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Organise a conference

Organize a conference

For employees

Organize a conference 1-2-3

You can do it all on your own or buy the services you need. Contact NTNU konferanser (only in Norwegian) for help to organise your event; you can’t put a price on advice.

Location: Find a venue

GDPR

NTNU konferanser's system is adapted to GDPR. Read more about GDPR (in Norwegian).

Economy/finance

Create an economic framework for the conference.
Create a project number if you are planning a larger event. Contact your Financial Adviser.
Consider whether the conference is subject to VAT (in Norwegian).

Communication

Create a communications plan (for webpages, social media, posters, etc.)
Call for papers: At academic conferences, NTNU konferanser can offer an online registration system that handles the paper submissions.
Preparation: Ask the participants to report any allergies, food preferences in relation to religious beliefs or other arrangements that need to be made.

Schedule

Larger events require risk assessment
Book entertainment if relevant. You are welcome to contact NTNU’s artists and musicians
Create a timetable for the conference. Inform the speakers and artists of the suggested times.

Book

Book flights and hotels for the invited speakers using NTNUs agreements:
Order food and drink
Contact Unit for conferences if you need streaming, recording, lightning, speakers og TV-screens
Order conference materials
Order gifts for keynote speakers.
Order brochures and the science magazine Gemini to give to the participants.
Contact Custodial Services for assistance when using NTNU’s buildings and facilities.

Plan

Plan how to organise arrival to the conference and wardrobe solutions for the participants.
Plan seating arrangements if a formal dinner is part of the conference.
Plan how the participants can evaluate the conference. You can use create web surveys (In Norwegian).

Information

Signs: Make sure people can find the conference venue.
Wireless network: Inform the participants about access to the wireless network
Hashtag (if relevant): Inform the participants about the conference’s hashtag on Twitter.
Phone numbers: Remember to make a list of important phone numbers (food suppliers, entertainment, medical assistance, technical assistance, etc.).

Registration/Reception

Register the participants, hand out name tags.
Have coffee available for first-comers.
Be prepared to welcome journalists.
Make Gemini and brochures from NTNU available.

During the conference

Take pictures and document the conference.
Distribute evaluation forms (or send by e-mail).

Evaluate the conference.
Publish the presentations on the website. You can also use Slideshare. If you want to publish video presentations, you need a written consent from the introductory speaker.
Finalise the budget

VIP Visits

Are you expecting an important guest (VIP)?

Organise a conference - several partners

When the event has several partners

The distribution of responsibility concerning finances, visual profile and coordination must be clear for all partners.

Contact the Communications division if you need advice.

Universal design in conferences

Universal design

Guidance and tips to help you organise a meeting, a seminar or a conference available for all through Universal design (in Norwegian)