Planning

Timeline

Time Line for Success TEMPLATE

Roles

Roles are recruited on an on-going basis as needed from the Local Host Group of the National Conference Committee

Local Group Host Coordinators (2) - Jun/Jul

• • Recruit members from the Local Group for the remainder of the roles

  • Oversee the Program Committee

  • Reg packet collection (local maps, schedule, facility rules, AVPUSA Annual meeting materials etc)-We collected the info and emailed it to the onsite registration committee 2 weeks before the conference, who printed, collated and assembled it in the packets before they arrived.

• Develop Confirmation letter and materials to accompany– January 30 (See Samples)

• Work with AVP USA website coordinator to put registration information up on AVPUSA website. Create a separate website so it is easier to make changes and link to the AVP USA site to handle credit card payments and link through to your site

• Function as liaison with the AVPUSA Conference Committee

Program Committee (Any number) - Starts in Aug/Sept

• Includes members of the local host group and the national committee.

• Responsible for recommendation of the Theme to the National Committee (August, if possible)

• Responsible for the recommendation of speakers/plenaries

• Responsible for the Breakout Sessions

• Responsible for the schedule, program packet, logistics packet

• Write and distribute Call for Facilitators of Workshops – As early as possible, no later than November

  • Distribute Call for Facilitators of Workshops to AVP-L and CLRG- November, January, February, March

  • Utilize Canva and MailChimp accounts

• Select and arrange keynote speaker and work out speaker’s transportation/housing, contract (coordinate with Treasurer and Conference Chair)

  • Send out confirmations to facilitators

• Edit summary of workshops from proposals (send to website/include in program)- April

• Develop conference program and agenda for Reg Packets

  • Edit Evaluation form for the Gathering

• AV coordination (Videos, overhead projectors, flip charts, paper, pens and etc. arranged/purchased prior) - on site

• Send thank you letters with evaluation comments as available- after conference.

Website (2, plus Communications Chair) - Starts in Nov/Dec

• Collates all the information for the gathering onto the official AVP-USA website in preparation for registration

• Create cute graphics using canva.org.

Registrar (1) - Starts a few weeks before registration goes live

It can be done by someone who is not a facilitator or planning to attend the conference, though works better if the person is attending.

• Receive all registrations from RegFox and organize for reports to the National Conference Committee

• Email or mail confirmation materials (See samples)

• Develop or arrange for development of a list of attendees, check during conf. and print on last day

• Provide data for Nametags to the person creating them

• Provide lists of special accommodations such as diets, linens, T-shirt reservations, advance one-day workshops to on-site coordinator (see On-site Operations wiki page)

Recruitment (1-2) - Dates flexible

• Create copy and photos for Winter Transformer.

• Send out emails to AVP-L and to AVPUSA list.

• Write articles and ads for Transformer, CLARG email and for local email lists of facilitators and Meetings

• Reach out to Local Groups of information from inside facilitators to present at the gathering.

Entertainment Committee (1-2+) -

Coordinating with program committee and conference agenda,

• Organize the AVP Talent Show and recruit talent!

• Organize a raffle, fun games, cute activities!

• This is the FUN committee

Housing Coordinator (1) - May (short commitment)

• Assign registrants to rooms by university deadline; names, roommates, specific requests received from Registrar

• Work with facility in solving problems with rooms

  • Make sure that the beds are lowered on - site

• Coordinate check-in between college staff and AVP volunteers.

Transportation Coordinator (1+)

• Research all Area ground transportation possibilities from airports to site, prep information for confirmations – Jan. 15

• Coordinate rides for those who cannot take public transportation

• Coordinate transportation on-site for departures and arrivals

• Develop and coordinate ride sharing plan for area attendees and those flying into airports

• Recruit and schedule airport greeters if needed

Registration Committee –On-Site (2+)

• Assemble packets prior to arrival of attendees- can be done by a local council

• Nametags produced from Registration list prior to arrival of attendees

• Handle Registration – on site

• Final report to Committee on numbers at end of conference

On-site Volunteer Coordinators (2) - April/May

• Organize people to arrive early to set up registration, bookstore, tables for handouts//for volunteer-staff meetings, etc

• Recruit people for welcoming: Help people find places and get oriented to site.

• Assist Distribution Center coordinator with setting up Bookstore.

• Write up and post, large easy-to-read daily schedules

• Coordinate signage of workshops, site locations, directions to parking etc. Plan this prior to conference with a visit to site.

• Coordinate a Wall of Ideas where we put newsprint on wall in central place and people share ideas throughout the conference Also a section for Rides.

• Set up table for handout materials and keep tidy during conference

• Develop a message board for phone calls and for conference attendees to contact each other

AVP Conference Bling - Optional if someone is super interested.

• Research and determine price for Conference T-shirts for Registration materials (Be sure to list sizes on Reg form) – December

• T-shirt design

• Order based on number purchased on registration form and deliver at conference registration.

Scholarships (4+) - By registration launch Nov/Dec

• Combination of Conference Chair and Local Group members.

• Utilize templates to assign scholarships

  • 25% of all scholarship monies is reserved for persons who identify as formerly incarcerated.

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