a local research centre, museum, or an active field research site can be beneficial to the conference participants as such trips provide an educational opportunity, and they can be beneficial to the local community and TRU. Field trips not only educate, they also highlight to the participants the innovative work that groups and individuals in and around Kamloops and TRU are engaged in. These tours also generally include a fee to cover the cost of transportation, venue entrance, and sometimes food. There are many different possibilities for a special conference trip from the Adam’s River Salmon Run, Fallow Deer farming in Merritt and the Highland Valley Copper Mine, to the Secwepmec Museum and Heritage Park, the Kamloops Museum and other cultural events around the city. If you are expecting a larger group for the event, and you are planning on visiting a company or business, be sure to book well in advance to avoid conflicts later on in the year. WEBSITE DESIGN A website is your key to having easy and inexpensive communication with the conference participants, and no organizing committee should do without. The website not only needs to provide the required information on the conference, but should also contain links to other sites where participants can find further details on the conference venue, the host university, and the host city. You may want to include links to associated organizations, your donors, and to guest speaker homepages. Any updates or changes made to the conference proceedings or organization which will impact the participants needs to be posted on the conference website. In addition, it may be easier both for the organizing committee and the participants to make any registration forms and payment options available for completion and/or download on-line. The conference webmaster should contact the Web & Internet Services Coordinator at Information and Technology Services 6 months before you want the website launched. The person will ensure that the site conforms to TRU web policies, and will put you in contact with other people at IT services who will help launch the site. Creative Services, Web Division, should also be contacted at this time as they are the ones responsible for helping to design any graphics for your website including the site’s banner. Creative Services E-mail: [email protected] Information and Technology Services E-mail: www.tru.ca/its.html There are many different options for the website design, but whatever layout is chosen the site must include some basic information for the conference participants. Contact information for TRU Conference notifications, calls for papers Any notices to participants, especially if something is changed in the original conference program Payment information List of key dates (registration deadline, conference dates, abstract or paper submission deadlines, hotel reservation deadlines, payment deadlines, etc.) Information on the conference theme Biographical information and pictures of special speakers or guests Conference location (it is nice to either include information on the city of Kamloops and TRU, or provide links to the City of Kamloops and Tourism Kamloops websites) Thompson Rivers University © 2008 33 TRU Conference Planning Guide Information on available accommodation, including links to relevant websites Transportation information – either links to various websites like Kamloops Transit, or include the specific details in the site. The conference program from preliminary schedule to final program Any relevant information on participating/organizing organizations Sponsors list Information on conference awards An Q&A section if you wish After the conference include a section on the publication, and information for authors on required style guidelines. Make sure to keep the website easily read and uncluttered. Also, be sure that it is easily navigated; you may want to have someone who is unfamiliar with the conference, and hence unfamiliar with the website contents, come and try it before launching it to the web. SCHEDULE When designing the schedule of the conference the committee needs to decide if they want the sessions to run concurrently so the audience and other participants can choose between a number of presentations going on at the same time, or if they want to have only one session at a time. This decision will also be influenced by the number of presenters who are attending the conference; the larger the conference the more sessions you may require during the day, and concurrent sessions are an easy method of maximizing the number of presentations in the least amount of time. Whatever schedule is adopted be sure to leave enough time in between the sessions to allow the people to go to the next venue, or for them to have a snack or lunch. A sample schedule can be found in the Appendix. PARTICIPANT INFORMATION PACKAGES Much of the information or objects which can be included in a mailed information package can be posted online in a separate section of the website (Participant Information). In addition to on-line, some of this material can also be made available to the participants upon arrival at the conference. It will never fail, many presenters will forget the important information at home, so it is prudent to produce copies of everything to give out in person. However, any parking passes or transit passes may have to be sent out ahead of time to ensure the people receive them prior to traveling to Kamloops. Information which can be included: Parking (including a map, TRU parking regulations and contact numbers), Public Transportation options o Bus route maps and schedules o Rental car contacts o Taxi company contacts Driving directions to the event or accommodations Accommodation options Conference program Information on the city of Kamloops Individual presentation times Name tags Donated gifts such as restaurant coupons Parking permit if one was purchased Bus passes if they were purchased Details on transportation from the airport/coach station/train station to the hotel. Will the person need to take public transit, rent a car, take a cab, or be picked up. Details on transportation from the hotel to the conference List of frequently called numbers in Kamloops and at TRU When to Distribute: Thompson Rivers University © 2008 34 TRU Conference Planning Guide There are a number of options to determine when to distribute/make available on-line the participants’ information packages, and it is primarily determined by the package contents. For example, if the packages contain details on possible accommodation options they need to be made available sooner than if they only contained details which were pertinent to the conference itself not to trip planning. However, at the latest the packages should be sent out one month prior to the conference. GUEST SPEAKER