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?


AAAS requests the following set-up from hosting organizations. If any of these recommendations cannot be met, please follow-up with AAAS to discuss alternate arrangements.

Audio-Visual Needs

AAAS recommends the following equipment onsite, to be provided by the hosting institution.

  • Podium with microphone or other appropriate speaking spot for facilitator
  • Handheld wireless microphone for groups larger than 50 attendees
  • LCD Projector
  • Projection screen
  • Computer with Microsoft PowerPoint, USB port, and internet access
  • Video/audio projection capability through computer and audio hookup (i.e., for playing video with sound from laptop)
  • Flip chart and markers

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

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

Food and Beverage

Food and beverage service is not required, but is typically appreciated by attendees. If offered, food and beverage service is provided by hosting institution or their agent. For full-day workshops, it is recommended that light breakfast items along with coffee and tea be provided in the morning, lunch at midday, and a light snack during an afternoon break. It is useful to have coffee and water provided throughout the day, if possible.

Workshop Materials and Give-aways

AAAS may need to mail workshop materials and/or AAAS/Science give-aways to be made available to workshop participants. Please confirm a mailing address with AAAS so these items can be shipped to the appropriate location a few days prior to the workshop.