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Programming Timetable
Programming Timetable
| Chapter Meeting | |
|---|---|
| Two months prior to meeting |
Determine program topic and contact speaker. Reserve meeting place. |
| Six weeks to one month prior to meeting |
Verify meeting place reservation, plan meal, and check equipment arrangements. Confirm program speaker. Determine overall meeting cost and set price. Prepare and send out meeting announcements to members, including map. |
| One week prior to meeting |
Verify number of members attending meeting and notify meeting place. Prepare list of persons attending and type name tags. |
| Prior to meeting | President-elect will inform board of details for upcoming meeting. |
| At meeting | Check on room arrangements, meal, and equipment prior to meeting. Meet and greet speaker and guests. Staff registration table. Introduce speaker and guests. Pay bill at this time, if necessary. |
| One week after meeting |
Send thank you's to speakers, guests, and appropriate members. Send checks received from members for dinner to chapter treasurer, if this was not done at meeting. Make sure bulletin editor has report on meeting. Close books, pay outstanding bills. |
| Regional Meeting | |
| Two years prior to meeting |
Determine program, region. Set up planning committee. Define and establish the objectives. |
| 24 to 18 months prior to meeting |
Notify all appropriate Association units, including Board of Directors. Prepare preliminary budget. Prepare a master time-table. Set up appropriate internal and external communication procedures. |
| 18 months prior to meeting |
Outline program. |
| 12 months prior to meeting |
Pick theme, logo. Research, inspect, and choose location of conference. Select dates. Determine number and profile of attendees. |
| 12 months prior to meeting |
Negotiate all necessary contracts: hotel, printing, meal costs, A/V company, security, etc. Begin conference promotion. |
| 10 months to 9 prior to meeting |
Develop program: select speakers and topics, arrange sessions, etc. Involve sponsors/vendors. |
| 9 months prior to meeting |
Confirm all arrangements, including hotel, vendors, speakers. |
| 6 months prior to meeting |
Begin to put material together for program. Begin registration. |
| 6 to 4 months prior to meeting |
Order all necessary material: name badges, signs, etc. |
| 4 months prior to meeting |
Finalize all site logistics: meeting rooms, exhibits, security, temporary help, volunteers. |
| 4 months to 2 months prior to meeting |
Develop and finalize all on-site procedures: registration, exhibit set-up, hotel rooms, A/V needs. |
| 1 month prior | Confirm all arrangements. |
| 1 month to 2 weeks prior to meeting |
Gather all material to transport to meeting location. |
| 1 week prior | confirm all arrangements. |
| On-site | Arrive early. Meet with all responsible people. Set-up command center. Set-up registration. |
| 1 week after and continuing |
Send out thank you notes. Review all bills. Pay all bills. Make final report. |
Copyright © 1997 SLA. All rights reserved.
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