Templates and Checklists

Who is responsible for the programme? Establish a dedicated programme committee?

Who has decision-making authority? I.e., who should be consulted when a decision needs to be made?

Who is responsible for acting as the secretariat?

Consider involving students as volunteers.

Which partners are involved – internal and/or external?

Will an external organiser or event agency be used?
(Note: For large conferences where the cost of using an event agency exceeds NOK 100,000, quotes must be obtained from at least three providers (competitive tendering). Contact the Procurement Department for assistance.)

Date: Check for competing events on the same day(s), both at UiB and externally (and school holidays and public holidays).

Time: When can travelling participants realistically arrive at the venue?

Venue: UiB or external location? Book well in advance!
A large event may require support from the Estate and Facilities Management Division - contact them early.

Registration Deadline

Conference Fee: Usually set after the budget is prepared. Should the fee cover all or part of the event costs? Should certain groups receive a reduced fee (e.g. students, PhD candidates, participants from low-income countries)? Consider using an early bird rate (cheaper for early registration).

Catering - depending on venue.

Gifts and/or Honoraria for Speakers: If speakers are travelling, gifts should be lightweight.
(Note: Check UiB’s guidelines on gifts and other benefits for employees.)

Travel Expenses

Transport/Logistics: Is the conference in the city centre or outside? Do speakers need transport or airport pick-up?

Cultural Programme: Artistic or musical elements should be considered and aligned with the conference profile.
Maybe the Grieg Academy has students available for this job? UiB also has various choirs.

Budget and finances

Progress and planning

Signing authority for agreements (Check with your section head who has signing authority for contracts and orders in your unit)

Contact your section head to obtain a project and analysis number (must be used for all orders, invoices, etc.)

Internal and external communication and information

Master of ceremonies

Producer/technical lead/contact person for the Facilities Division (responsible for execution on the day of the event)

Thank you and celebration

Reporting

Evaluation

Documentation

Course certificates

Publication

Finances – accounting