PROCEDURES The approach and treatment of a guest speaker is much different to that of other conference participants. It is a good idea to have someone (or a small group) be at the place of arrival (airport, station, etc.) to welcome the person. You should not expect guest speakers to find their own transportation anywhere at any time during the conference; if you need to, assign a driver to the person. Also, it is courteous to take the person to dinner/lunch a number to times during the course of the event. The person is an important and special guest and should be treated as such. It is a general practice to provide the guest speakers with an honorarium for their time and effort, which can be gifts from TRU or the City of Kamloops. Usually guest speakers are not paid for their services, although they should not be expected to incur any expenses for their time here either. Any conference-related purchases, such as food or transportation, should be covered by the conference budget, and the speakers should keep their receipts for this purpose. RECORD KEEPING AND ORGANIZATION Be sure to keep accurate records of all the contacts you have had with the special presenters, the conference participants, Word or Excel files will work nicely for this, and all individuals or organizations that have provided goods or services to the conference. These records will not only help keep everyone organized and help to ensure nothing is missed, but the information contained in them can be used to generate thank you letters and name tags later on. They are also useful for the tracking of people before and during the conference – accommodations, if they are attending the banquet, transportation requirements, special requests/needs, etc. It is a good idea to keep all associated hard-copy documents within the same file docket, and electronic documents in the same file as the applicable databases. For example, the Donations database should be accompanied by copies of all donation letters sent out, copies of all replies, and copies of all correspondence between TRU and the companies – both written and electronic (so save your e-mails to a file). This is similar to the Guest Speaker and Participants databases, but for these it is a good idea to save copies of biographies, abstracts, pictures, and papers. If you have many participants it is very easy to loose papers or other important information. You may also want to print out the electronic files as another backup. For all information on a computer be sure to create multiple backups, and to backup the data regularly. This can be done by saving the information to a removable hard drive, to disk, or onto e-mail. A computer crash could not only make TRU appear unprofessional, but it could also delay the conference organization by months if the files were not properly maintained. Sample Databases Donations Database: Company Name Requested Donation Contact Dates Details of Contact Contact Person Result Guest Speaker Database: Name Contact Person Information Contact Dates Details of Contact Result Accommodation Abstract or Paper Submissions Database Thompson Rivers University © 2008 Transport (to and during the conference) Notes Finances (paid and required) 35 TRU Conference Planning Guide Author Name Inclusion in the Conference Publication Yes or No Title Reject Accept Participant Database(s) Contact Presentation Attending Attending Accommodation Special Fee Person Title Banquet Field Trip and Transport Requirements Payment Information This section, as the most complex database, could also include a space for recording who has submitted a media release form or not. Name Goods and Services Providers Database Goods or Service Contact Person Information Provider Contact Dates Details of Contact Fundraising Database Source Contact Person Information Important Dates (Application Deadlines) Dates of Contact Details of Contact Amount Requested Amount Received Financial Expenses Database Purchase Cost Product Use Contact Person Information Payment Method Payment Date VOLUNTEERS Conferences require many volunteers, especially if it is a large one over a number of days. The conference organizing committee can take over some of the duties, but there are always more positions to fill then there are committee members. It is a good idea to start recruitment early; this is especially the case if the event will occur around a particularly busy time of the semester – midterms, finals, etc. The earlier volunteers agree to work an event, the likelihood of there being a conflict with another appointment is reduced. Volunteers can be students, faculty, session chairs, or members of the community, but they should all have an interest in the conference or event proceedings. After determining how many required conference positions can be filled from the organizing committee, you can start recruiting from other areas. It is easiest to start recruiting among your school peers, so issue notices in the relevant buildings and go and talk to classes. Then go and talk to different faculty members – who are not directly involved with the conference organization – from departments related to the conference theme. Your recruitment may have more results if you allow the volunteers to choose their duties from a preprepared list. This will also help to ensure the volunteers show up at the time of the event instead of making their excuses and bowing out simply because they were not enthusiastic about what they would be doing there. Once you have your volunteers continue to check to ensure they are still able to participate in the event. Life does happen, and some of your original volunteers will need to cancel, but try and fill these vacancies as soon as possible to avoid problems later on. At a later date you should set up a meting to conduct any required training, and to review the various conference schedules. At this point make sure each volunteer has copies of the schedules, and contact Thompson Rivers University © 2008 36 TRU Conference Planning Guide names and numbers for committee members or TRU departments which are involved in case something goes wrong. Volunteer Roles and Duties The numbers required will vary depending on the size of the conference. Transportation: Guest and participant welcoming committee Drivers for the special speakers, and for the participants if you are personally picking some of them up once they arrive in the city, or driving them during the conference. Registration: Welcome people and provide them with an information package If fee payment is made at the time of registration someone should handle the money – possibly the treasurer – someone needs to make nametags and hand out completed information packages Handing of the food if not done by the CAC or another vendor Money handling Supervising any cash floats for financial