Could a Cancer Patient Summit work in your country?
In its short history, ECPC has organized and run 4 "Masterclasses on Patient Advocacy" in Milan and 4 poltitical Summits in Warsaw, Slovenia and Brussels whilst also attending major cancer patient summits in Europe and beyond. Our own events have all been hugely successful, leaving no doubt that when cancer patients get together they are an enormous, undeniable force that makes things happen! Maybe a cancer patient summit could work in your country to put cancer on top of agendas?
We have however learnt that it takes a huge amount of work and planning to hold a successful, professional and productive conference. We therefore thought it may be useful to pass on our experiences and documents, in the hope that it will make your event a little easier to organize, taking you through the detailed steps to making it happen.
Below you will find our 'Step by Step Guide' to organizing a major event in your country. Good luck and we would love to hear from you if you are planning an event and whether the toolbox was useful.
Step by Step Guide to Organizing Conferences
ECPC has worked hard to provide the following guideline documents and template files. All documents are provided as Word and Excel files, so you can easily copy your logos in, and you are ready to re-use the documents to organize your conference. Just get started by requesting the full package of files below, which contains the following:
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Package Item
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Description |
| 1 |
INTRODUCTION AND CHECKLIST
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Basic guide to organizing conferences: setting the date, finding a venue, setting the budget, finding accomodation. Checklist template for all major steps in organisation. |
| 2 |
CREATING THE PROGRAMME/AGENDA
|
Template for a conference agenda. Copies of 2 previous ECPC Masterclass agendas. |
| 3 |
INVITATION LETTER TO SPEAKERS |
Generic template to invite speakers, plus 2 copies of invitations sent to speakers at ECPC Masterclasses. |
| 4 |
SAVE THE DATE NOTE |
Template letter to your potential participants to save the date in their diaries. |
| 5 |
REQUEST FOR SPONSORSHIP
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Template letter to potential sponsors. |
| 6 |
DELEGATE CONFIRMATION LETTER
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Template letter to confirm registration of a participant. |
| 7 |
DELEGATE REGISTRATION FORM
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Registration form for your participants. |
| 8 |
DELEGATE INFORMATION LETTER
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Confirmation letter to your participants informing them about the conference venue, registration, catering, programme, language, dress code, insurance, etc. |
| 9 |
SPEAKER INFORMATION LETTER, SPEAKER PRESENTATION CONSENT FORM
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Confirmation letter/form to be sent to your speakers, asking to provide essential information (e.g. travel) and informing about slide presentation, conference book, accomodation etc. Additionally, a form to get written consent that the presentation can be shared with participants. |
| 10 |
PARTICIPANTS LIST (DELEGATES, SPEAKERS AND STAFF)
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Spreadsheet to list your confirmed participants, their contact details and their role. |
| 11 |
DELEGATE ROOMING LIST
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Spreadsheet to administer the rooms you need in the conference hotel. It calculates automatically on which day you need how many single/double rooms, and what the total costs for accomodation will be. |
12
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CONFERENCE BOOKS, DELEGATE PACKS AND EVALUATION FORM
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Guide how to do conference books, and what to include in delegate packs. Includes a template for an evaluation form to be filled out by the participants. |
| 13 |
CONFERENCE BADGES
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Template for producing name badges. |
| 14 |
EXHIBITION AND POSTERS |
Poster Guideline which you might want to provide to your delegates prior to the conference, to help them design their posters about their story, projects or organization. Includes a PowerPoint template to produce posters.
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15
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HOW TO WRITE PRESS RELEASES
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Guideline how to write a press release about your conference. |
| 16 |
CONFERENCE REPORTS
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Example of an ECPC conference report produced after the conference, e.g. to inform key stakeholders or participants |
| 17 |
BUDGETING |
Excel sheet to calculate your budget for the conference. Includes full functionality to calculate incoming funding, your budget, and actual expenses (accounting). |
| 18 |
CANCER FACTS & FIGURES |
Fact sheet about cancer
|
| 19 |
SCHOLARSHIPS |
Scholarship (travel reimbursement) application forms, and reimbursement forms
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How to get the documents and templates
If you are an ECPC member and want to receive the full package of Word and Excel files which you can easily re-use, please
This e-mail address is being protected from spambots. You need JavaScript enabled to view it
and we will be happy to email it to you.
Please note that the package is copyrighted by ECPC -- feel free to use it for your conferences, but you are not allowed to re-publish or re-distribute the package without prior consent of ECPC. If you want to re-use the package, please contact us.
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