Conference Programme Design and Session Mix
Shape tracks, session types and breaks for a good attendee experience.
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Design a conference programme. Event name and audience: [EVENT_AND_AUDIENCE]. Duration and number of attendees: [DURATION_AND_ATTENDEES]. Topics of interest: [TOPICS]. Room options: [ROOMS]. Speaker candidates: [SPEAKER_CANDIDATES]. Propose tracks, session lengths and formats: keynote, talks, workshops, panels, lightning sessions and open space. Place breaks every 90 minutes, lunch, and networking time. Make sure popular topics get larger rooms and that no strong sessions clash with each other. Return a grid schedule in text, a speaker brief, a plan for accessibility such as live captions and quiet spaces, and a feedback form with five questions. Show the arithmetic that sessions fit the time available. Add a worked scheduling check with arithmetic. Suppose the conference runs from 9:00 to 17:00, which is 480 minutes. Opening keynote 40, three morning sessions of 45 minutes with 15-minute breaks, lunch 60, three afternoon sessions of 45 with breaks, and closing 30. Add them up: 40 + 3 x 45 + 3 x 15 + 60 + 3 x 45 + 2 x 15 + 30 = 40 + 135 + 45 + 60 + 135 + 30 + 30 = 475, leaving 5 minutes of slack; propose where to build more. Replace with my own schedule. Add a speaker selection process: a call for proposals with criteria, anonymised scoring if possible, a diversity of voices, and clear dates for notification. Provide a speaker brief covering length, slide format, accessibility requirements, travel and expenses, recording consent and a rehearsal call. Plan the experience of first-time attendees: a welcome session, name badges with large type, and a quiet room. Include a plan for remote attendees, if any, with captions and a moderator watching the chat. Add a post-event survey and a timeline for sharing recordings and slides within two weeks, with permission from speakers. Add a final section on budget links: estimate cost per attendee for the programme by dividing the total cost by expected attendees, with arithmetic, and say which elements to cut first if registrations fall short.
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Invented one-day schedule, 9:00 to 17:00 = 480 minutes. Keynote 40; three morning sessions 3 x 45 = 135; three morning breaks of 15 = 45; lunch 60; three afternoon sessions 135; two afternoon breaks 30; closing 30. Total = 40 + 135 + 45 + 60 + 135 + 30 + 30 = 475 minutes, leaving 5 minutes of slack. Check: popular topic (practical data skills) placed in the largest room at 11:00 with no clash against the other strong session. Accessibility: live captions in the main hall; quiet room open all day.
Illustrative only, made-up data. Your results will differ and must be reviewed.