Planning Timeline
Six Months to a Year Ahead
- Conceptualize your program/agenda
- Select a date
- Select and reserve a meeting site
- Select and reserve sleeping rooms
- Plan and approve a budget
- Begin developing a mailing list
- Reserve special equipment/convention services
- Reserve transportation
- Confirm program speakers
- Plan audio-visual presentations
- Make preliminary security arrangements
- Obtain necessary administrative approvals
- Plan promotion and publicity
Four to Six Months Ahead
- Finalize program/agenda
- Finalize facility arrangements
- Finalize sleeping room arrangements
- Update budget
- Write and sign UB Foundation for conference deposits
- Plan and approve all printed material
- Plan registration database
- Plan registration website
- Finalize mailing list
- Select and approve menus
- Finalize speaker arrangements
- Update security
- Begin publicity/Mark your calendar
Three Months Ahead
- Finalize registration database
- Finalize registration website
- Finalize hotel and transportation arrangements for speakers
- Mail brochures
One to Two Months Ahead
- Enter registrations and confirm receipt
- Take delivery of all on-site printed materials
- Finalize catering arrangements
- Design and order registration packet materials
- Produce program evaluation
- Update budget
Two to Three Weeks Ahead
- Schedule pre-convention meeting with facility
- Review and adjust room set up and seating arrangements
- Review and adjust audiovisual arrangements
- Review and adjust transportation arrangements
- Plan on-site staffing
- Schedule delivery times for special equipment
- Make arrangements for stuffing of registration packets
- Notify facility and caterer of participant count
One Week Ahead
- Stuff registration packets
- Print nametags