Timeline for June 25, 2010, conference:
Submitted by hallman on Tue, 01/12/2010 - 2:46pm
January 8: Contract agreement due: $5,175 -- estimated 100 people (done Jan. 7)
February 1-5: Meeting to do initial planning including intended audience, conference theme (conference name?), tracks, keynote speakers, identify possible topics and presenters, identify potential sponsors, any special considerations.
Establish committees:
- Finances: establish fees, online registration process, handling payments, scholarships(?)
- Program: topics, speakers, session length
- Sponsors: we have space for a max of 8 tables
- Logistics: room setup, nametags, registration table, sponsors tables, publicity, info on local hotels and restaurants for people who might stay over
- Website with online registration (Drupal and CiviEvent?)
February 26: Session topics and presenters/panelists planned.
February 26: Lists of people to invite complete with draft announcement.
February 26: Lists of potential sponsors complete with draft letter.
February 26: Registration fees and and cutoff dates established. Scholarship criteria, if any, established.
March 8-26: Recruit presenters and sponsors.
March 26: Presenters (and what they will talk about) and sponsors confirmed.
April 2: All materials ready for the website and other publicity.
April 2: Initial announcements and postings online.
April 23: Last chance to cancel with the Friday Center -- 50% charge after. Establish estimated attendance. Need to stay within 75%. Minimum is 35.
April 23: Online registration process complete and thoroughly tested.
May 1: Website complete and tested.
May 17 - May 31: Early-bird registration
June 1 - June 18: Regular registration
June 22: Submit final registration count to Friday Center by 11:00 for seating and food preparation. Number can increase but not decrease. Cannot fall below 75% of booked number.
June 23: Complete nametag preparation and complete list of registrants.
June 24: Printed materials are ready.
June 25: Conference
June 28 - July 2: Send thank-you letters to sponsors and speakers
June 28 - July 2: Make conference materials available on conference Web site
July 25: Payment subject to late fee