Organizing a conference

a PORT for Modern Languages tutorial

1 Introduction

1.9 Conference pack

Even if some of your conference participants know each other, they are unlikely to be familiar with the host institution, so it is important that you offer them a conference pack as soon as they arrive. This kind of pack should include:

  • the definitive programme
  • abstracts if possible
  • name tags
  • a map of the conference rooms
  • a map of the city
  • a list of all participants (with their e.mail)

and may include:

  • a list of useful telephone numbers (starting from your own and including those of hotels, taxicab services, medical assistance, etc.)
  • the list of major cultural institutions and events currently available in the city, including advice on where to eat
  • some white paper
  • a pen
  • fliers from external organizations (publishers etc), who have paid for the inclusion of their publicity.