Conference Planing
Scenario Used in This Guide
The University of Peradeniya, Faculty of Computing, Department of Computer Science is planning to host the National Research Conference 2025 using the LEARN-hosted Indico platform
-
Create a top-level category: ➤
University of Peradeniya -
Create sub-categories under it:
-
Faculty of Computing(under University of Peradeniya)
-
Department of Computer Science(under Faculty of Computing)
-
-
Assign a Category Manager (e.g., Dr. Silva) specifically to: ➤
Department of Computer Science -
Create and configure locations (e.g., venues or lecture halls)
-
Assign a Location Manager (e.g., Mr. Kumara) for venue booking management
Part 1: General Conference Planning Process (Before Using Indico)
| Step | Task |
|---|---|
| A | Define the conference name, theme, objectives, and scope |
| B | Choose a date and venue for the event |
| C | Assign key organizing roles: Chair, Managers, Reviewers |
| D | Decide on Abstract Submission Process and review flow |
| E | Plan conference sessions, speakers, and parallel tracks |
| F | Design registration forms and fee structures |
| G | Set deadlines: submissions, reviews, registrations, etc. |
| H | Design certificates, promotional materials, and surveys |
| I | Decide on technical requirements, including room bookings and streaming |
| J | Prepare the conference website and announcements |
| K | Confirm logistics: catering, materials, tech checks |
Part 2: Mapping the Planning Process to Indico
| Real-life Task | 🛠️ How It's Done in Indico |
|---|---|
| Create category per institution | LEARN Admin creates category: University of Peradeniya |
| Map academic units | LEARN Admin creates sub-categories: Faculty of Computing → Department of Computer Science |
| Assign department manager | LEARN Admin assigns Dr. Silva as manager of Department of Computer Science category |
| Venue preparation | LEARN Admin creates rooms/locations and assigns a Location Manager |
| Create event (conference) | Category Manager (Dr. Silva) creates National Research Conference 2025 |
| Collect abstracts | Use Call for Abstracts module |
| Schedule sessions | Use Timetable and Contributions |
| Register participants | Use Registration Forms |
| Send reminders | Use Emails feature in Indico |
| Issue certificates | Use Certificate plugin |
| Collect feedback | Use Surveys |
| Assign and manage rooms | Use Room Booking plugin |
| Synchronize timetable with rooms | Use Room Booking and Timetable Synchronization feature |