Conference Day Plan

All jobs and number of people per job are flexible as needed.

Questions:

1. Will we present speakers their gifts before/after they speak, or at the dinner afterwards? It seems it will be more formal if we do it at the conference, but it will also be repetitive and take up precious time to give 20 people the exact same present. If we give it during the conference, the people in charge of thanking a speaker will also give him his present.

(luyi: to save time, we will provide gifts to speakers when they back to seats after speech, while the conference goes on)

2. Will we briefly introduce ourselves (name, school, major) at any point in the conference? I’m not sure if this is unprofessional or not, or if the audience would be interested in the planners of the conference.

(luyi: One of us introduce ourselves before Kaiser Kuo's closing speech, no more than 2 min, everyone of us expected in conference room at that time)

3. Are we shuttling people back to the subway station after the conference?

Entire day

One person Photographer: in charge of documenting entire conference by photo, including pre-conference, all speakers, lunch, etc. We should also take an ATI team photo in front of the conference backboard, possibly have a speakers photo?

One person Floor manager: make sure everyone else is doing their job, and everything is running smoothly.

8:00-9:00

Shuttle bus runs between Zhangjiang station and conference site

One person at subway station with sign, welcoming people and guiding them to the bus.

On-site registration

Three people checking attendants in by registration number, i.e. 1-70, 71-140, and 141-200+. Check names off master list, collect money if needed, hand out name tags, programs, and paper/pen, direct VIPs to VIP room, direct others to conference room. Idea: Business card jar on check-in tables

Two people checking in all reporters: hand out name tags, programs, see what media they are from, introduce ATI and the conference, help set up equipment, help find people to interview

One person checking in speakers (are speakers also allowed in the VIP room?) . Hand out name tags, programs, remind them about dinner after the conference (perhaps we should make a formal invitation with time, restaurant, address, etc to hand to them as well).

Other (we may or may not need people for all of these; I haven’t seen the conference venue in person)

One person at front doors: welcome, point people in the direction of the registration tables

One person outside VIP room: make sure room is presentable at all times, only VIPs enter (check by name tag color), room is supplied with tea/snacks, direct VIPs to conference room before 9 am. Clean up.

Two people (luyi) inside conference room: check that all equipment (i.e. projectors, powerpoint, lights, microphone) is working beforehand. Make sure presenters’ powerpoints are on the computers, and are working. Be available for questions; talk to guests and speakers.

One person direct speakers and VIP to the rows reserved for them, make sure only VIP sit in VIP seats. Idea: provide VIP with bottled water at their seats?

Everyone else Stand in conference/registration rooms, welcome and talk to guests and speakers, look professional. Run errands if needed, know how to get in touch with DFJ people if any problems come up.

9:00 One or two people 1 Official welcome to the conference. Brief introduction of ATI and the purpose of the conference, brief introduction of Bravman. Maybe two or three minutes total, since this cuts into Bravman’s speech time.

9:20 One person 2 Thank Bravman, brief introduction of Xudong Zhu, the government official

9:30 One person 3 Brief introduction of Alternative Energy panel: what the topic is, why we chose it, names/positions of moderator and panelists.

11:00 One person 4 Thank first panel for their great discussion, introduction of Jim B for keynote speech. This intro should probably be a little bit longer than the previous ones have been.

11:40-13:10 One person 5 Thank Jim B, release audience for lunch: tell them where it will be, and to be back in the conference room at 1:10 pm.

Lunch

One person Make sure conference room is locked or secured once audience has left, in case anyone has kept belongings in there.

Several people Lead audience to restaurant.

One person Be in charge of keeping an eye on the clock, and start people back to the conference hall five minutes before the end of lunch if needed.

13:15 One person 6 (luyi) Welcome back after lunch, brief introduction of Web 2.0 panel: what the topic is, why we chose it, names/positions of moderator and panelists.

14:45 One person 7 Thank panel, release for brief tea break: tell them where it will be, and to be back in the conference room at 15:00.

Two people Stand in front of tea break area, make sure food and drinks are available in abundance and are easily accessible. Make sure there are trash cans in the room.

One person Someone with a loud voice be ready to announce at 15:00 that the conference is resuming and everyone needs to return to their seats.

15:00 One person 8 Brief introduction of IP panel: what the topic is, why we chose it, names/positions of moderator and panelists.

16:30 One person 9 (luyi) Thank panel (luyi: a brief thank for ipfirst), brief introduction of Kaiser Kuo for closing speech.

17:00 One or two people 10 Thank Kaiser Kuo, thank audience for coming, tell them we’ll be around outside afterwards for questions/talking.

Afterwards One person (luyi) Make sure transportation for dinner is present and on time.

Everyone Thank audience as they leave. Clean up, take down tables, pick up trash, do whatever needs to be done. Talk to the speakers, who will still be around. Perhaps the speakers can wait in the VIP room for dinner.