transactions Answer questions, staff an “Info Point” Guide participants to sessions if they are in a separate building on campus – this can be the mediator of the session as well Garbage maintenance and general cleanup if this is not performed by Facilities Session maintenance – do the speakers have water, is there fresh water for each session, any cleanup, etc. Signage A/V Catering Media relations Special event management and supervision Banquet set-up and operation Resolution of any problems, and ensuring all mediators are present Supervision of volunteers Food Sales: Other: One method of gaining volunteer participation is to offer them compensation for their duties, which can include the waiving of all or a part of the registration fee or gifts from any of the sponsors and Bookies. PARKING AND TRANSPORTATION Parking To ensure there are enough parking places available to the conference participants, especially if the event occurs during the week when classes are in session, you can send a request to Facilities asking them to cordon off an area in one of the lots as Special Event Parking. They may or may not be willing to do this, especially if you would like reserved parking to be next to one of the buildings in a busy lot. If this option does not work, you may want to include in the conference information package details on which parking lots often have empty spaces available during the day. Note: TRU Facilities has published a parking guide complete with fares and parking map. It can be picked up in person at Facilities or downloaded in PDF format from: www.tru.ca/assets/facilities/ParkingGuide.pdf Courtesy Parking Permits: If you have a lot of money in the conference budget you can think about providing parking permits for the conference participants. 1. 2. Courtesy permits are available from the Parking Office – in the Facilities building – upon request, and are payable through interdepartmental invoice at a cost of $3.00 per permit. Permits will be valid for a period of one day only. Thompson Rivers University © 2008 37 TRU Conference Planning Guide 3. 4. 5. Courtesy permits are to be hung from the rear view mirror of the authorized vehicle. They are valid in designated student and metered parking lots. Permits are not valid in service vehicle, loading, staff, or special permit parking areas. Courtesy permits are not to be used in place of other paid parking permits. The Facilities Services Division Located in the Facilities/Stores building. Office hours are 7:30 a.m. to 4:30 p.m. weekdays. Phone: 828-5388 Fax: 371-5865 E-mail: [email protected] Web: www.tru.ca/facilities.html Public Transit For individuals who are flying in, or arriving by coach, you may want to provide information on the public transit services available to visitors in Kamloops. This includes a transit map, a transit schedule – specifically for buses which run by their hotel to the campus, and any information on operating times which may be altered during the time of the conference. If the budget permits, transit passes are also available for purchase in packages of twenty for the price of fifteen. Each participant can then have a number of passes given to them. Ticket packages can be purchased on campus at Bookies bookstore. The cost for the passes can be found at: www.busonline.ca/regions/kam/fares/#ticket_outlets Transit maps organized by area of the city, and a map of the TRU transit exchange are available on-line at the City of Kamloops Transit site: www.busonline.ca/regions/kam/schedules/map.cfm This website also contains a link specific for TRU Students, and it is here where schedules for busses which service the campus can be found. Taxi Service Some conference participants may wish to opt for taxi service rather than public transit when getting around town. Kamloops has few taxi options, and all of the companies require a person to phone for taxi service except when it is from the Greyhound Coach Station or the airport. Individual Pick Up Personally meeting people at the airport or coach station is always the most desirable method of transportation as it reduces the anxiety and cost associated with traveling in a strange city. Such service should always be offered to invited speakers. If you have a larger number of people who are being picked up at different times it is especially important to have a clear schedule of pickup times and locations. The arrival times of the people should be double checked on the day as some airlines have a tendency to frequently alter their schedules, and be sure to have the drivers arrive before or at the flight arrival time – it does not take much time to clear security and collect luggage at the Kamloops airport. When picking someone up it is a good idea to have a sign with the person’s name and TRU logo clearly visible. These signs can be printed out ahead of time and simply held up at the arrival gate, but be sure to have Creative Services approve them first as they do use TRU’s logo. To reduce the likelihood of missing the guest a meeting place at the airport can also be arranged prior to the date of arrival. Determining which people will be meeting the guests is an important decision for the organizing committee. Faculty members associated with the conference are always the number one choice, as are session chairs, but they are sometimes unavailable. A secondary choice would be members of the organizing committee, and if they are unavailable responsible and friendly volunteers are the next best solution. Regardless of who does go, be sure the person is a good driver, and that they are welcoming and friendly towards others. The first impression is always a lasting one, so do your best to make it as positive as possible. Airport Thompson Rivers University © 2008 38 TRU Conference Planning Guide If you cannot arrange personal pick up of the participants there are a number of options available for transportation to and from the Airport. Some hotels have airport shuttle service, and all Kamloops taxi services provide airport pickup. Also, Kamloops has an Airporter service which can either be booked in advance or at the airport. Hotel to Campus If you prefer, a shuttle service can be arranged to pick up conference participants at the various hotels and take them to the conference site. This option can be quite expensive as you are required to hire a coach and driver, and many participants may not wish to attend the event for the entire day (set pick up/drop off times eliminate schedule flexibility). If the conference is small, and there are not many participants, you can arrange volunteers to individually transfer participants to the venue and back. This option tends to become difficult to schedule, but it is certainly manageable. If the event is larger, the most economical and flexible option would be the issuing of transit