The Eastern Gravity Meeting Hosting Lifeline

In terms of logistics, hosting the conference typically involves

Availability of a lecture room with capacity for about 60 people and well provided for media (large screen, projectors, microphone) for two days, typically Saturday and Sunday.

A small amount of financial support from the host institution to provide am and pm refreshments. The conference usually involves no registration fee and offers no travel or lodging support for participants.

Block reservations at convenient local hotels.

Conference announcements on Malcom MacCallum’s mailing list. For a Spring meeting, the first circular is expected in the list by the previous October. The first announcement typically includes an expression of intent to hold the meeting, tentative date, brief description of the conference’s format and travel directions. The second circular contains the call for abstracts.

Creation of a website

Organization of the contributed sessions and paperwork for the participants: nametags, programs, abstracts, maps, restaurant recommendations within walking distance.

Hosts are welcome to be creative within their sponsorship limitations. For example: Some hosts provided scans of the contributed talks as online proceedings. Some hosts provided free lunch for all participants on the first day. Some hosts organized a conference dinner on the first night.

Hosts should not hesitate to contact the EGM coordinator or any previous host for any questions that may arise.

Last updated: July 23, 2003