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Topical Conference Planning

The idea of a Topical Conference is a set of programming that is thematically focused on a particular topic. In principle, any programming group can arrange its programming to be structured around a theme without having a Topical Conference. However, the programming groups often cover a breadth of subjects. Setting up a Topical Conference provides better visibility inside the AIChE meeting and throughout the engineering and scientific community.

Different formats can be equally successful. The topic may encompass an entire AIChE programming Group or Division / Forum (e.g., a Separations Topical) or it may be more tightly focused (e.g., an Envisioning Biorefineries Topical), drawing from two or more Groups. It may be as few as four sessions, or it may be much larger than that. It may be just technical sessions, but plenary sessions, tutorial sessions, short courses, exhibits, poster receptions, and dinners are strongly encouraged.

Also strongly encouraged are proceedings for inclusion on the overall conference CD-ROM, which may be full papers, extended abstracts, or the collected brief Presentation Records. Co-sponsors can be brought in from outside AIChE to draw a much wider audience. Below, content is presented separately for Topical Conferences scheduled for the AIChE Spring Meeting or for the Annual Meeting (fall meeting). Some instructions are different, but the main differences are the timings. This guide is built on previous EBPC work, and it has also considered other documents such as the Loss Prevention Symposium Chair Checklist.

Planning Topical Conferences for the Spring Meeting

APPROXIMATELY 19 MONTHS PRIOR TO THE TOPICAL CONFERENCE (September)

  • Contact AIChE Meetings Department and find out who is the Meeting Program Chair (MPC) for the meeting and where the meeting will be held. Contact the MPC, introduce yourself, and find out if there has been any particular theme identified for the meeting.
  • Draft a structure for the Topical Conference, especially the set of session topics. In addition, consider possible invited speakers, plenary sessions, and if the conference is big enough, short courses, exhibits, and receptions. You may wish to build a Web site for the
    conference or to use AIChE’s Web content.
  • Prepare the Topical Conference proposal, including the theme of the Conference and the possible titles of sessions.

17 MONTHS PRIOR TO THE TOPICAL CONFERENCE (November)

  • Submit the proposal to AIChE Programming Director (Joe Cramer via programming@aiche.org ) and MPC.
  • Establish any requirements for a proceedings product (e.g., 4 to 6 page presentation record, a full paper, or the minimum Presentation Record format of about two pages that include Introduction, Results and Discussion, References, and Contact information).
  • If you would like to propose any joint programming that would be co-sponsored with other AIChE programming groups, contact the group’s program chair and get their agreement.

12 MONTHS PRIOR TO THE TOPICAL CONFERENCE (April)

  • Attend the AlChE Programming Retreat. Confirm contacts for jointly sponsored programming
  • Finalize approved Topical Conference (s) at Spring National Meeting and Retreat
  • Prepare individual Call For Papers (CFP) for Topical.
  • Identify and confirm the Session Chair and Vice-Chair assignments by letter (E-mail) with those individuals.
  • Session Chairs and Topical Chairs distribute individual Topical CFP (hard copy and/or electronic) with due dates. Include any requirements for Preprint Volume presentation records or records of presentation as well as formats (deadline, i.e., 3 months before the Topical Conference, and page requirement, e.g., 4 – 6 pages).

11 MONTHS PRIOR TO THE TOPICAL CONFERENCE (May)

  • Be sure that approved Topical Conferences and Topical Chairs have been submitted to AIChE for entry onto Conference Exchange’s “AIChE Online Meeting Planning System” (subsequently referred to as the Confex system).
  • Session Chairs continue to solicit specific speakers for regular and plenary sessions.
  • Work with AIChE Meetings Department to set up marketing: announcement lists, Web site, mailing list.
  • Obtain commitments from solicited speakers for Plenary Session(s) and solicit funding if required.

9 MONTHS BEFORE THE TOPICAL CONFERENCE (July) – CONFEX ELECTRONIC
CALL FOR PAPERS WILL OPEN

  • Ensure that all sessions are entered onto the Confex system.
  • Encourage Session Chairs and Vice-Chairs to continue to solicit papers

6 MONTHS BEFORE THE TOPICAL CONFERENCE (October)

  • Following the October 15 closing of submissions to the ConFex System, Session Chairs review, accept, reject, transfer and order accepted papers.
  • Topical Chairs review sessions for balance and adjust if necessary. Submit proposed session schedule requests to Meeting Program Chair.
  • Discuss/request meeting room arrangements with the Meeting Program Chair and AIChE Meetings Department.
  • Complete final arrangements with financial sponsors and non-financial sponsors.
  • Submit plans for special events (Conference dinner, tutorials, short courses, cosponsorships, and potential exhibitors) and sponsoring societies to AIChE Programming Department and Meetings Department.