passes or walking directions. Most of the hotels routinely booked for events at TRU are within walking distance of the campus. SAMPLE TIMELINE 1 year before 9 months before 6 months before 5 months before 4 months before Determine organizing committee Determine what the event will be about – subject or theme of the conference Determine size of the event, how many people do you want to come? Develop tentative organizational timetable Determine structure of the conference – length of presentations and number of sessions, banquet, special events or trips, etc. Determine tentative conference agenda – concurrent or separate sessions, number of days, etc. Decide on if there will be a final conference publication Book the venue, including room bookings Book participant accommodation Contact guest speakers and confirm acceptance once the presenters have replied. Develop a budget Begin organizing the fundraising, apply for available grants or awards Contact IT services about website Last invitations for special presenters, gather their proposals and papers Ensure you have biographical information, pictures, and you know of all equipment needs. Assure the speakers that you will remain in contact to provide updates and help on trip planning. Fundraising continues – send out thank you cards when a donation is received Firm up conference agenda Conference notification posted Prepare conference advertising, organize speaker biographies and photos. First call for conference participants – abstracts or papers Invite session chairs Begin sending conference information to other universities, past participants, and on-line conference advertising sites. Gather information on possible, entertainment, special events in the area Place A/V requests Contact Creative Services about publications and logo requests Gather information on companies from outside of the university (transportation, food, etc.) Determine what is available and for how much. Prepare the registration form Notify those who applied about acceptance to the conference Organize the staff and volunteers for the event Remain in contact with the guest speakers Open Registration – include the media consent form Start participant databases Thompson Rivers University © 2008 39 TRU Conference Planning Guide 3 months before 2 months before 1 month before The day before The hours before At the event Organize external gifts, prizes, etc. Double-check special presenter attendance Begin ordering food Place facilities requests for parking and garbage clean up For guest speakers send out information packages which give specific details on lodging, travel, transportation, etc. Finalize registrations and ensure applicable fees are paid Prepare participant nametags Prepare signage Organize transportation Organize campus tours or guides if needed Print conference programs Print advertising posters/pamphlets for on-campus ads. Prepare and send conference information packages to participants if required 3-4 weeks before: o Begin internal and community advertising – not media o Finalize banquet menu and participant numbers o Contact guest speakers to enquire if further information is needed 2 weeks before: o Double check all participating TRU departments for reservations, expected duties (facilities, A/V, catering, etc.) o Issue a news release/advisory to the media o Issue media invitations to the event o Confirm volunteer participation o Combine promotional material, gifts, another conference program, etc. into conference packages to be given out at the conference 1 week before: o Double-check everything again o If there are at the door registrations make sure there is someone to create new nametags and hand out conference paraphernalia o Double check with everyone to ensure they are clear on their duties and on all aspects of the conference o Meet with volunteers to ensure they are clear about their duties and about the conference schedule o Create time cue-cards for the session chairs Begin conference set-up (stage, banners, tables, chairs, some signage, etc.) Confirm arrival time of food Pick up guests from airport or coach station Pick up cash float if you are selling anything at the conference Pick up remaining participants Finalize conference set-up If the opening banquet is not being held in the CAC, Panorama Room or the Residence Conference Centre, set up tables, chairs, A/V equipment, decorations, etc. If opening banquet is held in the CAC, Panorama Room or the Residence Conference Centre check to see that Ancillary Services has completed set up as planed. Erect all signage If needed transport participants to the venue Ensure A/V set-up and that everything works Ensure food arrival Ensure special speaker(s) is present Ensure entertainment arrival and set up Final registration if it was not done on-line, hand out conference packages Opening Banquet: o Ensure catering, entertainment, equipment, and schedule are running according to plan o Liaise with the guests – especially special guests and the media o Provide an opening/welcome speech if there is no special guest to do so Thompson Rivers University © 2008 40 TRU Conference Planning Guide o o o After the Event Deal with any potential problems which may arise Final clean up Before/After the day meet with the committee members to discuss the next day Sessions: o Make sure there is water available for the speakers o Provide time cue-cards for the mediators o Have event organizers or volunteers supervise the conference events to ensure everything is running smoothly – especially the A/ o V equipment and food o Media person liaises with the media o The organizing committee should meet to discuss the day’s events and what will happen next day Take guests back to the airport, coach station, train station in accordance with their departure times Venue clean up Settle financial accounts Write thank you letters to all of the participants and especially to the guest speakers or special guests (institution president or AVP Research, politicians, local celebrities, media personnel, etc.) Write thank you letters to volunteers, faculty members who helped/participated, contacts in the helping TRU departments, and anyone else who helped with the conference organization or implementation. Begin work on the final conference publication Final report writing TIPS Visualize each stage of the conference by placing yourself in the position of a participant. What aspects of the event are unclear? What needs to be done to ensure the lack of confusion or boredom? What transportation needs to be arranged? These and other questions should be asked during this exercise, which should be performed repeatedly throughout the organization process. Start planning as early as possible. Things will always take longer than expected, and the unforeseen will usually disrupt your plans. Talk to other