COAMS-J Annual Research Forum
Pre-forum preparations:
- Recruit the organizing student's team
- Conduct meetings with the organizing team to prepare for the day
- Create the forum program
- Book the forum venue
- Create the forum budget
- Coordinate with the college programs to obtain the lectures/workshop information
- Invite keynote and external speakers
- Confirm the attendance of all the speakers
- Prepare the CME application
- Submit the CME application to the deanship of graduate affairs
- Review and approve the forum posters and graphic designs
- Review the banner design
- Request the banner instillation
- Invite external universities to participate
- Recruit the forum scientific committee
- Review and update the forum website
- Send the scientific committee list to the website developer
- Test the forum website before launching
- Publish the forum poster through the message center, office service, and Twitter
- Coordinate with academic affairs and student affairs to ensure the student's availability
- Coordinate with the college programs and faculty to ensure their attendance
- Distribute the internal and external personal invitations to college deans and hospital administrators
- Conduct the initial review for all submitted abstracts
- Send the reviewed abstracts to the scientific committee members on the website
- Follow up regarding the approval of the abstract on the website
- Create the evaluation forms for the oral presentations
- Create the evaluation forms for the poster presentations
- Create the list of forum day evaluators
- Divide and send the approved abstracts to the evaluators
- Confirm the evaluator's attendance
- Request the plaques for the keynotes and speakers
- Create the final poster presentation lists
- Create the final oral presentation lists
- Confirm the poster and oral participant attendance
- Oversee the poster venue preparation
- Oversee the convention center preparation
- Review the day's presentation
- Receive all the printed posters
- Create the public relations requests
- Request the materials needed to set up venues and attendees gifts from the public relations and deanship of students affairs
- Reserve VIP parking
Ongoing Forum-Day Tasks:
- Check the venue organization
- Meet the volunteering team members and ensure they are in their assigned duties
- Ensure the day program is progressing as planned
- Resolve unexpected issues
- Oversee the calculation of the results
- Prepare the final winners' lists
- Send the final winner list to the organizing team and public relations department
- Post Forum Tasks:
- Follow with IT to insure certificates delivery
- Resolve issues regarding the forum certificates
- Draft the forum report
- Choose the photograph to be used in the report
- Request evaluators photos
- Send the report to the dean's office
- Collect all the bills for the forum
- Prepare and submit the bill claiming form for the event
- Prepare and submit the winner prize claiming form