The 5th ACDE Conference and General Assembly

The 5th ACDE conference and general assembly is planned to be held in Sudan under the auspices of the Open University of Sudan. A high council for the conference was established by the vice chancellor to gather for procedure and create of committees. Conference planning checklist is prepared to facilitate the process and it includes various activities that should be performed to assure the success of the conference.

Organizing teams and committees

• Conference theme and subtheme was agreed.  Conference venue is Determined and the seminars rooms was booked. the venue and seminar rooms were visited as viewed. 
• Accommodation and transportation are fully arranged 
• The conference dates and time are agreed 
• we set the daily start and end times 
• preliminary budget is prepared.

Committees

•Scientific and research committee

•Finance and Budget committee

•Program committee

•Services committee

•ICT committee

•Public relations and media committee

Marketing

  

Conference marketing plan was prepared by the Public relations and Media committee who started by advertising through the TV and Radio channels, newspapers, websites, and different types of media and printed materials.  The committee started to contact potential sponsors and negotiating contracts with them.

 Conference theme and logo was created and uploaded at the website of the university and ACDE website, to cover publicity through appropriate societies and universities inside and outside Sudan

Registration:

There are always updates of registration forms and website online links.  Payment policy was agreed and adopted 

Participant should have to register on the website www.ous.edu.sd/ar

Committee’s reports

All committees already started early to complete their tasks in a suitable time. Following activities undertake by different committees

 62 abstracts and full papers were received

Organizing and services

• Several meetings are held in connection with services provided and exhibition. Reception, coffee breaks, and dinner provided by the organizing and services committee during the recent ACDE meeting are just a sample of services provided during the conference. 
• Leisure and accompany programs are planned.

program committee 

• The committee finished the preparation of the conference  budget after consultation with the committees
• Invitation letters were sent to participants.
• Number of speakers are determent per session
• Lesion with registration committee.
• Follow-up with the organizing and services committee to arrange for accommodation, and traveling arrangementsAllocation of parallel session halls and seminars rooms. 

ICT and technical committee:

• The Website of the conference established and running 
• Updating of the conference website
• Providing online registration
• Responding to e-mails  inquires
• Follow up abstracts
• Providing technical support during the conference

 Finance and budget committee
The conference will be Sponsored by

• Presidential support;
• The National Corporation Communication;
• The Ministry of Higher Education and Scientific; Research;
• ACDE board members;
• Other Governmental Institutions;
•  Some communication Corporations;

  Public relation and media committee:

• Creating promotional plan including; Internet campaign, TV/Radio campaign, printed materials
• Designing and printing brochures, tickets, advertising materials, invitations
• Promoting event to prospective exhibitor
• preparing announcements in appropriate journals and newsletters
• and TV/Radio and websites.
• Distribution advertising materials
• Designing t-shirts, freebies, name tags, presents etc
• compiling an exhibit guide

 Pre-Conference activities

• Training OUS staff on how dealing with international conferences,
• Enlighten The Sudanese Universities about the conference
• Broadcasting an announcement