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Planning Timetable

Sample Planning Timetable
18–24 MONTHS AHEAD
• Select dates
• Visit the facility (site inspection)
• Reserve meeting and overnight room space
• Prepare a preliminary budget
• Negotiate with and get signed contract from facility
• Define your audience
• Develop a program


12–18 MONTHS AHEAD
• Determine theme/title of event
• Identify planning committees, define committee responsibilities
• Begin search for speakers
• Plan business and social agenda
• Establish event budget
• Determine cost to attendees.


9–12 MONTHS AHEAD
• Contract with speakers
• Develop invitation list from various sources. Select and order mailing lists
• Send first mailing or save-the-date-announcement
• Review program with facility


6–9 MONTHS AHEAD
• Design and prepare a printed invitation or conference brochure
• Design other printed material (registration packets, signs, badges, etc.)
• Maintain contact with speakers and identify audio-visual needs, obtain 
   biographical material for conference brochure and registration packets
• Review program with key participants
• Review and refine budget and committee assignments


3–6 MONTHS AHEAD
• Mail invitations and correspond with participants if appropriate
• Establish on-site registration procedure
• Select on-site personnel
• Plan and confirm special event logistics- food and beverage, room set-ups,
  décor, florals, linens, etc.
• Begin preparation of name badges, registration material, and signage
• Continue contact with speakers. Confirm their presentation needs and
   travel/accommodation arrangements
• Review and refine budget
• Develop attendance list from brochure responses; address problem areas
   where responses are lower than expected


3-6 WEEKS AHEAD
• Finalize agenda
• Select final food and beverage requirements
• Confirm all audio-visual arrangements
• Confirm all room set-up arrangements
• Finalize attendance list
• Review all planning committee activity and make appropriate final
   assignments to committees and/or individuals
• Confirm any special ADA accommodations
• Have final program printed
• Have registration packets completed
• Send correspondence to attendees reminding them of the event and
   confirming details.


2 DAYS PRIOR TO MEETING
• Walk through the program at the event site
• Review program with facility
• Review all details, including the registration area with staff members.
• Have pre-conference meeting with all appropriate personnel servicing the
   event