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University of Hawaiʻi at Hilo

Plan Your Event

Some useful planning tools to help you get started:

  1. Fill out the Conference Request Form
  2. Program Matrix
    This document becomes the primary planning document to coordinate all logistical details including timing, dates, function space, room setups, audio-vidual needs, and even transportation. Check out the following samples from recent events of varying complexity to familiarize yourself with this type of document created with MS Excel:
  1. Call for Abstracts

    If your organization publishes a periodic journal, chances are you already have a comprehensive abstract submission process in place. However, if your scientific organization is relatively new or your event will be the first of its kind, then you may want to develop an abstract submission process of your own. For stand-alone publications we recommend using a cloud-based application such as Google Forms to construct a form which is easily managed and access for the editorial committee.

  1. Determine Audio Visual Needs