Guide to Programming Topical Conferences

A4.1 Introduction

This document is intended to be a general guide for programming with specific attention to Topical Conferences.  You may obtain additional guidance from AIChE Program Development (programming@aiche.org).  For new topics that do not fit suitably into an existing AIChE programming group, see RANTC (the Research and New Technologies Committee) or the Executive Board of the Programming Committee (EBPC) for help.  All dates listed in this guide are approximate, but meeting these dates will greatly help Topical Conference Chairs and their Topical Conferences.

The idea of a Topical Conference is a set of programming that is thematically focused on a particular topic.  In principle, any programming group can arrange its programming to be structured around a theme without having a Topical Conference.  However, the programming groups often cover a breadth of subjects.  Setting up a Topical Conference provides better visibility inside the AIChE meeting and throughout the engineering and scientific community.

Different formats can be equally successful.  The topic may encompass an entire AIChE programming Group or Division / Forum (e.g., a Separations Topical) or it may be more tightly focused (e.g., an Envisioning Biorefineries Topical), drawing from two or more Groups.  It may be as few as three sessions, or it may be much larger than that. Co-sponsors can be brought in from outside AIChE to draw a much wider audience.

Below, content is presented for Topical Conferences scheduled for the AIChE Annual Meeting, as proposed by the Executive Board of the Programming Committee Topical Conferences Task Force (revised 2019). A similar structure will eventually be implemented for the AIChE Spring Meeting. Those wishing to propose a new topical conference for the Spring Meeting should contact programming@aiche.org for next steps.

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A4.2 & 4.3 Planning Topical Conferences for the Annual Meeting

25 MONTHS PRIOR TO THE TOPICAL CONFERENCE (September)

• Complete the Topical Conference Proposal sheet, and submit either via the online survey or by sending to AIChE Program Development programming@aiche.org.
  • Draft a structure for the Topical Conference, especially the set of session topics (recommended 3-6 sessions).  In addition, consider possible invited speakers, plenary sessions, and other ancillary events.
  • Start considering who you would invite to help with the organization of the topical conference in roles such as session chairs or co-chairs. 
  • Prepare the Topical Conference proposal that includes the following by filling out the New Topical Conference Request Form below:
    • ​Title of the proposed conference
    • A brief description of the proposed conference (5-7 sentences)
    • Possible titles of sessions
    • Potential chairs and co-chairs
    • Contact possible co-sponsors both within (e.g., Divisions/Forums) and outside (e.g., other sister societies) of AIChE prior to submission to ensure their support
    • Expected number of attendees per session
    • Any historial data (if you are a returning topical conference)

Topical Conference Request Form

24 MONTHS PRIOR TO THE TOPICAL CONFERENCE (October/November)

• All submitted proposals will be reviewed by the committee (consists of EBPC Leadership and Meeting MPCs). After this time, additional information will be requested from the submitters, as needed.

19 MONTHS PRIOR TO THE TOPICAL CONFERENCE (March/April)

• Attend the AlChE Programming Retreat.  Confirm contacts for jointly sponsored programming.
• Finalize approved Topical Conference at the Spring Meeting and Retreat.
• Begin any pre-planning, such as confirming session topics, organizing committee, etc.

12 MONTHS PRIOR TO THE TOPICAL CONFERENCE (October/November)

• If you plan to offer the topical conference again, please submit a new topical conference proposal via the process outlined previously.
• Be sure that the approved Topical Conference, Topical Conference Chairs, and confirmed session chairs have been submitted to AIChE for entry into its abstract collection system.
• Session Chairs continue to solicit specific speakers for regular and plenary sessions. 
• Obtain commitments from solicited speakers for Plenary Session(s) and solicit funding if required. 

10 MONTHS BEFORE THE TOPICAL CONFERENCE (January) – CALL FOR ABSTRACTS (CFA) OPENS

• Ensure that all sessions are entered into the abstract collection system.
• Encourage Session Chairs and Vice-Chairs to continue to solicit papers. 

7 MONTHS BEFORE THE TOPICAL CONFERENCE (April and May)

• Following the close of the CFA, Session Chairs review, accept, reject, transfer and order accepted papers. 
• Topical Conference Chairs review sessions for balance and adjust if necessary.  Submit proposed session schedule requests to the Program Development Department at programming@aiche.org. 
• Complete final arrangements with financial sponsors and non-financial sponsors.
• Submit plans for special events (Conference dinner, co-sponsorships, and potential exhibitors) and sponsoring societies to AIChE Programming Department and Meetings Department.

5 MONTHS BEFORE THE TOPICAL CONFERENCE (June)

• Draft and Final Program are shared with organizers for input.
• Acceptance Letters will be sent out first week of July. 

2 to 3 MONTHS BEFORE THE TOPICAL CONFERENCE (August)

• Maintain contact with speakers and session chairs and confirm their attendance at the Conference. Notify AIChE Program Development (programming@aiche.org) as soon as you recieve any withdrawal notification.
• If you plan to host your topical conference an additional time, please make sure to submit a provisional proposal as outline previously.

1 to 2 MONTHS BEFORE THE TOPICAL CONFERENCE (September/October)

• Maintain contact with speakers and session chairs and confirm their attendance at the Conference. Notify AIChE Program Development (programming@aiche.org) as soon as you recieve any withdrawal notification.

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A4.4. At and after the Topical Conference

CHECKLIST BEFORE THE TOPICAL CONFERENCE

• Laptop (unless provided by AIChE)
• Projector and Screen (typically provided by AIChE)
• Laser pointers

CHECKLIST DURING THE TOPICAL CONFERENCE

• Monitor sessions.
• Give emergency evacuation instructions.
• Plant questions to stimulate discussions.

AFTER MEETING

• Send thank you notes to speakers.
• Evaluate meeting, writing down a “Lessons Learned” list for subsequent chairs.

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