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Frequently Asked Questions:

The Program
Who do I contact when I have questions or need information?
Your point of contact at GRC is Holly Tobin (htobin@grc.org), Conference Planning Associate, until such time as you are assigned a Conference Coordinator. The Conference Coordinators will contact Session I Chairs the week of August 1 and Session II Chairs the week of January 1.
How do I know if my Conference is in Session I or Session II?
Session I GRCs meet January through May. Session II GRCs meet June through October
What should I do first?
You should start by writing a short abstract (approximately 300 words) to describe the focus of your Conference and it is a good idea to include a sub-title for the Conference. Send the abstract to GRC as soon as possible after the Chair's Training session and it will be posted to your conference program page on the GRC web site. Concentrate on building your program and identify potential speakers and discussion leaders. You may ask for ideas from past attendees and even form a program committee to work with you.
Where can I find the Program Template?
Program templates can be found in the "Documents and Templates" section of this Resource Center (see menu above).
Can I change the session times in the Program Template?
No, you cannot deviate from the contracted morning and evening session times. You may schedule the time within each session as you choose, however we strongly recommend that you use the proven formula of 3 speakers in the morning and 2 speakers in the evening. However you organize your sessions, you must be sure to leave adequate time for discussion after each talk.
Can I have an afternoon session or workshop?
No. The afternoons are to be kept free of any formal activity in order to facilitate informal discussion and networking among the conferees. Per the GRC Board of Trustees, we do not encourage or support any sessions outside of the contracted times. Any informal sessions you arrange will not have access to the meeting room or AV equipment and will not have any support from the GRC staff. Such sessions are not allowed to be listed on the web or printed program.
What is the deadline for the program?
The Preliminary Program (session titles and speaker/discussion leader names) is due on June 2 for Session I meetings and December 1 for Session II meetings.

The Full Program (session titles, speaker/discussion leader names and individual talk titles) is due 4 months before your meeting begins. It is very important that you post information on the GRC web site as you build your program - don't wait until the program is complete!
Is there a template for the Science ad program information?
Yes, the "Science ad" information is the same thing the "Preliminary Program" information. A template can be found in the "Documents and Templates" section of this Resource Center (see menu above).
How can I get my Program on the GRC web site?
Program details and any other information (such as instructions/deadlines for posters) that is important for the conferees to know should be sent to GRC and our IT staff will post it on your Conference program page. You can update and make changes as necessary.
When can I start posting Program information on the web site?
As soon as possible! You should send an abstract for your Conference for posting on the GRC web site right after you attend the Chair's Training. You should continue to build your program on the web site by sending updates (titles, names) to your contact person in our IT department as often as necessary. The GRC web site is one of the best ways to advertise your Conference so take advantage of it!
How do I know who to contact in the IT department?
Please contact Holly Tobin (htobin@grc.org) if you are not sure which IT staff member is your point of contact.
Do you have a sample of a speaker invitation letter?
Yes, sample speaker and discussion leader invitation letters and follow-up letters are available in the "Documents and Templates" section of this Resource Center (see menu above).
What is the 24 hour rule?
It is GRC policy that support for speaker expenses is conditional on the speaker staying an absolute minimum of 24 hours after his or her talk (or until the end of the meeting). You, as Chair, may require your speakers to stay even longer than 24 hours after their presentations. This is to ensure that all conferees have an opportunity for informal discussion with the speaker.

Establish with each of your speakers how long he/she plans to attend your Conference. If a speaker can only commit to stay a limited time, you will have to balance the advantages of having such a person speak at the Conference against the disadvantages of not having the person available for discussion through most of the week.
Is there a deadline for submitting poster abstracts?
GRC does not impose a deadline for poster abstracts. There is a place on the Conference application to indicate if one wishes to present a poster and a text box for an abstract. You, as Chair, may impose a deadline for submitting a poster abstract. If you have designated someone else (usually the Vice Chair) to organize the poster sessions, you should ask the conferees to send their abstract to that person in addition to submitting it to GRC. These instructions should be posted on the Conference program page on the GRC web site.
How many posters can be displayed at one time?
Most GRC sites can accommodate 30-35 posters at one time. Please confirm this number with your Conference Coordinator.
How big are the poster boards?
Most poster boards are 4' x 4' (1.2m x 1.2m). Please check the GRC web site or with your Conference Coordinator for the exact size at your site.
Can I compile a poster abstract book?
No. The printing or distribution of a poster abstract book is strictly against GRC's "Off-the-Record" policy. A list of the poster titles and authors only may be printed and/or distributed.
What is GRC's "Off the Record" Policy?
The recording of lecturers, photography of slide or poster material and printed references to GRC papers and discussion is prohibited. Scientific publications are not to be prepared as emanating from the Conferences.

Each conferee agrees (by submitting their registration) that any information presented at a GRC - whether in a formal talk, poster session or discussion "is a private communication from the individual making the contribution and is presented with the restriction that such information is not for public use."
 
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