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2005
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July
|
Secure bid from NMEA
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| |
August
|
Develop media contact list
Press release to local/regional area
Contact Chamber of Commerce for convention assistance
Finalize dates of conference with host institution
Establish committees/chairpersons
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September
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Contact airlines regarding conference rates, inquire about printing publicity brochure with package details
Contact attractions for special rates
Contact other modes of public transportation
Establish theme of conference
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| |
November
|
Plan preliminary Schedule
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| 2006 |
January
|
Invite Keynote speaker
Invite Stegner lecturer
Plan special events
Start planning contents of registration package
Start fundraising (ongoing for duration of timetable!)
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March
|
Plan and layout publicity brochure
Consider field trip sites
Consider transportation needs
Develop list of possible exhibitors
Contract with airline
Plan spouse program
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May
|
Contact hotels if necessary for discounted blocks of rooms
Print brochure
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July
|
Presentation/overview of next year's (ours!) meeting to NMEA, distribute brochures/promotional information to conference participants
Mail out brochures to contact list
Add names of interested people to conference mailing list
Contract with hotels
Start heavy conference promotion
Establish conference budget
Continue fundraising
Press releases
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| |
August
|
Continue publicity
Schedule use of buildings on host campus
Contact Audio-visual people
Continue fundraising
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| |
September
|
Print call for papers
Mail call for papers
Print exhibitors' invitations
Mail exhibitors' invitations/contracts
Continue fundraising
Continue publicity
|
| |
October
|
Schedule field trips
Establish registration procedure
Review abstracts, select papers
Press release
Continue fundraising
Continue publicity
|
| |
November
|
Establish fees
Prepare pre-registration package
Establish inquiry procedure
Develop evaluation form
|
| |
December
|
Print pre-registration package
Continue fundraising
Continue publicity
|
|
2007 (almost there!)
|
January
|
Press release regarding pre-registration information
Mail pre-registration packages
Contact speakers
Review A/V requirements
Determine speaker timetable
Continue fundraising
Continue publicity
Schedule transportation
|
| |
February
|
Process registrants
Send confirmation to registrants
Select onsite personnel
Continue fundraising
Continue publicity
Design name tags
|
| |
March
|
Same as above
Plan elements of written program
Plan proceedings
Schedule exhibitors' sites
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| |
April
|
Process registrants
Send confirmations
Continue fundraising
Continue publicity
Layout written program/proceedings
Walk through entire program of events checking for flaws
Print name tags
|
| |
May
|
Same as above
Check written program for changes
Print proceedings
Print evaluation forms
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| |
June
|
Assign dormitory rooms
Proces registrants
Send confirmations
Continue fundraising
Continue publicity
Print final program
Schedule onsite personnel
Go over last-minute details
Prepare registration packages with program, proceedings, name tags, meal tickets, special events, field trip tickets, evaluation forms, other information (promotional items and give-aways?)
Arrive at site
Set up registration area including registration apckages, travel brochures
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| |
July
|
HOLD CONFERENCE
Prepare participant list
Correspond with speakers
Correspond with sponsors
Correspond with attendees
Correspond with exhibitors
Pay bills
Critique evaluation forms
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