April April 15th On-site brochure assembly - Conference Program include new sponsors/updates Committee Admin etc. April 10 days On-site brochure edited/ Conference Program before complete and sent to printers Committee Admin conference April Conference Committee regular Conference Program meeting Committee Assign booth locations with Exhibit Chair Program Tradeshow Company/develop Admin map April Exhibitor Regular registraion Exhibit Chair Program deadline - establish date Admin 3 or 4 days Send final numbers for meals to Facilities Program before hotels/food allergy list - check on Admin procedures re:food allergies April Confirm final numbers attending Facilities meals - usually 3-4 days before conference - check with venue for exact time April Finalize space requirements with Facilities Program facility for current conference Admin April Conference Committee Facilities conference venue with convention manager to review details - finalize space and set up requirements April Website updates Public Relations Program Admin Press releases as required - eg Public Relations Program Keynote/Endnote / Mary Chair Admin Donaldson Lecture Finalize menu selections for Social Chair Program meals and refreshment breaks - SLA office contacts facility with selections All technical equipment needs Technical Chair Program finalized Admin April 1 week Kit assembly Volunteer Chair Program before Admin conference May First CONFERENCE Conference Program weekend Committee Admin May 1 week-10 Wrap-up meeting Conference Program days after Committee Admin conference May Evaluate results/ recommend Facilities changes for final report/update conference handbook May May 10 Forum article submitted Public Relations Program Chair Admin
April April 15th On-site brochure assembly - include new sponsors/updates etc. Conference Committee Program Admin April 10 days before conference On-site brochure edited/ complete and sent to printers Conference Committee Program Admin April Conference Committee regular meeting Conference Committee Program Assign booth locations with Tradeshow Company/develop map Exhibit Chair Program Admin April Exhibitor Regular registraion deadline - establish date Exhibit Chair Program Admin 3 or 4 days before Send final numbers for meals to hotels/food allergy list - check on procedures re:food allergies Facilities Program Admin April Confirm final numbers attending meals - usually 3-4 days before conference - check with venue for exact time Facilities April Finalize space requirements with facility for current conference Facilities Program Admin April Conference Committee conference venue with convention manager to review details - finalize space and set up requirements Facilities April Website updates Public Relations Program Admin Press releases as required - eg Keynote/Endnote / Mary Donaldson Lecture Public Relations Chair Program Admin Finalize menu selections for meals and refreshment breaks - SLA office contacts facility with selections Social Chair Program All technical equipment needs finalized Technical Chair Program Admin April 1 week before conference Kit assembly Volunteer Chair Program Admin May First weekend CONFERENCE Conference Committee Program Admin May 1 week-10 days after conference Wrap-up meeting Conference Committee Program Admin May Evaluate results/ recommend changes for final report/update conference handbook Facilities May May 10 Forum article submitted Public Relations Chair Program Admin
CONFERENCE-PLANNING-HANDBOOK-May18.docx