Publicity includes various aspects of public information about forthcoming and/or past conferences:
During the early stages of conference preparation, POC will be in charge of distributing (preliminary) information, later SOC and LOC take over. SOC is mostly responsible for the content, while LOC typically distributes announcements, either in electronic format and/or by snail mail.
|Who||POC, SOC and LOC collaborate closely on the announcements. Generally, the tasks of writing and sending conference announcements are divided as follows:
|How||The easiest and cheapest way of distributing announcements is by e-mail. Larger documents (brochures, preliminary program) can be made available in electronic format on the conference website. However, for special items, e.g. the conference poster, snail mail may be needed.|
|When||This will largely depend on the available time. If the planning starts sufficiently early, the following times may serve as guidelines.
Announcements are posted on astronomy librarians' mailing lists (Astrolib, SLAPAM-L, EGAL, PAM-APF etc.) In addition, they should be sent to attendees of previous LISA conferences. (For email addresses: see participants lists in the proceedings, but note that Astrolib includes all previous LISA attendees as of April 2004.)
Announcements and pre-conference reports in journals and newsletters may be considered to draw the attention of colleagues from other subject areas.
Announcements should include (at least) the following information:
Like first announcement plus:
Call for Papers
Depending on the available time, the Call for Papers can be distributed as a separate document or together with the First Announcement. Its purpose is to invite contributions for oral as well as poster presentations. The Call for Papers must state clearly
Information on the procedure includes notes regarding availability of abstract templates, email or ftp addresses for abstract submission (in the case of ftp perhaps some remarks on typical commands), contact persons for questions, explanations on the planned timeline (e.g., when authors can expect a notification regarding acceptance/rejection of their contribution.)
The submission deadline (like all deadlines) should be enforced quite strictly in order to avoid delay in program planning.
Based on invited speakers and contributions received from the community, the SOC develops the conference program.
The conference poster is designed, printed, and distributed by the LOC (unless it is outsourced to a contracted company which will result in additional costs. See: Funding.) If possible, it should reflect the conference theme and be 'catchy' to attract attention. Examples are:
To reflect the current state of the planning, it is important that the website is updated regularly.
After the conference has been held, the organizers may decide to link Powerpoint slideshows or other summaries of presentations to the program schedule at the conference website. This will not replace the final proceedings, but bridge the time until they are published.
Sample web pages:
Pre- and post-conference reports in journals and newsletters
Articles describing a forthcoming LISA conference increase the meeting's visibility and extend information beyond the typical circle of attendees. As astronomy libraries often are technologically advanced, LISA conferences may well be of interest to colleagues from other subject areas.
SLA Europea pre-conference article (pdf file, see page 2)