people who have organized events in the past. They are your best resources for organizing a well-run and enjoyable conference with a minimum of fuss. Search the internet for other examples of calls for papers, conference notifications, conference website design, etc. They are easily found, and can provide some excellent ideas and examples. Keep clear records on all aspects of the conference from when the catering will arrive, to who was contacted for donations. Develop databases and keep them up to date. Make “To-Do” lists and stick to them. Having a clear idea of what needs to be done will help keep everyone organized and on track. Follow your timeline Communication should be made one of the organizing committee’s top priorities. Be sure everyone on the committee is communicating their activities with everyone else, and that conference developments are made available to the participants. Circulate all contact information for the conference committee members to everyone on the committee – phone and e-mail. Meet and meet often. The committee may want to schedule set dates and times for meetings, and they may want to meet more frequently closer to the event. During the event it is a good idea to get together every evening to discuss the day and go over the schedule or last minute changes for the morning. Double and triple check everything and everyone involved with the conference. Thoroughly proofread all publications and material to be printed. TRU is an academic institution with a history of excellence, a mistake-riddled call for papers, for example, will not help promote the conference or the university. APPENDICES APPENDIX I – FORMS OF ADDRESS Thompson Rivers University © 2008 41 TRU Conference Planning Guide ADDRESSEE FORM OF ADDRESS University or College Dean Dean Jane Doe University or College President SALUTATION Dear Dean Doe, President John Doe Dear President Doe, Professor (this can apply to full professors or assistant professors) Professor Jane Doe Dear Professor Doe, or Dear Dr. Doe, (as long as the person possesses a doctorate degree) Anyone with a doctorate in any discipline other than medicine or veterinary medicine. John Doe, PhD Or Dr. John Doe Dear Dr. Doe, Doctor of Medicine Jane Doe, MD Or Dr. Jane Doe Dear Dr. Doe, Veterinarian John Doe, DVM Or Dr. John Doe Dear Dr. Doe, Dentist Jane Doe, DDS. Or Dr. Jane Doe Dear Dr. Doe, Attorney Mr. John Doe, Attorney-at-Law Dear Mr. Doe, Mrs./Ms. Jane Doe, MP Or The Hon. Jane Doe, PC, MP if a former minister Member of Parliament Mayor (when responding to a letter from the Mayor, even if it was written by the person in a capacity other than that of Mayor, still address the person as Mayor) Mayor and Council Municipal Elected Officials Everyone Else Dear Mrs./Ms. Doe, Her/His Worship Mayor John Doe Or Mayor John Doe Dear Mayor Doe, Her Worship Mayor Jane Doe and Council Or Mayor Doe and Council Dear Mayor Doe and Council, Councillor John Doe Mr. or Mrs. if the person is married. Mr. or Miss. or Ms. if the person is single Thompson Rivers University © 2008 Dear Councillor Doe, Or Dear Mr. Doe, Dear Mr./Mrs. Doe, Dear Mr./Miss./Ms. Doe, 42 TRU Conference Planning Guide Mr. and Mrs. John Doe The traditional use of the husband’s name first is still practiced Married Couple Dr. Jane Doe and Mr. John Doe Her name appears first If a wife outranks her husband Dear Mr. and Mrs. John Doe, Dear Dr. Jane Doe and Mr. John Doe, Further details on the proper forms of address for high government officials, members of the British Columbian government, and members of the Canadian military can be found at: www.civicnet.bc.ca/siteengine/ActivePage.asp?PageID=250&bhcp=1 The Government of Saskatchewan provides forms of address specific to the province, but also excellent resources for addressing people of Military rank, members of various religious organizations, and members of the First Nations. www.ops.gov.sk.ca/Default.aspx?DN=d2c5b860-e0ce-456b-b644-fdd78b5bd085 APPENDIX II – SAMPLE LETTERS Thompson Rivers University © 2008 43 TRU Conference Planning Guide GUEST SPEAKER INVITATION LETTER Professor Jane Doe Subject Department Affiliation (example: School of Biological Sciences) University Name University Address Date Dear Professor Doe, In the first paragraph be sure to not only introduce TRU, but also the conference. Information on what the conference subject will be, and when and where it will be held should also be conveyed to the addressee. State this is a formal invitation for the person to be a guest or keynote speaker at the conference. Make it clear why the person should attend. Why do you want them to speak? (leading or distinguished researcher in the field, discuss a recent publication, other reasons). If there are other distinguished speakers who will be attending it is a good idea to include their names and paper titles as well. Include anticipated attendance numbers for the conference, and any other information which will create interest. Where are the presenters coming from? Are the attendance numbers higher than in years past? If it is interdisciplinary, what disciplines are the presenters from? What is the community’s interest? If there is any funding available for the person to come, or an honorarium, include it in the letter of invite. Also make it clear that her/his attendance would be greatly appreciated by not only the conference participants, but also the audience and institution of TRU. Make sure to include any specific contact information here in case the person has any questions or concerns about the conference. Yours sincerely, Signature of person writing the letter Printed name of letter writer Official title of letter writer Thompson Rivers University Thompson Rivers University © 2008 44 TRU Conference Planning Guide MEDIA INVITATION LETTER Peter Olsen – Morning Mayor NL Broadcasting Ltd. 611 Lansdowne St. Kamloops, B.C. V2C 1Y6 Date Dear Mr. Olsen, In the first paragraph, as with the guest speaker invitation, introduce the conference, including details of when and where it will be, and what the conference theme/topics which will be covered by the speakers. If the media person is from the local Kamloops community there will be no reason to introduce TRU as well, by living in Kamloops the person will be well acquainted with the institution. Next, begin providing details which will ‘sell’ the conference to the addressee, which can be done by providing details which will be interesting for a non-academic guest to know. These details should also be conveyed while keeping the idea of an interesting news story at the back of your mind; a media person will not come to an event if they cannot see the relevance of it for their listening/viewing audience. Details which could be covered include: Guest speakers – especially ones who are discussing cutting-edge research. Presenters – where