5 MONTHS BEFORE THE TOPICAL CONFERENCE (November)

  • Meeting Program Chair notifies Topical Chairs and Session Chairs of session scheduling.
  • Session Chairs notify authors of acceptance and any requirements for Preprint Volume or presentation records as well as formats (this information should be coordinated with the Programming Department and consistent with the information previously sent to the Programming Department such as the maximum number of pages for each presentation record).

4 MONTHS BEFORE THE TOPCIAL CONFERENCE (December)

  • Topical Conference Chairs receive a draft letter with instructions/procedures for Presentation Record submittal that is to be e-mailed to Topical Conference Session Chairs once the technical program is finalized.
  • Topical Conference Chairs review and reply back to the AIChE Technical Programming Department with approval or edits in regard to their specific Topical Conferences.
  • If an individual Topical Conference proceedings print volume is being produced, the Topical Chair/ Coordinator works closely with Terri Guttilla and Omnipress to prepare a volume.

3 MONTHS BEFORE THE TOPCIAL CONFERENCE (January)

  • Establish audiovisual requirements of speakers (overhead, computer, and/or slide projectors) and submit any special needs to AIChE Meetings Department if not covered in a standard package.

2 to 3 MONTHS BEFORE THE TOPICAL CONFERENCE (January - February)

  • Technical Programming sends final instructions/procedures for Presentation Record submittal to Session Chairs for distribution to authors. These final instructions/procedures for Presentation Record submittal are posted on AIChE Web pages. The on-line submittal process opens after the technical program is finalized.
  • Presentation records become due, and Session Chairs and Proceedings Coordinator (or Topical Chair) solicit any missing submissions to ensure that as many presentation records as possible are submitted for his/her portion of the overall proceedings CD-ROM.
  • If an individual Topical Conference proceedings print volume is being produced, he/she works closely with Terri Guttilla and Omnipress to prepare a volume.
  • Those Topical Chairs/Coordinators doing print volume proceedings may have authors submit via the regular on-line submittal process (or they can collect hard copies of presentation records). Topical Chairs/Coordinators send cover text, introduction letter/preface, and color choice for the proceedings to Omnipress (2600 Anderson St. Madison, WI 53704; Ph.: 1-800-828-0305; 608-246-2600; Fax: 608-246-4237).
  • Prepare a letter to invite attendees, which indicates the program content, the times, the location, and the date.
  • Mail or E-mail the invitation letters.

1 to 2 MONTHS BEFORE THE TOPICAL CONFERENCE (February - March)

  • Maintain contact with speakers and session chairs and confirm their attendance at the Conference.
  • Confirm the room arrangements with the Meeting Program Chair and AIChE Meetings Department.

Planning Topical Conferences for the Annual Meeting

24 to 21 MONTHS PRIOR TO THE TOPICAL CONFERENCE (November - February)

  • Contact AIChE Meetings Department and find out who is the Meeting Program Chair (MPC) for the meeting and where the meeting will be held. Contact the MPC, introduce yourself, and find out if there has been any particular theme identified for the meeting.
  • Draft a structure for the Topical Conference, especially the set of session topics. In addition, consider possible invited speakers, plenary session(s) and if the conference is big enough, short courses, exhibits, and receptions. You may wish to build a Web site for the conference or to use AIChE’s Web content.
  • Prepare the Topical Conference proposal including the theme of the Conference and the titles of sessions.
  • Submit the proposal to AIChE Programming Director (Joe Cramer) and MPC.
  • Establish any requirements for a proceedings product (e.g., 4 to 6 page minimum, a full paper, or the minimum Presentation Record format of about two pages that include Introduction, Results and Discussion, References, and Contact information).
  • If you would like to propose any joint programming that would be co-sponsored with other AIChE programming groups, contact the group’s program chair and get their agreement.

19 MONTHS PRIOR TO THE TOPICAL CONFERENCE (April)

  • Attend the AlChE Programming Retreat. Confirm contacts for jointly sponsored programming.
  • Finalize approved Topical Conferences.

12 MONTHS PRIOR TO THE TOPICAL CONFERENCE (November)

  • Identify and confirm the Session Chair and Vice-Chair assignments by letter (E-mail) with those individuals.
  • Prepare Call For Paper for Topical.
  • At the Annual Meeting, one year before the topical, launch announcements: flyers and posters.  Make sure your Topical Conference is represented at the NPC meeting at this Annual Meeting.
  • Session Chairs and Topical Chairs distribute printed and electronic calls for papers, including due date. Include any requirements for proceedings and/or Presentation Records such as formats, deadline (e.g., 3 months before the Topical Conference), and page requirement (e.g., 4 to 6 pages).

