Timeline

=Timeline for an NMEA Conference Planning Calendar=

This is one suggested timeline for major considerations in planning a conference.

For more detail, in a chart format, see the month by month general planning timeline, based on input from the 1996 NMEA Conference in New Hampshire.

__30 months__ Chapters make formal bid in writing to NMEA Board.

__24 months__ Site selection confirmed.

__22 months__ Fall Schedule use of College facilities. Set up conference committees made up of Chapter members. Committees include program, transportation, publicity, food service, registration, audiovisual equipment, guest/VIP, fund‑raising, field trip, participant discounts, college‑recertification credit, exhibits, program monitors, post‑ conference or committees responsible for such topics. Planning a meeting with whole conference committee. Program focus, theme, proposed major speakers, social even tours, and other elements of conference are chosen Preliminary schedule adopted.

__18‑20 months__ Arrange for special events, field trips, special package deals for airlines, rental cars, and passes to area attractions. Contact industries for interest/support. Arrange for blocks of hotel room at conference rates. External financial support sought.

__12‑14 months__ Print conference promotional brochure. Report to NMEA Executive Board on conference plans. Present "preview" of the upcoming conference to NMEA genera membership to generate enthusiasm about attending.

__11 months__ Issue Call for Papers. Proposal preparation for support of activities. Invitations to Exhibitors. Contact other professional organizations regarding conference participation.

__6 months__ Promotion and seeking of financial assistance on-going. Establish registration procedure. Selection 0f sessions. Arrange for special graduate level course for teachers. Notification to speakers whose sessions have been accepted. Request that presenters affirm their intent to do the session and request more detailed information where needed. Print preregistration package.

__5 months__ Assign time blocks for sessions. Program chair and audio‑visual coordinator may want to work on scheduling together. Mail pre‑registration packages.

__4 months__ Assign exhibits space, invite VIPs.

__3 months__ Intensive publicity/promotional campaign.

__2 months__ Review AV "requirements. Registrations due. Prepare final program for printing. Continue promotion of conference.

__1 month__ Late registrants accepted, attend to last minute details. Program changes list (errata sheet) prepared and duplicated.