Helping Give Away Psychological Science/Standard Operating Procedures/ Conference Planning

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Conference Planning[edit | edit source]

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Also available as Google doc

Roles and Responsibilities[edit | edit source]

There are multiple roles members may serve at conferences.

Water Carrier for the conference[edit | edit source]

  • Aids members in travel and hotel arrangements
  • Sets up landing pages and outlines for the notes taken at the conference
  • Sets up note taking assignments and ensures that all assignments are covered
  • Corresponds with note takers to make sure the notes are submitted at the designated date
  • Reviews the conference notes pages and makes edits as needed
  • Will often receive funding to attend the conference.

Resources[edit | edit source]

  • Example of a Checklist for before, during, and after the conference
  • Example of an email requesting materials from presenters
  • Example of how to track HGAPS travel grant money earned and travel costs per person as well as group travel plans
  • Example of a correspondence to attendees introducing HGAPS and their plan for note taking at the conference
  • The best example to look at before starting is the future directions forum set of pages

Note Taker[edit | edit source]

  • HGAPS is often funded to take notes at conferences
  • Benefits can include a travel stipend, waived registration cost, and even (on at least one occasion) free lodging
  • Please note that while note-taking is often the most clear-cut responsibility that an HGAPS member may have at a conference, sometimes these benefits may be contingent on your assistance with other aspects which have included, but are not limited to: assisting with a talk, operating technology, or leading a breakout group
  • Notes are published on Wikiversity
  • To complete your duty
    • Sign up for workshops and talks
    • Take notes on the talks you have been assigned
    • Post notes on Wikiversity
    • Notify the water carrier that you have completed your task

More information on Managing note-taking[edit | edit source]

  • If you are attending a new conference, set up a landing page with some general information about the conference (consult with appropriate people to determine if this page should be standalone, like FDF, or under the HGAPS umbrella)
  • If the conference already has an ecosystem on Wikiversity, create a subpage for this year’s conference to add things to
  • Determine the best way to divide information into pages (e.g. by days, topics, etc.)
  • Use an example page like FDF to copy/paste over the structure of what each page should look like (speakers, titles of talks, notes, etc.)
  • Change the copied information to fit your conference based on the schedule
  • Create a google document like this one where you can assign people to take notes where there won’t be any conflicting copies
  • Ensure that everyone gets their notes uploaded to the Wikiversity page
    • Tip: Even bulleted notes can be copied into the visual editor, but not into the dropdown boxes. So, I usually paste the notes in above the boxes in a batch, save changes, then switch to the source editor and copy/paste the code that starts the boxes above my notes