10-14 Weeks Before Event | ||||
Task | Due Date | Assigned to | Status | Notes |
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Research venues |
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| Room size, set up, parking, A/V equipment |
Draft Save the Date |
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Assemble invite list |
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Assemble Planning Committee |
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6-10 Weeks Before Event | ||||
Task | Due Date | Assigned to | Status | Notes |
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Draft Fact Pattern |
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Planning Committee - 1st meeting |
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Finalize contract with venue |
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Save the Date sent - Groups A, B & C |
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Draft invitation language |
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Secure event security |
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Finalize press plan |
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Create RSVP link |
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Create event landing page |
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2-5 Weeks Before Event | ||||
Task | Due Date | Assigned to | Status | Notes |
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Planning Committee - 2nd & 3rd meetings |
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Send invite - Groups 1, 2 & 3 |
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Inquire about hotel courtesy block |
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Finalize speakers & event agenda |
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Draft event brochure |
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Finalize fact pattern |
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Draft op ed |
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Schedule conference calls with all speakers |
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1 Week Before Event | ||||
Task | Due Date | Assigned to | Status | Notes |
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Send event reminder |
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Finalize brochure and sent to printer |
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Create event signage |
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Request speaker bios |
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Op editorial sent to newspapers |
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Request speaker notes |
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Draft post event evaluation survey |
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Finalize video montage |
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Finalize catering |
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| Coffee service, lunch, refreshments/break |
2 Days Before Event | ||||
Task | Due Date | Assigned to | Status | Notes |
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Send press release to media |
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Confirm all speakers |
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Confirm IT/AV needs |
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Send event reminder to event participants |
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Confirm security |
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Finalize breakout groups + facilitators |
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1 Day Before Event | ||||
Task | Due Date | Assigned to | Status | Notes |
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Bring timing cards, index cards for breakouts |
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Set up venue |
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| Auditorium for am; tables for lunch and breakouts, green room for speakers |
Consider special seating needs (i.e. media, security) |
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Small group meeting to cover event details |
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Test A/V equipment |
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Bring meeting materials |
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| Timing cards for speakers, index cards for breakouts, table tents for afternoon panel, name badges |
Day of Event | ||||
Task | Due Date | Assigned to | Status | Notes |
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Breakout group facilitator training 9am |
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Month After Event | ||||
Task | Due Date | Assigned to | Status | Notes |
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Send Thank You notes |
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Distribute post event survey |
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Gather breakout session activity responses |
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Evaluate survey results |
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