they came from, who they are (undergraduate/post-graduate students, researchers, industry leaders, etc.) and what they will be discussing. Special workshops – especially those open to the public Other special aspects of the conference –something which distinguishes it from other conferences held in BC/Canada/World or at TRU, such as a record numbers of international presenters. If you are providing a media basket mention any gifts which accompany the invitation (TRU athletics game tickets, banquet tickets, etc.). Reiterate that TRU, the conference organizing committee and the conference participants would welcome and appreciate the addressee’s attendance. Provide the conference dates, times, and location again. Clarify if you will be contacting them for a confirmation of attendance, or if you would like them to RSVP by a certain date, and provide a contact name (the person who is responsible for media relations) in case the person has further questions or concerns. Yours sincerely, Signature of the letter writer (in this case it should be the person who is responsible for the conference’s media relations) Printed name of the letter writer Official title of the letter writer Thompson Rivers University Thompson Rivers University © 2008 45 TRU Conference Planning Guide THANK YOU LETTER FOR A GUEST SPEAKER Professor Jane Doe Subject Department Affiliation (example: School of Biological Sciences) University Name University Address Date Dear Professor Doe, In a thank you letter to a guest speaker, or special guest, be sure to initially extend your, and the conference organizing committee’s, sincere thanks for their attendance and talk. Statements such as: “I would like to express my/our sincerest thank you/appreciation for….” may help with this. Also be sure to thank the person for other contributions to the conference. Chairing or mediating a conference session Provided interesting and informative conversation informally at the conference banquet Helped stimulate discussions after other presentations Etc. Be sure to provide information on the state of any conference publications or post-conference events to which the person has submitted a paper. Thank the person again in closing. You can issue a standing invitation for the person to visit the university at any time he/she is in the neighbourhood, and if you wish feel free to invite the person to participate in the next conference. This is not a formal invitation, and it can be stated like: “… and we look forward to your participation again next year.” Sincerely, Signature of letter writer Printed name of letter writer Official title of letter writer Thompson Rivers University Thompson Rivers University © 2008 46 TRU Conference Planning Guide APPENDIX III – SAMPLE CALL FOR PAPERS This call for papers was not proceeded by a conference notification. Explorations in Qualitative and Arts-Based Research, August 29 – 31, 2008 Call for Papers This Conference and NVivo Workshop, sponsored by the Small Cities Community-University Research Alliance, brings together people from different disciplines, professions, and cultures. The aim of the conference is to offer university researchers, students, and community-based researchers a forum to compare and discuss methodological issues, approaches, and practices. The optional NVivo introductory and intermediate workshops, led by Dr. Kristi Jackson, will provide participants with hands-on experience using qualitative data analysis software. We are calling for papers that focus on and thus highlight qualitative methods, research designs, theories, and practices—papers that focus on the “how” of research. Possible Topics Include: The Methodological Challenges of Interdisciplinary Research Community-University Collaborations Qualitative Research Designs Developed in Partnership with Social Groups, Communities, Management Groups, or Governments Issues in Cross-Cultural Research New Tools for Qualitative Inquiry Undergraduate Researchers: Roles and Models Visual Forms of Inquiry Storytelling and Narrative Forms of Inquiry Theories, Methods, and Issues in Practising Literary Criticism, Film Criticism, Cultural Studies, and Art History The Reflexive Practitioner Practice-Led Research Fruitful Ways of Combining Qualitative and Quantitative Methods Ethics and Ethnographic Research Arts-Informed Research New Roles for, and Developments in, Artistic Inquiry Proposals Proposals (150 word abstracts) for conference papers are being accepted until Friday, May 23. Thompson Rivers University © 2008 47 TRU Conference Planning Guide Formats include oral presentations, poster sessions, and exhibits. The oral presentations will be in 20minute segments, with the university providing overhead projectors, and/or other multi-media facilities for presenters. The poster presentations and exhibits will be on display, with the university providing wall and gallery space for the research projects. Ample and affordable hotel lodging is available within a 10-minute drive of campus. In addition to materials, conference registration includes a reception and no host bar, lunch, coffee break service, as well as a continental breakfast on Saturday morning. Presenters, both in oral and poster formats, may submit their written papers for publication consideration in an on-line, peer-reviewed proceedings. Abstracts will be reviewed anonymously and must • Not exceed 150 words • Be written concisely and clearly in language accessible to non-specialists • Be written in paragraph form • Outline the background of the study/project, methods and theoretical approach; findings may be used as examples, to highlight the development and use of particular methods, but should not be the primary focus of the paper, poster, or exhibit. Submissions must include all authors’ names, academic/institutional affiliation, mailing address, email address, and a contact telephone number. Submissions must identify the preferred mode of presentation (i.e., panel presentation, poster, exhibit). Please send abstracts and inquiries to Kathy Fenrick, CURA Research Secretary: [email protected] Tel.: 1-250-371- 5757 Explorations in Qualitative and Arts-Related Research is supported by the Social Sciences and Humanities Research Council of Canada, The Faculty of Arts, and the Thompson Rivers University Research Office. Small Cities CURA Website: www.smallcities.ca APPENDIX IV – SAMPLE CONFERENCE SCHEDULE Still the ‘The Last Best West’ or Just Like the West: Interrogating Western Canadian Identities Conference Program Details Day 1: Thursday,September 13 2007 Pre-Conference public lectures & events 14:30 - Marilyn Dumont reading (Clocktower Theatre) 15:30 - Raul Rodriguez, "Differences in Canadian and US foreign policies toward Cuba" (Clocktower Theatre) 16:30 - Opening of Student Art Exhibit, (TRU Art Gallery on Student Street, Old Main) 