Event planning guide

2 month before

Set the details of your event

Set a Date
Come up with a title that is engaging and informative (Ex : CSPFF18 ins’t engaging, nor informative!)
Draft a short description explaining the goals and context of the event. It is very important to invite your speakers and fill the booking form at ISC-PIF

Set up a budget

Costs may include :

caterer
transports and hotels for your guests
prints
nametags
printing costs

Book a room at ISC-PIF

Reserve a seminar room :

Reserve the auditorium : https://iscpif.fr/auditorium-reservation/?lang=en

Reserve a seminar room : https://iscpif.fr/seminar-room-reservation/?lang=en

Contact potential speakers

When selecting your speakers, pay attention to the gender ratio.

Send a save the date

Send a save the date even if you don’t have a definitive program and speakers yet. At this stage, a title, a date and a description can be enough to let the memebers of your network know that you are organizing an event that might interest them.

1 month before

Confirm speakers

send them a contact list and the venue details : 113 rue Nationale, 75013, Paris, 1st floor – Métro Nationale/Olympiades
Book transports and hotel rooms if necessary. The average price for an hotel in the area is 70€.
Ask them to send you a precise title and description asap for the program, a picture and short bio for the event website.

Book a caterer

If your event takes place all day, you may need to hire a caterer for meals and coffee breaks.

Coffee break: To buy what you need, you have a Franprix 20 metres away on Rue Nationale, a Monoprix and a Carrefour on Boulevard Vincent Auriol, about 100 metres away.

Administrative restaurant: 101 rue de Tolbiac, at 11€ per meal.

Catering: Deliveries must be addressed to Franck Leclerq, between 9am and 4pm on working days. Please inform him of the details of the delivery beforehand.

For the seminar room, the address is: 113 rue Nationale, 75013 Paris
For the auditorium, the delivery address is: 11, place Nationale, 75013, Paris.

Some caterers in Paris are sensitive to the issues of waste, social integration and the origin and quality of their products. Here are a few of them:

ID Buffet traiteur Eco-Responsable
Planète Sésame 92 : a socially responsible, organic and carbon-compensated caterer
La table de Canaa : insertion program
Croc Traiteur : local, responsible

Draft your event program

The most important speakers should present at end of the session
Gather the speakers according to a shared topic
Make sure to leave slots for coffee breaks

Create communication materials

Please make sure you include the ISC-PIF logo in your communication materials.

Promote your event

Our communication officer will be happy to promote your event through our website, mailings, newsletter and social media. Please get in touch with margaux.calon at icpif.fr

Manage registrations

For safety reasons, it is crucial that your audience register for your event. The list should be sent to franck dot leclercq at iscpif dot fr the day before the event.

Recruit security guards

In room 1.1, it is mandatory to recruit a security guard if the expected number of people exceeds 70.
In the auditorium, it is compulsory to systematically recruit a security agent and a fire protection agent.

2 weeks before

Send a reminder

Two weeks before the event is a good moment to remind the members of your networks that your event is closing up. Best hours for mailing impacts are 10am and 4pm. At all cost, do not send a mailing on fridays.

1 week before

Send a confirmation to participants

Send the updated program

Confirm the event address :

Entrance to the seminar room is 113 rue Nationale, 75013, Paris – Ring the bell at ‘ISC-PIF Seminars’. Visitor access codes must be requested from franck dot leclercq at iscpif dot fr (codes change every month).
Entrance to the auditorium is at 11, place Nationale, 75013, Paris.

Send confirmation to speakers

Speakers must send you their slides, than can be gathered on the website page. If they can’t send you their slides on time, invite them to come early to check that the computer is compatible with the beamer.
Send a permission to diffuse their work (webcast, social media, website etc.) This document shall be signed by the speaker and brought the day of the event.

3-1 days before

Gather materials

nametags with name institution and city/country
updated printed programs
relevant leaflets
water for the speaker – prefer jar and glasses over plastic bottles.
usb keys and hdmi cables for last minute emergencies
your business cards

Prepare the room

Install chairs
Check beamer, computer connections, sound system

Dday

Last preparations

Set up the buffet: the caterer must deliver the coffee breaks and meals 1 hour before the event and set them up: at the back of room 1.2. for the seminar, along the corridor windows for the auditorium.
Display the signposts, guest wifi codes and Twitter hashtag of your event.
Turn on the heating, projector, computer, sound system. In the seminar room, turn on the streaming.
If you have hired a security agent for the seminar room or auditorium, greet the agent and give him/her the list of attendees.
Auditorium: greet the fire protection agent.

Greet participants and speakers

Open the doors
Gather the last slides and upload them on the computer
Invite speakers to sit at the front
Start the streaming
Auditorium: remind the public that it is forbidden to eat in the auditorium.

After the event

Make sure the windows are closed.
Make sure the heating/air conditioning system is off.
Make sure the sound system and projector are turned off.
Clean the seminar room.
Take out the waste bins in the room located at the entrance of 113 rue Nationale (remember to sort them!).
When you leave, make sure that the doors are closed.
Auditorium: make sure that all the control room equipment is turned off.

Event Management Support

Room Logisitcs :
Contact Franck Leclercq (franck dot leclercq at iscpif dot fr) if you have any question about booking a room, supplies and technical assistance.

Event Communication :
Contact Margaux Calon (margaux dot calon at iscpif dot fr) if you need assistance with promoting your event via newsletter, mailing, and social media.