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English Language Fellows "Visit Request Guidelines and Form"

How to Arrange a Successful Conference

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How to Arrange a Successful Conference

TIPS ON ARRANGING CONFERENCES There are 10 important steps to arranging a good conference.The steps are outlined below:


1. Build a Team of Organizers (Local and Outsiders) Elect a Conference President, Conference Director, Conference Secretary and the Organizing Committee. The Organizing Committee will consist of:



  • 1 person responsible for contacts with local authorities
  • 1 person responsible for overall design (logo, design of announcements, design of folders, design of the Program, site decoration),
  • 1 person responsible for logistics
  • 2 people responsible for the budget
  • 1 person responsible for contacts with mass media and advertising
  • 1 person responsible for the Program
  • 1 person responsible for cultural events
  • 1 person responsible for foreign guests

2. First Announcement: logo, title, motto, goals, procedure, organizing committee, celebrities, contact information


3. Call for Papers: see First Announcement + Registration Form + info about the site + info about the city + cultural events


4. Budget: registration fees + local support + fund-raising + grants


5. Logistics: timing, forms, tables, databases, schedules, visas, hotel info, reservations, transportation, site decoration



  • TIMING: consider dates of the Conference, deadlines for submission of the articles and for registration, frame of the conference program, arrival/departure opportunities
  • FORMS: registration form, speaker proposal form, letters of invitation, letters to readers, letters to moderators, letters of acceptance, letters of rejection
  • TABLES: arrivals, departures, responsibilities
  • DATABASES: all participants, moderators, speakers, readers, guests of honor, hotel rates, transportation schedules
  • CONFERENCE WEBSITE: create, support, update
  • SCHEDULES: timing on when what and where, committee meetings (don’t forget to take notes!)
  • VISAS: procedure, timing, approvals, complete info on the invited guest
  • HOTEL INFO accommodations, prices, don't forget about VAT, addresses, telephone and fax numbers, students' dormitories, tourist centers
  • RESERVATIONS: site, transportation, hotels, cultural events
  • TRANSPORTATION: University, personal, friends, students, sponsors
  • DECORATION: logo, greetings, flowers, posters, flyers, plan of the premises (put in every folder and post on the site’s walls), arrows to show directions to special exhibitions, workshops, etc.
  • TEA/COFFEE BREAKS: menu, location, cost, sponsors, decorations, volunteer help
  • RECEPTION: Cheese and Wine reception- menu, location, cost, sponsors, decorations, volunteer help; Dinner - options, usually for those who choose to pay.
Don’t forget * folders * badges * registration * announcement board * photos * rest/informal communication area Train your staff!

  • Special colors to wear (ties or belts of the colors of the Conference)
  • 5 steps rule- have a special training with the support staff (students)
  • appoint support staff to meet guests at the airport/train station
  • think about porters at the airports/train stations, if they are not available, invite students
  • check (inspect) rooms at the hotel: personally go and see the rooms, do not trust hotels that the rooms are fine!
  • all VIPs should have an escort student/young teacher and they should accept this role as a great privilege (a reward)

6. Advertising + mass media: create a flyer advertising the conference and send it to educational institutions. Also create a press release and send it to various media resources: e-mail, posters, telephone calls, word of mouth, English newspaper "Speak Out", committees on Education, Ministry of Education, NATE website, ELT website, Hello-online e-journal


7. Preliminary Program Develop the Concept, format (plenary, guest speakers, talks, round table discussions, panels, workshops, satellite workshops/symposium)


8. Conference



  • Lottery (?)
  • Raffle (provide rules ahead of time)
  • Competitions (the best presentation, workshop, etc)
  • Equipment should be in all rooms before the beginning of all presentations – inspected and checked. There should be a technician available for problems
  • All hand-outs should be available and put on the presenter’s table BEFORE the start of presentations
  • Check whether boards, felt pens, chalk are not only available, but are functional
  • All members of the organizing committee, drivers, those who meet people at the airports/train stations and help with check-in at hotels should have cell phones, the list of cell phones with names should be laminated and given to all organizers
  • Music in the assembly hall – before the beginning of the Conference and during breaks
  • All Rooms should have CLEAR numbers and the room number should correspond to the room number in the program
  • There should be a notice board with all info about the Conference in at least 2 places
  • There should be paper arrows on the walls showing directions to major Rooms - each participant should have a plan of the premises in the Conference pack
  • There should be info about recent changes twice a day (on the notice board and/or on give away leaflets)
  • Post announcements on the doors about presentations that will be in that particular Room
  • All bathrooms should have soap and toilet paper
  • If publishing houses representatives want to take part in the conference and have a display of their materials or want to sell their materials, they should be financial sponsors of the Conference
  • Each speaker should be approached (best in writing) with a request to video record his/her presentations: possibly these materials could be offered to the Conference participants
  • Organizers should be available at the “turning points” of the Conference – Before the beginning, after the last presentations, etc
  • Moderators’ reports should be included into the program
  • Think about “welcome” letters to the participants (they can be from VIPs, Opinion leaders, etc
  • Arrange hospitality Table or Booth (what is interesting in the city, where to go, what to see, where to change money, map of venue, medical unit, inter-city phone calls, photo shop, tickets, info about restaurants/cafes, internet access, renting of cell phones, emergency phone list, info about a post office, transportation services)

9. Certificates, thank you letters, awards: Certificates should be printed before the beginning of the Conference - Awards should be announced and prepared and given during the Conference


10. Evaluations: evaluation forms should be printed out and put into Conference packs - special evaluations from opinion leaders





English Language Fellows "Visit Request Guidelines and Form"

How to Arrange a Successful Conference

Useful Links

Link to del-ici-ous


Festival of foreign languages (December, 2010,Smolensk)
News from Samara Access, 2013
Samara Access camp was chosen to be one of the best camps in Samara, Access teacher Yevgenia Kudryavtseva got an official letter of appreciation as the best camp coordinator (руководитель смены) signed by the city governor!
English for Specific Purposes. Disc presentation


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