Guidelines for Organising an IAS Workshop

Administrative costs and budget

Proposals must itemise what will be spent on administering the workshop (managing correspondence with participants,  meal and accommodation arrangements, producing the workshop programme, badges etc. along with assistance on the day).  This item must be spent on employing someone with administrative experience and, once approved, may not be spent on other costs. The Coordinator is able to advise on what is a suitable amount, which will be likely to be around £800 for an in-person or hybrid workshop, and £300 for an online only workshop. If you are planning an on-campus workshop you are likely to require 5-7 days of local administrative support.

Please see the Budget Guidelines for more information regarding costs to be considered.

Organisation

Workshop organisers and administrators need to oversee the following tasks:

• Initial planning meeting with IAS
• Manage the event budget
• Identify speakers and create the event programme
• Book hotel/University accommodation for invited/keynote speakers as required
• Plan relevant catering and conference dinner/evening activities if applicable
• Liaise with Finance to set the online store up to receive payments if applicable
• Ensure effective communication – internally as appropriate and externally with speakers, delegates & sponsors
• Promote the event
• Create badges/signage for the event
• Ensure adequate staffing for registration and catering set-up on the day
• Submit a post event report and final budget to the IAS

The IAS will assist with the following tasks:

• Initial planning meeting with workshop organisers/admin support
• Guidance & Templates
• Assistance with budgeting
• Webpage set up and updates
• Room & conference office Booking
• Event posted on University Website / SurreyNet
• Call for Abstracts & Registration form set-up
• Workshop brochure

The overall workshop plan (dates, structure, evening events, accommodation requirements etc) should be planned as far ahead as possible to enable effective administration and allow appropriate lead times. Please see the suggested Workshop Organisation Timeline and the Guidance Document for workshop organisers. 

A micro-site specifically for your workshop will be created on the IAS website events page. The micro-site will include pages for an event summary, participant registration, the call for papers (if relevant), and the programme. The site also enables you to receive and manage registrations and submission of abstracts through bespoke online forms.

It is a condition of support from IAS that the workshop must be managed through this micro-site. The IAS staff will set up and update the micro-site for you. 

Post-Workshop Activities

Organisers must submit a post-conference report for inclusion on the IAS web-site within 8 weeks of the event. For examples, refer to the reports for other  Past Events.

Conference proceedings may be emailed or printed and distributed to participants. Papers may also be submitted to academic publications.

The final accounts on the workshop need to be submitted within two months of the workshop date. Therefore the organiser will need to ensure that invoices, visitor expenses, etc. are received in a timely fashion.