11 MONTHS BEFORE THE TOPICAL CONFERENCE (December)

  • Be sure that approved Topical Conferences and Topical Chairs have been submitted to AIChE for entry onto Conference Exchange’s “AIChE Online Meeting Planning System” (subsequently referred to as the Confex system).
  • Obtain commitments from solicited speakers for Plenary Session(s) and solicit funding if required.
  • Session Chairs make invitations for solicited speakers in regular and plenary sessions.
  • Work with AIChE Meetings Department to set up marketing: announcement lists, Web site, mailing list

9 MONTHS BEFORE THE TOPICAL CONFERENCE (February when overall conference’s electronic Call For Papers opens)

  • Ensure that all sessions are entered onto the ConFex system.
  • Encourage Session Chairs and Vice-Chairs to continue to solicit papers.
  • Plan special events (Conference dinners, lunches, tutorials, short courses, co-sponsorships, and exhibits).

7 MONTHS BEFORE THE TOPICAL CONFERENCE (April)

  • Complete final arrangements with financial sponsors and non-financial sponsors.
  • Submit plans for special events (Conference dinner, tutorials, short courses, cosponsorships, and potential exhibitors) and sponsoring societies to AIChE Programming Department (Joe Cramer) and Meetings Department (Jeff Wood).

6 MONTHS BEFORE THE TOPICAL CONFERENCE (May)

  • Following the ~May 1 closing of submissions to the ConFex System, Session Chairs review, accept, reject, transfer and order accepted papers.
  • Topical Chairs review sessions for balance and adjust if necessary. Submit proposed session schedule to Meeting Program Chair.
  • Discuss / request meeting room arrangements with the Meeting Program Chair and AIChE Meetings Department (Jeff Wood).
  • Submit special events (Conference dinner, tutorials, short courses, co-sponsorships, and potential exhibitors) to AIChE Programming Department (Joe Cramer) and Meetings Department (Jeff Wood).

5 MONTHS BEFORE THE TOPICAL CONFERENCE (June)

  • Meeting Program Chair notifies Topical Chairs and Session Chairs of session scheduling.
  • Session Chairs notify authors of acceptance and any requirements for Preprint Volume
    presentation records or records of presentation as well as formats (this information should be coordinated with the Programming Department and consistent with the information previously sent to the Programming Department such as the maximum number of pages each presentation record).

4 MONTHS BEFORE THE TOPICAL CONFERENCE (July)

  • Topical Conference Chairs receive a draft letter with instructions/procedures for Presentation Record submittal that is to be e-mailed to Topical Conference Session Chairs once the technical program is finalized.
  • Topical Conference Chairs review and reply back to the AIChE Technical Programming Department with approval or edits in regard to their specific Topical Conferences.
  • If an individual Topical Conference proceedings print volume is being produced, the Topical/Chair Coordinator works closely with Terri Guttilla and Omnipress to prepare a volume.

3 MONTHS BEFORE THE TOPICAL CONFERENCE (August)

  • Establish audiovisual requirements of speakers (overhead, computer, and/or slide projectors) and submit any special needs to AIChE Meetings Department (Jeff Wood) if not part of standard package.

2 to 3 MONTHS BEFORE THE TOPICAL CONFERENCE (August - September)

  • Prepare a letter to invite attendees, which indicates the program content, the times, the location, and the date.
  • Mail or E-mail the invitation letters.
  • Technical Programming sends final instructions/procedures for Presentation Record submittal to Session Chairs for distribution to authors. These final instructions/procedures for Presentation Record submittal are posted on AIChE Web pages. The on-line submittal process opens after the technical program is finalized.
  • Presentation records due; Session Chairs and Topical Chairs solicit any missing submissions to ensure that as many presentation records as possible are submitted for his/her portion of the overall proceedings CD-ROM.
  • Those Topical Chairs/Coordinators doing print volume proceedings may have authors submit via the regular on-line submittal process (or they can collect hard copies of presentation records). Topical Chairs/Coordinators send cover text, introduction letter/preface, and color choice for the proceedings to Omnipress (2600 Anderson St. Madison, WI 53704; Ph.: 1-800-828-0305; 608-246-2600; Fax: 608-246-4237).

1 to 2 MONTHS BEFORE THE TOPICAL CONFERENCE (September - October)

  • Maintain contact with speakers and session chairs and confirm their attendance at the Conference.
  • Confirm the room arrangements with the Meeting Program Chair and the AIChE Meetings Department.

CHECKLIST BEFORE THE TOPICAL CONFERENCE

  • Overhead / computer / slide projectors
  • Spare bulbs for overhead / slide projectors
  • Projection screen
  • Laser pointer
  • Lavaliere microphone at overhead
  • Floor Microphone for Plenary Sessions
  • Podium with reading lamp and microphone for Plenary Sessions
  • Lighting control location and instructions

CHECKLIST DURING THE TOPICAL CONFERENCE

  • Monitor sessions.
  • Give emergency evacuation instructions.
  • Introduce the session aides.
  • Plant questions to stimulate discussions.
  • Topical Conference Chair or Co-Chair complete attendance estimates and submit to Meeting Headquarters.

AFTER THE CONFERENCE

  • Send thanks to speakers.
  • Evaluate meeting, writing down a “Lessons Learned” list for subsequent chairs.