18:30 -21:30 Registration, Opening (TRU Art Gallery), Keynote Speakers (Clocktower Theatre) Marilyn Dumont - "Remembering Gabriel" Nancy Millar - Readers Theatre, "Did Underwear Matter? Corset did!" Day 2: Friday, September 14 8:00 - 9:00 Registration (CAC Grand Hall) Thompson Rivers University © 2008 48 TRU Conference Planning Guide 9:00 -10:15 Panel One Rachel Nash Myron Tsakas Plenary Session (CAC Grand Hall) Paradigms of the West Are the Rocky Mountains Conservative: How the Term 'the West' Works in Canadian Political Discourse Governing Multicultural British Columbia Terry Kading Chair 10:30 -12:00 (CAC Grand Hall) Panel Two De-constructing Western Identities James Gifford Plural 'Canadas' in the Works of Edward Taylor Fletcher M.A. Mongeon Western Alienation: Identity Based on Instrumental Discourse Chair Diane Purvey Panel Three Student Round Table on Art Exhibit - TRU Art Gallery Nelina Magliocchi, Jeffrey Preiss, Chantal MacDonald, June Emery, Ila Crawford, Ginny Ratsoy Chair David Whiting, Christopher Walmsley, Adelheid Mers, Val Janz, Ross Nelson, and Jennifer Budney, Craig Saper Lee Emery (CAC Grand Hall) Panel Four Selling the West Angela Specht Stony Plain: Myth and the Making and Selling of an Alberta Community Julia Knoke " 'MAPPING' CULTURE AND SOCIAL CHANGE" A round table discussion where participants explain and reflect on their involvement in the creation of the Art Exhibit, "The Way of the Western Small City". 13:45-15:15 Kate Sutherland CURA Irons in the Fire: A Brief History of the Branding of Kamloops Changes in Merritt as a Result of the Merritt Mountain Festival CURA (CAC 130) THE WILD WEST: ROUNDTABLE ON DEFINING Quality Of Life & Cultural Indicators For Small Cities: Alex Michalos, Nancy Duxbury, Mark Seasons, Douglas Worts, Ron McColl, Gilles Viaud, Andrew Tucker SESSION TO BE WEBCAST Chair Bruce Baugh Panel Five Alberta: Questions of Identity (CAC Grand Hall) Bill Whitelaw The Ascendancy of Albertanness: Neoliberalism, Political Identity and the Cowboy Citizen Geo Takach Will the Real Alberta Please Stand Up? Chair Martin Whittles 15:30 - 17:00 (CAC Grand Hall) Panel Six First Nations and Colonizers CURA Martin Whittles Sumauaqsivit? Inuvialuit uminaqtuqtuaq: Refashioning (re)discovery and (re)settlement in the Canadian West SPACE AND PERFORMANCE “Edge Spaces and the Small City” Kathy McKay "Indians" and the Kaleidoscope of Madness Chair Ginny Ratsoy David MacLennan, Don Lawrence, Tom Dickinson, & Will Garrett-Petts Theatre & The Small City James Hoffman "Genre Trouble: Professional Thompson Rivers University © 2008 49 TRU Conference Planning Guide Theatre in the Small City" Panel Seven Narratives of the West (CAC Grand Hall) Tanis MacDonald Gateway to the West: Thinking Towards Paradise in Kristjana Gunnars' Zero Hour Katherine Roberts Looking for Country: Aritha van Herk's fictions of the West Carl Tracie Prairie Poets: Prairie as Elegy Chair 18:00 - Karen Hoffmann Banquet - TRU Food Training Centre CURA Keynote address: Alex Michalos, “Arts and Quality of Life in Five Western Canadian Communities” M.C. To be Webcast via Small Cities CURA Kelly-Anne Maddox Day 3 - Saturday, September 15, 2007 8:30 - 10:00 Panel Eight Gloria Filax Lorelei Hanson Imagining Alberta Culture: Private, Public, Imagined and Beyond Historicizing Discourses of Individualism in Alberta, Canada Alberta In the Canadian Imaginary CURA THE NEW FRONTIER: Second Life And Online Community Building Dan O’Reilly, John Craig Freeman, and Paul Stacey Chair: Patrick Walton Panel Nine Education in the West Lynne Wiltse Pre-service Teachers' Responses to Representations of the West in Canadian Picture Books Pamela Cairns Seymour Arm: A Rural Education Case Study Robert Whiteley A neoliberal transnational university: The making of UBC Okanagan Chair Penny Heaslip 10:30-12:00 Panel Ten Voices Muted and Exalting Owen D. Percy ‘The enchantment of these mute fragments is undeniable’: Eward Byrne, Metaphorical Glaciers, and the Impossibility of History in Thomas Wharton’s Icefields. Philip Mingay Painting the Mute Landscape in Guy Vanderhaeghe's The Last Crossing Ryan Melsom ‘A very grateful task to the pen of a skilful panegyrist’: Early West Coast Explorers and the Evolution of Failure Chair Doug Knowles Panel Eleven Immigrants, Migrants, and Settlers: Western portraits Karin Hess The Autonomy of Migration: The Example of the Nikkei in Thompson Rivers University © 2008 50 TRU Conference Planning Guide Canada, 1941-1949 Yaying Zhang Lisa Grekul What is the Chinese-Canadian Accent?: Construction of Cultural Identities through Linguistic Practices (Presentation supported by the Small Cities CURA) Chair Monumental Conflicts: Ukrainian Canadian Communities and the Politics of Memory Tom Waldichuk 13:30 - 15:00 Panel Twelve "The Play's the Thing": Western Literature and Politics Ginny Ratsoy Performing Another West: Historically Based Theatre in a Western Canadian Small City (Presentation supported by the Small Cities CURA) Kimberly Mair Subjects of Consumption and the "Alberta Advantage": Representations of Wiebo Ludwig in the Theatre and in the Media Chair Jim Hoffman Panel Thirteen Visual Representations Sandra Shields, David Campion The Calgary Stampede and the Myth of the West Mervyn Nicholson Babes in the Woods: Exotic Americans in British Columbia Films Chair Tina Block Panel Fourteen Memory Everlasting: Post-Peasant Cultural Sensibilities from the Canadian Prairies: the Art and Vision of the 3rd Generation Donald Goodes, Lisa Grekul, Norman Nawrocki, Beverly Dobrinski Chair: Ila Crawford 15:15 - 17:00 Panel Fifteen Creating Canada Christopher Bolander The Beautiful Failure of Thomas-Alfred Bernier’s Francophone West Forrest D. Pass "My Canada Is Still Unborn": British Columbia Writers and the Question of a National Literature 1920-1960 Chair Henry Hubert Panel Sixteen Political Discourses Dominique Perron Consquences d'une Lecture "Western" sur les Récit du Pétrole en Alberta Gloria Filax Discourses of youth and sexuality in the province of the ‘severely normal’: Alberta in the 1990s Chair Kelly-Anne Maddox CURA MUSEUMS, GALLERIES AND QUALITY OF LIFE: How cultural organizations affect quality of life in small cities. Jann L.M. Bailey, Linda Liboiron, Douglas Worts, and Glenn Sutter 18:00 - 19:30 18:00 - 19:30 Art Exhibit & Wine and Cheese CURA Opening at Kamloops Museum & Archives: Come for hors Saturday evening opening of Art Exhibit “Making the Thompson Rivers University © 2008 51 TRU Conference Planning Guide d’oeuvres/ wine & cheese reception hosted by the Small Cities CURA Bus transportation going from TRU campus to the Museum and Archives will be available Scene in the Small City” at the Kamloops Museum and Archives. Coordinated by Elizabeth Duckworth and Melinda Spooner Dinner in Kamloops Day 4 - Sunday, September 16 8:30 - 12:00 8:30 - 9:00 