At the same time, the date or interval of the event will be specified. The date has to be
“negotiated” with a significant number of key persons in the field in order to be
convenient to many potential participants and not to overlap with other important
manifestations for people interested in the current event.
The best time for organizing congresses or conferences of international / national scopes
are: April – May and September – October.
In setting the location of the congress, conference, seminar, etc. the following must be
taken into account: easy access for all participants (transportation: by air, railway, bus,
car, subway, etc.), rooms for plenary sessions and workshops, access to the technical
facilities requested by the participants for their presentations: sound, translation,
computers, copy machine, telephone, fax, Internet connection, reasonable distance
between the conference hall and the restaurant or hotel, etc.
In case of international congresses or conferences it is important to establish the official
language / languages of communication. Aside from the language of the host country,
one or two other official languages are proposed (English, French, German, Spanish,
Italian etc.); the more extensively multilingual a conference, the longer the list of
participants.
Function of the number of official languages established, working materials of the
congress or conference are printed: leaflets, registration forms, programme.
Budget
The members of the organizing committee make an estimation of the necessary budget
according to the anticipated magnitude of the event.
A specialist (accountant, treasurer) will deal with this aspect exclusively.
The budget will cover:
- expenses with renting conference halls, equipment, paying for the
participants’ folders, transportation, tickets to various cultural events, Internet
access, mailing expenses, telephone (landline and cell phone) and fax (so as
the organizers can communicate with participants or others involved:
sponsors, translators, technicians, authorities, etc.); - giving some categories of free of charges (transportation and/or
accommodation, and/or meals) for the participants: speakers, chairperson,
moderators of panels or workshops; - fees for speakers (if it is a condition);