1. Conference Coordinators' Resource Page
  2. Conference Checklist

Conference Checklist

1. List of Speakers and Session Chairs

First, conference coordinators submit a draft speaker list to the Conference Coordinator and Deputy Director. Once the list is approved by KITP, the coordinators contact potential speakers As they receive tentative commitments from the speakers, they will forward recommendations to the CA. The CA, after obtaining the Deputy Director’s approval, will issue official invitations to the speakers. When thinking of speakers, try to identify people from underrepresented groups and make sure that such participants are chosen as session chairs.   You should have your speakers lined up at least six months in advance of the conference, at which point the Director will schedule a teleconference with you to review the speaker list and address any concerns you may have. Your session chairs should be selected and confirmed at least one month in advance.

2. Online Registration

Register on our website. With the form is information on arrival procedures, accommodations, transportation, social events, etc.  The conference hotel is the Best Western South Coast Inn in Goleta, California.

3. Staged Registration

The CA will inform you when the number of registrants reaches 75 (this includes program participants who are at KITP during the Conference period, but will not include speakers ).  At this stage, we will add a note to the conference website stating, "This conference is nearing capacity. We are still accepting registrations, but we reserve the right to stop accepting registrations at any time and to implement a waiting list."  Next, review the list of registrants and contact those people you wish to attend. Personally ask them to register. Once registrations reach 120, including speakers, we will add a note to the conference website, "Note:  We have now reached capacity for this conference.  If you wish to be placed on the waiting list in the event of cancellations, please complete a registration form now, and we will automatically put you on the wait list when we receive it.  Please do *not* pay the registration fee at this time. Determination of available space will be made by X-Date to allow time to make travel plans." By closing registration at 120, you will still have 10 slots available. You can track who has registered on the Coordinators' Data Site.

4. Schedule

Submit a draft schedule one month prior to the conference and a final schedule one week. The Director must approve the schedule. The CA will send you a schedule template.

5. Conference Report

After the conference, the coordinators will write a brief report, which will be included in the program coordinators’ report.  The conference report should describe the conference, highlight any new or important science that was discussed and point out possibilities for future work that might emerge.  This report should describe your efforts at promoting diversity and the degree of success achieved.  This summary part of our reporting to the NSF.