9:00-10:00 Buffet Breakfast & Closing Plenary CURA Raul Rodriguez, John Diefenbaker and Canadian Foreign 9:30 – 12:30 – CURA Planning Meeting. Followed by break-out sessions and networking for research groups and projects. Policy towards Cuba, 1959-62 10:15 – 12:00 Fran Benton, Silver Rush: A Ghost Town Story (42-min. video & commentary on making of documentary) Chair & Concluding Remarks Storytelling by Secwepemc Arts Coordinator Chris Bose Anne Gagnon Sunday afternoon, Post-Conference Social activities - Lunch & tour of Quilchena Ranch http://www.quilchena.com/ or - Lunch in Kamloops & visit of Secwepemc Museum and Heritage Park http://www.secwepemc.org/museum Please indicate your interest on Registration form. APPENDIX V – TRU POLICIES Alcohol Campus Conferences and Events Flag Display Fundraising Lost and Found Official TRU Positions and Spokespeople Posters Purchasing Retail Smoking Copyright coming soon. APPENDIX VI – FORMS Media Consent Form APPENDIX VII – CONTACT LIST Associate Vice President, Research Phone: 371-5586/828-5410 Fax: 371-5821 Trades and Technology Building, Room 155 Associate Vice President, Student Affairs: Phone: 828-5292 Fax: 371-5514 A/V Loan Out: Thompson Rivers University © 2008 52 TRU Conference Planning Guide Coordinator Phone: 828 - 5486 Production Services Technician Phone: 828 - 5484 ITV Services and Multi-Media Classroom Technician Phone: 828 – 5336 A/V Equipment Bookings and Repair Technician Phone: 828-5880 (A/V Loan Out) Phone: 828-5336 (Repairs) Web: www.bookies.tru.ca Phone: 828-5141 Fax: 371-5515 E-mail: [email protected] Bookstore Manager Bookies Thompson Rivers University Bookstore 900 McGill Road PO Box 3010 Kamloops, BC V2C-5N3 Phone: 828-5142 Bookies CAC Ancillary Services. CAC website www.tru.ca/cac.html Thompson Rivers University Campus Activity Centre - Ancillary Services PO Box 3010 900 McGill Road Kamloops, BC V2C 5N3 Phone: 371-5723 Fax: 828-5392 CAC Conference and/or Convention Enquiries : Events & Catering Coordinator Phone: 828-5005 Fax: 828-5392 Convention and Marketing Coordinator Phone: 828-5074 Fax: 828-5392 Comprehensive University Enhancement Fund (CUEF) Report Standards Checklist: www.tru.ca/assets/cuef/forms_guidelines/reports_standards_checklist.pdf CUEF Application Form: www.tru.ca/cuef Culinary Arts: Accolades Dining Room Phone: 828-5354 Food Training building on the mezzanine floor. Thompson Rivers University © 2008 53 TRU Conference Planning Guide The Culinary Arts Bistro Phone: 828-5355 Food Training Building Facilities – Parking Phone: 828-5388 E-mail: [email protected] Fax: 371-5865 Finances Web: www.tru.ca/finances.html Information and Technology Services: Web: www.tru.ca/its.html Marketing and Media Department : All advertising except HR Advertising Communications Creative and Publishing Services Logo Requests Media Relations – Events [email protected] [email protected] [email protected] [email protected] [email protected] Director of Marketing and Media, Office of Advancement Phone: 828-5008 Fax: 828-5159 Office of Research, Innovation Transfer, and Graduate Education Phone: 371-5586 Trades and Technology Building, Room 155 Office of the President: Thompson Rivers University Clock Tower Building, Room 312 Box 3010 Kamloops, BC V2C 5N3 Web: www.tru.ca/president.html President and Vice-Chancellor Phone: 377-6119 Executive Assistant to the President and Vice-Chancellor Phone: 371-5740 Fax: 828-5092 Room Bookings. www.tru.ca/admreg/contactus/roombookings.html Student Union: TRU Student Union Manager Phone: 828-5289 Thompson Rivers University : Thompson Rivers University Box 3010, 900 McGill Road Kamloops, BC. Canada V2C 5N3 Phone: (250) 828-5000 General fax: (250) 828-5086 Web: www.tru.ca Thompson Rivers University © 2008 54 TRU Conference Planning Guide TRU Alumni Association Project Grant: www.tru.ca/alumni/.html TRU Art Gallery : Chair, Visual and Performing Arts Gallery Committee Phone: 377-6060 TRU Athletics: Director of Athletics and Recreation Phone: 828-5273 Web: www.tru.ca/athletics.html True Balance Massage in the CAC: Phone : 852-6449 E-mail : [email protected] TRU Foundation Main Office Line: 828-5264 Development Officer: 371-5715 Web: www.tru.ca/foundation.html TRU Policy Index: Web: www.tru.ca/policy/allpolicy.html Visual and Performing Arts – Art Gallery and Actors Workshop Theatre Bookings Chairperson, Visual and Performing Arts Phone: 828-5189 Theatre Coordinator and Major Advisor Phone: 828-5216 Thompson Rivers University © 2008 55 TRU Conference Planning Guide INDEX 92.5 FM TheX A. Academic advertising Accolades Restaurant and Bistro – Culinary Arts Accommodation ACS Advertising Academic Community On Campus On-line Print Radio Television After-hour building access Airport Ancillary Services Audio Visual Equipment AVP Research B. Banners BC Mail Plus Bookstore – Bookies Dishes Donations External Internal E. Entertainment Envelopes Events and Catering Coordinator F. Facilities Facility Fees Faculty duties Fees Finances Food on campus Forms Funding External Internal Other G. C. CAC CAC Cancellation Policy CAC labour charges Call for papers Call for session themes Catering External Internal Central Stores Warehouse CIHR Communications Conference Chair Conference Committee Conference Notification Conference Paper Review Form Conference Participants Conference Schedule Convention and Marketing Coordinator Courier Service CUEF Grocery Stores Guest speaker procedures H. Hospitality I. Individual pick up Info Point Information Technology Services Initial Stages Insurance Interdepartmental Form Invitation Letters AVP Research Guest Speaker Media Session Chairs TRU President D. L. Databases Lunch Passes Thompson Rivers University © 2008 56 TRU Conference Planning Guide M. Mail External Internal Marketing and Media Department Media Media Baskets Media Release Form Multimedia Classroom Guide Music N. News/Media Releases NSERC O. Office of Advancement Office of Research, Innovation Transfer and Graduate Education P. Panorama Room Paper Review Parcel Delivery Parking Participant Information Packages Photography Posters Public transit Donations Guest Speaker Media Session Chairs TRU President TRU Staff, Faculty and Departments The Alumni Theatre The Omega Tips Travel TRU Actors Workshop Theatre TRU Alumni Association Project Grants TRU Art Gallery TRU Athletics TRU Events Calendar TRU Student Union Grant TRU website True Balance Massage V. Venders Venue booking Volunteer VP Academic W. Webmaster Website Design R. Record Keeping Registration Fees Forms Residence Conference Centre Restaurants Reviewers Room Booking Request Form S. Sample Media Release Sample Timeline Security – Concord Security Co. Special Events SSHRC T. Taxi service Thank you Letters AVP Research Conference Participants Thompson Rivers University © 2008
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