Instructions and Suggestions for the Organising Committee for the ASA Harley Wood School of Astronomy

(Latest significant revisions 7 Nov. 2010)

This long set of instructions is intended to give meeting organisers a starting point when planning their meeting.
It may be read in conjunction with the Timeline for Organising the ASA Annual Scientific Meeting and Harley Wood School of Astronomy

Any amendments or additions are welcome.


Index

Organising Committees
Basic Organisation
Finances
   Estimate costs
   Registration
   Speaker costs
   Travel support
Program
Announcing meeting information
Suggested timeline


Organising Committees

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Basic Organisation

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Finances

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  • Estimate costs: Costs include
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  • Registration: The 2011 charge to students was ~$330 (early ASA member registration) for the entire School. Registration is via a web form with payment usually via faxed return of credit card details. Registration should probably include the cost of the dinner since it may be regarded as part of the conference program and will make it easier to justify to departmental accountants.

    For the 2008 HWS onwards, student members will be charged ~$30 less than non-members. New members may join at the time of registration and, for the purpose of registration, be deemed to be members from the date the application is received by the Secretary. This is intended to encourage students in the first year of their candidature to attend the Harley Wood School. Pre-existing members must have paid their membership for the year. Elligibility under these conditions should be checked with the Secretary and Treasurer.

    Invited speakers pay no registration.
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  • Speaker costs: Consider the speakers costs too since they pay their own way (and they may want to bring their families). Invited speakers now pay no registration.
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  • Travel support: Funding is provided to the organisers through the ASA (~$1500) to help equalise costs to students travelling from various parts of Australia The ASA does not usually provide more funds - although it has provided extra funding up to perhaps $2K in the past for more distant HWS locations, effectively allocating corporate membership fees to this task. Some information for applicants is provided on the Student Travel Assistance web page.
    Guidelines for the LOC are as follows:
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    Program

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    Announcing meeting information

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    Suggested timeline

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