How to Host a Workshop and Logistics

If your institution or organization is interested in hosting a workshop, please contact us for information on costs and logistics. Our workshops can accommodate groups from 10 to 100 individuals.

A few details to consider when preparing to host a workshop include:

  • Who will attend?
  • How many will attend?
  • Where will it be held?
  • Will all attendees be from the same field?
  • Are there particular areas of communication of interest to your group?


Audio-Visual Needs

AAAS requires the following equipment onsite, to be provided by hosting institution:

  • Podium with microphone
  • Handheld wireless microphone
  • LCD Projector
  • Projection screen
  • Laptop with Microsoft PowerPoint, USB port, and internet access
  • Video/audio projection capability through computer and audio hookup (ie, forplaying video with sound from laptop)
  • Flip chart and markers

Venue and Room Set-up[Photograph] Communicating Science Workshop

The room should be sufficiently large enough to hold all attendees at round tables. For example, for a group of 60 attendees, table should seat 6-8 attendees, so there should be 8-10 tables, depending on table size. The tables should be skirted with linens, if possible. There should be space at the front of the room for a podium, a flip chart, and projection screen that is visible to attendees. If offered, an adjacent room can be set up to provide food and beverage service, or this service should be set up in the workshop room in a location that will cause the least amount of disturbance to the ongoing workshop.

Food and Beverage

Food and beverage service to be provided by hosting institution or their agent. For full-day workshops, it is recommended that light breakfast items with coffee and tea be provided in the morning, lunch provided at midday, and light snack be provided during an afternoon break. It is useful to have coffee and water provided throughout the day, if possible.