Chair Resource Center
 
Documents and Templates

The following files contain sample letters and document templates that should be helpful when organizing your GRC. The documents are grouped by topic. To download a file, click on the description title - you will then be prompted to open or save the document. If the download does not work or if you are unable to open a particular file format, please contact Holly Tobin.

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Sample Letters and Reports

  • Sample Support Solicitation Letter
    This sample letter is intended to be used as a guide or reference when you are writing to private organizations and/or industry to request support for your conference.
  • Sample Speaker Invitation Letter
    This sample letter is intended to be used as a guide or reference when creating your own letter inviting potential speakers and discussion leaders to participate in your conference.
  • Sample Follow-Up Letter to Discussion Leaders
    This sample letter is an example of the type of letter you should send once a discussion leader has accepted your invitation to participate in your conference. You should be specific about your expectations and about the amount of support you intend to offer.
  • Sample Follow-Up Letter to Speakers
    This sample letter is an example of the type of letter you should send once a speaker has accepted your invitation to participate in your conference. You should be specific about your expectations and about the amount of support you intend to offer.
  • Sample Letter for Chairs to Assist Attendees with Visas
    This sample template is intended to be used as a reference when writing a letter of support for attendees who need to obtain a Visa.
  • Speaker and Discussion Leader Contact & Funding Report
    This template should be used to enter the contact information and preliminary funding allocations for your invited speakers and discussion leaders. Once completed, it should be submitted to your conference coordinator.

Advice for Speakers & Discussion Leaders

  • Tips for Speakers
    This set of tips is designed to help speakers maximize the effectiveness of their talk (timing / content / audio-visual).
  • Tips for Discussion Leaders
    This set of tips is designed to help discussion leaders manage their session (speakers / timing / discussion) in the most effective way possible.

Program Templates (GRC)

  • Meeting Description Template
    A brief introductory paragraph is the first piece of information due on your program page. Please use the information in this template as a guide when preparing the description text.
  • Preliminary Program Template
    The preliminary program is a list of session topics, speakers and discussion leaders. This is the second piece of information due on your program page. This program is also used in the ads GRC places in Science magazine (twice yearly). Please send this information to us using the specific format noted in this template.
  • Final Program Template (Standard Format)
    This template shows the format that your final program should follow. The times in this template work for almost all of our meeting sites, except for Italy and Switzerland. For GRC meetings taking place at one of those sites, please refer to the alternate template below.
  • Final Program Template (Italy / Switzerland Format)
    This template shows the format that your final program should follow. This version should only be used for GRC meetings taking place in Italy or Switzerland (some of the times are different at these sites).

Program Templates (GRS)

  • GRS Meeting Description Template
    A brief introductory header is the first piece of information due on your program page. Please send this description text to us using the specific format noted in this template.
  • GRS Preliminary Program Template
    A preliminary program is a simple list of the various components of your GRS. This is the second piece of information due on your program page. This listing is also used in the ads GRC places in Science magazine (twice yearly). Please send this information to us using the specific format noted in this template.
  • GRS Final Program Template (Standard Format)
    Gordon Research Seminars follow a different schedule than normal GRC meetings. Please use this template if you are chairing a GRS. The times in this template work for almost all of our meeting sites, except for Italy and Switzerland. For GRS meetings taking place at one of those sites, please refer to the alternate template below.
  • GRS Final Program Template (Italy / Switzerland Format)
    Gordon Research Seminars follow a different schedule than normal GRC meetings. Please use this template if you are chairing a GRS. This version should only be used for GRS meetings taking place in Italy or Switzerland (some of the times are different at these sites).

Planning Calendars

  • 2010 Session I GRC Planning Snapshot
    This is a one-page overview of the important actions and due dates leading up to the start of your Gordon Research Conference. Session I meetings run from January through May.
  • 2010 Session I GRS Planning Snapshot
    This is a one-page overview of the important actions and due dates leading up to the start of your Gordon Research Seminar. Session I meetings run from January through May.
  • 2010 Session II GRC Planning Snapshot
    This is a one-page overview of the important actions and due dates leading up to the start of your Gordon Research Conference. Session I meetings run from June through September.
  • 2010 Session II GRS Planning Snapshot
    This is a one-page overview of the important actions and due dates leading up to the start of your Gordon Research Seminar. Session I meetings run from June through September.