Organizing a Successful Academic Conference at Rutgers University-Camden

Strategic planning is crucial for hosting a thriving academic conference. From selecting a compelling theme to securing funding and coordinating local arrangements, this guide provides essential steps for librarians like Julie Still and Zara Wilkinson at Paul Robeson Library, Rutgers University-Camden. Learn about the process of finding funding, campus partnerships, call for papers, and more to ensure a successful event with rich content and engaging discussions.

• Conference Planning
• Academic Event
• Rutgers University-Camden
• Librarians
• Paul Robeson Library

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1. But Im a Librarian! Planning an Academic Conference Julie Still & Zara Wilkinson Paul Robeson Library Rutgers University-Camden

2. Introduction Buffy to Batgirl: Women and Gender in Science Fiction, Fantasy, and Comics Rutgers-University-Camden, May 2-3, 2014 Over 80 presentations & 150 attendees Based on Pippi to Ripley, held at Ithaca College in 2011, 2013, and 2015.

3. Introduction What is an academic conference and why would you want one? Differences between academic conferences and professional conferences/professional development programs or workshops

4. Picking a subject Decide on parameters Come up with a title

5. Preparing a plan Who and how many Where How long What type of events

6. Devising a budget Income (registration, grants, in-kind donations) Costs (food, facilities, incidentals, swag)

7. Finding funding Campus / college partners Internal / external grants In kind donations Program partners

8. Local arrangements Housing (hotels and dorms) Food (conference catering and a list of nearby eateries) Facilities

9. Campus partners Rutgers University Libraries / Paul Robeson Library Women s and Gender Studies Program Office of Campus Involvement Events Office Office of Housing and Residence Life

10. Library display Buffy to Batgirl display at the Paul Robeson Library

11. Call for papers Writing the call Posting the call (local, national, international?) Penn CFP, email, H-NET, social media Buffy to Batgirl CFP: http://libguides.rutgers.edu/buffytobatgirl/cfp

13. Buffy to Batgirl is an interdisciplinary conference with a focus on women and gender in science fiction, fantasy, and comics. Science fiction and fantasy books, television shows, and films include a wide variety of female characters, from protagonists to villains, warriors to women in refrigerators, and sidekicks to starship captains. We invite submissions of individual papers or complete panels on any aspect of female representation in speculative fiction. Due to the interdisciplinary nature of the conference, we seek to represent a range of critical and theoretical approaches as well as a variety of media. http://libguides.rutgers.edu/buffytobatgirl/cfp

14. Women and their place in futuristic or other worlds (Star Trek, Doctor Who, Babylon 5, Firefly) Female protagonists in urban fantasy and paranormal romance (Buffy, Anita Blake, Sookie Stackhouse, Clary Fray) Gender politics after the apocalypse (Revolution, Falling Skies, Oryx and Crake, Y: The Last Man) Science fiction and reproductive body horror (Alien franchise, Twilight, Bloodchild) Feminism, gender, and sexuality in zombie media TV (Romero, In the Flesh, The Walking Dead) http://libguides.rutgers.edu/buffytobatgirl/cfp

15. Reviewing proposals Evaluating the quality of proposals Accepting/rejecting Deciding how many panels Grouping papers into panels

16. PANEL 1A: Buffy the Vampire Slayer A regular kid and her cradle-robbing, creature-of-the-night boyfriend : The Trouble with Normal in Buffy the Vampire Slayer Gregory L. Bagnall, University of Rhode Island The Re-imagining of Fairy Tales in Buffy the Vampire Slayer Kerry Boyles, Rutgers University What s In the Basket Little Girl? : Reading Buffy as Little Red Riding Hood Kim Snowden, University of British Columbia Drusilla, Kendra, & the Role of Agency in Vampire Literature William Patrick Wend, Burlington County College

17. PANEL 7B: Witches and Wicked Women Something Wicked This Way Comes?: Power, Anger, and Negotiating the Witch in Contemporary Television Alissa Burger, SUNY Delhi Stephanie Mix, Independent Scholar Rehabilitating the Child-Stealing Witch: Motherhood and Magic in ABC s Once Upon a Time Linda Lee, University of Pennsylvania Sex, Power, and the Occult: A Look at Morgan in STARZ s Camelot Christina Francis, Bloomsburg University

18. Scheduling (putting it all together) Arranging panels All conference events Allow for networking Conference program Conference website

20. Publicity/social media Campus/Libraries Communications Office(s) Blogs (The Geek Initiative, Geekadelphia, Comic Book Resources) American Libraries Social media, #buffytobatgirl

23. Logistics on the big day(s) Setting up Signage Registration / staffing Distribution of program / name badges

24. Logistics on the big day(s) Monitoring progress of events Tech support Monitoring attendance at paid events

25. Assessment Survey form Collect social media mentions

26. Post conference paperwork (reports, internal publicity) Prepare a post-conference report for stakeholders Distribute to administrators as appropriate Grant / funding reports Send post-conference publicity to professional associations or write up a report for publication

27. Questions or comments? Julie Still, still@camden.rutgers.edu Zara Wilkinson, zara.wilkinson@camden.rutgers.edu