Reserving Space for the Conference
It is recommended that you reserve campus space for the conference early in the planning process. You may submit requests for space through the Room Request system (EMS) located in the Tools and Links section of your E-Portfolio or you may contact University Events & Scheduling at events-sched@wesleyan.edu for advice. Events & Scheduling schedules the use of classrooms, meeting rooms and dining spaces and is experienced in planning conferences.
Conference website or blog
ITS’s New Media Lab will design, build and maintain your conference website for a fee. See New Media Lab rates and project lead times. If you plan on building and maintaining the site, contact your academic computing manger to discuss the merits of using a blog or website. A blog is generally preferred, unless you are an experienced web builder. Either way, it will be your responsibility to add content and make updates. The New Media Lab will create a custom header for a blog or website at no charge.
Internet access
To provide Internet access for attendees, a guest Wesleyan network account, using a conference username/password, can be activated for the duration of the conference. Attendees will have full Internet access, although no access to Wesleyan domain services. Contact your academic computing manager.
Wireless access
To access the Internet through wireless, attendees will need to join the network: AirWes. After connecting, opening any browser will bring up the Cisco Clean Access page, where they can sign in with the conference username/password.
Computer lab access
Most conferences are scheduled over breaks or during the summer. While these are less busy times, keep in mind that the labs may be scheduled for maintenance or other uses. This is particularly true over the summer when both Wesleyan summer session and outside groups use the labs. Contact your academic computing manager.
Event technical support
ITS’s Instructional Media Services/Special Events group provides multimedia and technical support. Videoconferencing, video and audio recording, equipment rental, and conference tech support are among the fee-based services they provide. Rooms, services and equipment must be reserved through the Room Request (EMS) system in e-portfolio.
Registration and online payment
Registration is often managed by a sponsoring scholarly society. If this is a function you need to support and there is a conference fee you wish to collect online, Wesleyan has a vendor relationship with Acteva. The WESU donation page gives a feel for this service. If you do not need to collect online fees, registration can be managed in a blog or website using Google Forms to collect information from registrants. Contact your academic computing manager to arrange for these options.
Conference proceedings
Conference proceedings may be added by the faculty host to the conference blog or website. They may also be archived in WesScholar using its online journal module. Contact your academic computing manager for more information.