ABCDEFGHIJKLMNOPQRSTUVWXYZ
1
Madison+ Ruby Conference TimelineAssigned toStatusDone?
2
3
13 Months before event
4
5
Draft working agenda
6
Assign deadlines/time frames
7
Create working budget
8
Create working schedule of event
9
Contact CVB regarding Lodging options
10
Design working site with branding (done by 10 months before event)
11
Obtain Event Insurance
12
Create FAQ for Exhibitors
13
Design printables (prospectus, thank you cards, T-shirts, maps, name badges, table tents, signage, etc.) (create priority list)
14
Contact Convention and Visitor's Bureau for venue ideas
15
Reseach venues
16
17
18
11 Months before event
19
20
Conduct venue site visits (as needed)
21
22
10 Months before event
23
24
Select venue
25
Obtain the finalized hotel contract signed by both parties
26
Set up session/speaker files
27
Evaluate budget
28
Finalize marketing plan with deadlines and tasks to fulfill plan
29
Update registration policies and fees
30
Prepare on-line registration
31
Finalize web page and branding
32
Sign venue contract
33
Draft invitation letters to speakers
34
35
9 Months before event
36
37
Apply finishing touches to site before "Save the Date" goes out
38
Announce registration and add to site
39
Announce lodging and add to site
40
Draft Save the Date email
41
Send Save the Date email with links to CFP and early bird tickets
42
Research potential sponsors
43
44
6 Months before event
45
46
Create contact list for potential sponsors, media sources, speakers, meetups, etc.
47
Inspect venue - confirm areas being used
48
Complete the social program
49
Finalize banquet & hospitality arrangements
50
Update crisis management plan
51
Contact potential sponsors
52
Evaluate budget
53
Very early bird ticket price expires
54
Inventory Name Tags and Conference material
55
56
5 Months before event
57
58
Early bird ticket price expires
59
60
4 Months before event
61
62
Close CFP
63
Take proposals to committee for review
64
Finalize selection of topics/speakers
65
Follow up with Invited Speakers for talk descriptions
66
Draft Congratulations letter for CFP speakers
67
Draft Provisional Selection letter for CFP speakers
68
Draft Denial letter for CFP speakers
69
Notify Speakers of CFP status
70
Speaker confirm by date (info due)
71
Send speaker confirmation email with date & time of presentation
72
Announce Speakers
73
74
2 Months before event
75
76
Conduct venue meeting regarding set up
77
Confirm photography/videography arrangements
78
Order name badge holders and card stock
79
Distribute press release to related organizations
80
Send confirmation letters to all speakers
81
Finalize budget
82
Announce volunteer program
83
Place orders for swag and printed items
84
Speaker information due
85
Process speaker/staff room reservations (before room block deadline)
86
Send reminders to speakers (concerning dates/contracts, AV requirements, audio& video taping release form, etc.)
87
Promote in newsletters and trade magazines
88
Promote in Meetup groups in nearby metropolitan areas
89
90
1 Month before event
91
92
Finalize meeting room assignments
93
Follow up with sponsors (exhibit space, conference tickets, swag, etc.)
94
Draft script
95
Develop packing list
96
Determine items for hospitality center or information desk (membership information, products, local tourist information, etc)
97
Request & review hotel block report
98
Lodging cut off date
99
Decide on all staff needs and make a chart of staff responsiblities
100