See previous conference timelines on Planning wiki and linked

1bSugg LocalConf Timeline .doc

Two years prior to the host's national conference

1. Identify core group for Host committee - 3 or 4 people

2. Host committee locates a site or choices of a site to suggest to AVPUSA Conference Committee (See Site Selection and Contract in wiki)

3. Host and national committees select site

4. In consultation with national committee, host committee negotiates contract with site (See Negotiation in wiki)

5. In order to learn from previous years' experience, host group assigns a local person to the AVPUSA Conference Committee

18 months prior to the host's national conference

1. Preliminary budget is prepared by Host committee in consulation with the national committee.

2. Once contract is final and has been run by the national Conference and Finance Committees, President signs it

3. CALENDAR THE DATES FOR PAYMENT ADVANCES REQUIRED BY THE SITE

12 months prior to the host's national conference

1. Recruit committee leadership (see Planning on wiki for list of committees)

2. Attend national gathering, participate in conference committee

   1. Plan a special gathering for later in the year for the local host area's facilitators to get excitement going for hosting the conference and to fill out the rest of the committee needs

OCTOBER

1. Hold gathering of local facilitators, establish a theme, recruit people and program ideas.

2. Begin collecting info (copy, photos, logo, keynote speaker, transportation, room descriptions, T-shirt costs and description) for the conference promo brochure for four-page insert in Transformer on conference; work with editor on deadline. This piece becomes a paper registration which can be emailed or mailed to people as requested. See previous brochures below.

3. Send out emails to the L with calls for pre-conference workshop presenters and suggestions for breakouts. No need to worry about breakout sessions during the conference, however the pre-conference workshops are best finalized for this brochure

4. Develop final pricing structure and dates based on site's requirements for registration fees

DECEMBER

1. Final Draft Reg form (Transformer) layout reviewed by host and conference committees ready for publication. This will be published the first week in January.

2. Create a website using the information from the above promo, work with AVP/USA webmaster for template already created or create your own and link to AVPUSA.org

3. Call and email your state/region's facilitators to inform and recruit speaker

4. Work with AVPUSA websmaster to transfer the registration form to the online registration

JANUARY

1. Prepare the Registration confirmation which can be an effective promotion tool. See Registration wiki page

2. Call one person in each state to talk about the conference- get list from Communications Committee

3. Work with AVP USA webmaster to link to the site developed for the conference. It might be easier to put the materials on a site you have direct control over if you have such a site, so you can readily make changes.

4. Email all people on the AVP list a copy of the conference "brochure", once the Transformer is out.

5. Create a separate piece that is just the conference brochure to email to interested people

February

See Promotion wiki page for timeline and ideas

Write article for Spring Transformer about Conference

March

See Promotion wiki page for timeline and ideas

April

Email -Deadlines looming. hints on

Contact the group hosting the next conference to make a presentation at this one...

Additional Files - Jul 09, 2015 6:10:48 PM