Early Planning (up to the finalising of the text of the Invitation Leaflet)

Two years (plus) before the conference

[July] -- it is assumed that some members of the Organising Committee would want to attend at least the preceding conference to observe and experience the event at first hand. It might be possible to arrange a meeting, towards the end of the conference, with the Conference Secretary to discuss organisational details and queries, and to arrange for the transfer of the mailing list.

Winter -- the conference organisers should receive a mailing list on disk from the organisers of the previous conference. The people who attended the previous conference will have been given the Invitation Leaflet. All others on the mailing list could now be sent it. The Invitation Leaflet should be publicised.

This might be the time to print the formal conference stationery.

The calendar year before the year of the conference

February -- a travel agent should be appointed

May -- the `Call for Papers' should be distributed, and further publicity sent out.

September -- decide on the number of papers and posters that can be accepted

October -- deadline for receipt of abstracts, which should be copied and sent to the members of the Selection Committee

October-December -- three months is allowed for selection of papers.

December -- is this the time to invite a dignitary to open the conference (see Opening and Closing Ceremonies)?

In the conference year

February -- the final date for payment of the reduced conference fee. Authors (of both Papers and Posters) should be written to again (a) if they have not confirmed they will be attending, (b) if they have not provided autobiographical details, or (c) if they have not returned the Audio-visual requirements questionnaire.

March -- contact should be made with the external organisers of ISCEM, Teaching the History of Cartography, and the Theory session, to establish when they want to meet and for how long. The Imago Mundi organiser should be involved in these discussions. Deadline for applications for Travel Grants.

March-April -- final details of the programme need to be confirmed, e.g. the papers grouped into timed sessions (if not done earlier) and a title given to each session. The programme of papers and Posters mounted on the 'Map History' Web site. Ideally, speakers should be emailed individually with notification of when they will be giving their talk. They should also be sent (electronically?) the Guidance Notes for Speakers.

April -- inform applicants of decisions about Travel Grants.

May -- Chairmen should be invited. The Poster Session should now be planned in detail.

June:-

• Hire staff
• Finalise the list of participants in the Poster Session (e.g. publishers). Arrange the hire of equipment
• Finalise the details of receptions, exhibition openings, Farewell Dinner, etc.
• Make sure arrangements have been made for the pre-day events (e.g. ISCEM and ICA), and for the Opening and Closing Ceremonies
• Plan Registration operation
• Arrange hire of headphones (if simultaneous translation is being used)
• Plan for coffee breaks and any other refreshments, e.g. the Accompanying Persons coffee meeting
• Chairmen should be supplied with the relevant abstracts and biographical details
• Download the programme of Paper and Poster sessions and send to the printer

• Printing of the Final Conference Programme, Abstracts, List of Participants, and exhibition catalogues, in time for distribution to conference participants on arrival. Since one or two speakers and participants will probably have to withdraw unexpectedly shortly before the conference, the Programme, Abstracts and List of Participants should be printed as late as possible
• Produce the participants’ name badges
• Check that all the audio-visual equipment is present, and working properly
• Prepare Registration materials, make up the packs, prepare the Registration documentation
• Acquire all the equipment for mounting the Poster displays
• Arrange where the Imago Mundi Directors' meeting will take place and organise a buffet supper (which the Directors can pay for)