On 10/15/07, Gary Kirk gary.kirk@gmail.com wrote:
That's good how you have actual prices etc. I think it might be a good idea to pool and come up with some sort of standard greeting for these people explaining what we want and so on so we're all on the same hymn sheet, or all looking at the same edit box if you like :) (though of course that would cause an edit conflict!)
Thanks Gary - what were you thinking of in the way of "standard greeting"? Regarding what we need - typically, in past years, this has been: at least one major lecture theatre/hall for keynotes and plenaries (ie for all conference participants), one slightly smaller one (ie 200 ppl), and three or four smaller again (50-80 ppl) - though it is not a problem to have slightly too much space ;-). We need a space to hold exhibitions of posters and a space for informal gathering (ie hanging out) - this could very well be the same space. There are usually one or two rooms for the organising committee for stationery, conference supplies, technology, and lots of coffee. ;-) All that is for the three days of the main conference - we'll need a pared-down number of spaces for the hacking days, which normally run over the two previous days to the main conference. I might have underestimated extra rooms needed (eg. for speakers' lounge etc), but that's mostly it as regards the conference meeting spaces. After that we need a dining space for the majority (if not all) of the conference attendees, as well as accommodation for the bulk of people also. Food needs to be on-site; accommodation is also preferable to have as close to the site, but it may be possible to organise an alternative and use shuttle buses, for example. If we get prices for most if not all of the above, we'll be doing well. :-)
Cheers, Cormac