Timeline+for+Conference+Planning

The following is the __suggested__ timeline from the NMEA planning cookbook. As details of your plans fill in, add specific dates and actions to this, adapting it as needed. See also a narrative timeline. || Press release to local/regional area Contact Chamber of Commerce for convention assistance Finalize dates of conference with host institution Establish committees/chairpersons || Contact attractions for special rates Contact other modes of public transportation Establish theme of conference || Invite Stegner lecturer Plan special events Start planning contents of registration package Start fundraising (ongoing for duration of timetable!) || Consider field trip sites Consider transportation needs Develop list of possible exhibitors Contract with airline Plan spouse program || Print brochure || 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 || Schedule use of buildings on host campus Contact Audio-visual people Continue fundraising || Mail call for papers Print exhibitors' invitations Mail exhibitors' invitations/contracts Continue fundraising Continue publicity || Establish registration procedure Review abstracts, select papers Press release Continue fundraising Continue publicity || Prepare pre-registration package Establish inquiry procedure Develop evaluation form || Continue fundraising Continue publicity || Mail pre-registration packages Contact speakers Review A/V requirements Determine speaker timetable Continue fundraising Continue publicity Schedule transportation || Send confirmation to registrants Select onsite personnel Continue fundraising Continue publicity Design name tags || Plan elements of written program Plan proceedings Schedule exhibitors' sites || Send confirmations Continue fundraising Continue publicity Layout written program/proceedings Walk through entire program of events checking for flaws Print name tags || Check written program for changes Print proceedings Print evaluation forms || 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 || Prepare participant list Correspond with speakers Correspond with sponsors Correspond with attendees Correspond with exhibitors Pay bills Critique evaluation forms ||
 * ==NMEA conference planning timeline==
 * 2 years prior || July || Secure bid from NMEA ||
 * || August || Develop media contact list
 * || September || Contact airlines regarding conference rates, inquire about printing publicity brochure with package details
 * || November || Plan preliminary Schedule ||
 * || January || Invite Keynote speaker
 * || March || Plan and layout publicity brochure
 * || May || Contact hotels if necessary for discounted blocks of rooms
 * 1 year prior || July || Presentation/overview of conference plans at conference
 * || August || Continue publicity
 * || September || Print call for papers
 * || October || Schedule field trips
 * || November || Establish fees
 * || December || Print pre-registration package
 * (almost there!) || January || Press release regarding pre-registration information
 * || February || Process registrants
 * || March || Same as above
 * || April || Process registrants
 * || May || Same as above
 * || June || Assign dormitory rooms
 * || July || HOLD CONFERENCE

[|Home] | [|Newsletter] | [|Conference] | [|Membership] | [|Contact Us] ||