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12 months before conference
Start planning
Start planning
Symposia typically have one or more complementary events.
Design events that suit the needs of your symposium and the strengths of the organizing team.
When you plan your event, please keep the following questions in mind.
Does this event need additional personnel support, such as facilitators? If so, who can we recruit and how can we support them or compensate them for their contribution?
Does this event need additional resources, such as flip charts and markers, audiovisual infrastructure, drink and food?
What kind of space does the event need? What physical infrastructure needs to be available?
How can I make my event accessible and safe for all participants?
providing food
providing food
Providing food and drink is a good way to increase participation.
If your event is held at the conference site, you are required to use on-site catering, which is eye-watering expensive. A gallon of coffee often costs more than $100, boxed lunch (sandwich) around $50 per box. Also know that participants are allowed to bring their own food and drink; hint hint.
When planning food and drink options, please keep inclusion and safety in mind. Please meet dietary needs and preferences.
Accessibility and inclusion
Accessibility and inclusion
Please keep accessibility, inclusion, and safety in mind when you design your events. We would like to offer inclusive experiences to all our conference participants. For tips on accessibility see the following resources below that provide planing support and checklists.
accessible event planning by Cornell University
accessible event planning by the Diversability organization
pdf file for accessible event planning by Accessibility Services Canada
accessible and inclusive event planning by Rutgers University
6 to 10 months before conference
Find personnel and resources
Find personnel and resources
Consult with the SICB program officer (ProgramOfficer@sicb.org) about infrastructure needs.
Recruit personnel, such as facilitators, source supplies, and book offsite locations. Consider collaborating with other symposia or SICB entities (such as SICB divisions, SICB councils, and sister societies).
Make an action plan (see example workshop plan).
5 months before conference
submit a workshop proposal
submit a workshop proposal
If you need a room at the conference venue, please submit a workshop proposal so SICB can assign you a room that meets your event needs.
SICB will need from you:
an estimate of the anticipated number of participants
a room configuration (seating arrangement, tables), see example chart below
audio-visual infrastucture (such as projector, microphones, wifi)
catering needs (reminder: onsite catering is very expensive)
example workshop proposals
example workshop proposals
Links to examples of workshop proposals, including examples of room configurations, can be found on the Complementary Events page.
example room configurations
example room configurations
When designing your event, consider room configuration. Available options depend on the venue.
1 to 2 months before conference
confirm personnel and resources
confirm personnel and resources
Buy supplies and confirm all logistics.
Finalize catering. If you use onsite catering, coordinate with the SICB conference management team at Burk Inc.
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