| A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | ||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
1 | DATE --> | June | July | August | September | October | November | December | January | February | March | April | May | May 13-19 ✓ | May 20-26 | ||
2 | {AVP LOCAL GROUP} TEAM | -Start meeting regularly as a local committee, focusing on Pre/Post Confernece and Site Logistics -Process with previous year's host committee | -Find people to fill the roles listed on this spreadsheet | Find someone for Breakout Session Logistics | Form Scholarship Committee Find a Web Content Volunteer | ||||||||||||
3 | REALMS | ||||||||||||||||
4 | PROGRAM | Pre/Post Conferences (FACILITATOR NAME) | Brainstorm possible speakers, topics, panels | Brainstorm possible speakers, topics, panels | Start reaching out to agents/bookings. | Finalize Pre/Post Conferences | |||||||||||
5 | Breakout Sessions (FACILITATOR) | Send out first call for Breakout Sessions | Send out second call for Breakout Sessions | Send out deadline and call for breakout sessions | Confirm Breakout session when possible | Email all breakout sessions confirming AV needs and other supply needs | |||||||||||
6 | Keynotes/Plenaries (FACILITATOR) | Brainstorm possible speakers, topics, panels | Brainstorm possible speakers, topics, panels | Start reaching out to agents/bookings. | Finalize speakers/plenaries | Confirm times with speakers. Confirm travel Confirm/sign contract if necesssary. | |||||||||||
7 | Program Book/Participant Packet (FACILITATOR) | Gather information and begin editing the Participant Logistics Packet | Send out the Participant and Logistics Packet | -Send out the Electronic Copies of the Program Book to participants that opted in -Print Program booklets for those who need | |||||||||||||
8 | Suplies/Materials (FACILITATOR) | Email all breakout sessions confirming AV needs and other supply needs | Buy necessary supplies, save receipts to give to AVPUSA Treasurer. Talk to Treasurer@avpusa.org is advancements are not possible. | Organize breakout rooms and plenary spaces so that everything is ready to go for the conference | |||||||||||||
9 | Advertisement (OPTIONAL) | ||||||||||||||||
10 | LOGISTICS | Site Logistics (FACILITATOR NAME) | Confirm Conference Site and get the President to sign the contract | Contact Finance Committee about starting the process for insurance | Work with Registrar and College to set up room assignments. Keep in mind youth room assignments and chaperones | CONFERENCE WEEK | |||||||||||
11 | Hospitality (FACILITATOR) | Ensure that the contract includes coffee/snacks/other amenities | -Invite attendees to be a part of the Care Team at the AVP conference -Work with Program to make sure that there are fun activities and rest throughout the weekend | Host a Care Team training for those who are intersted | Host a talent show/find someone to MC a talent show or similar type of fun activity at the conference. | ||||||||||||
12 | Transportation (FACILITATOR) | Determine, based on site location, what the transportation offers will be like | -Organize either participant car-pools or volunteer drivers to get people from the airport. - Make sure that logistics about Travel end up in the Participant packet | ||||||||||||||
13 | Volunteers (FACILITATOR) | Organize local volunteers for various tasks at the conference. IE, setting up location signs, registration booth, A/V, materials needs, etc. | Organize local volunteers for various tasks at the conference. IE, setting up location signs, registration booth, A/V, materials needs, etc. | Organize local volunteers for various tasks at the conference. IE, setting up location signs, registration booth, A/V, materials needs, etc. | |||||||||||||
14 | REGISTRATION | Registration Recruitment (FACILITATOR NAME) | Write an article for the transformer about the Theme | Write an article for the transformer about the Conference | Create Mailchimps about registration deadlines | Create Mailchimps about registration deadlines | Create Mailchimps about registration deadlines | ||||||||||
15 | Registration Logistics (FACILITATOR NAME) | Registration Goes Live | -Early Bird Deadline -Answer questions from people applying | -Regular Deadline -Email anyone that has started a registration but has not finished it | -Final Deadline Work with Site Logistics to finalize room assignments | -Be prepared to run the registration table or work with the college to do so, at the conference. -Make sure to double check the participant book | |||||||||||
16 | Scholarship (FACILITATOR) | Respond to scholarship requests within 48 hours of the end of Early Bird Deadline | Process new scholarship requests within 48 hours on a rolling basis until all funds have been distributed | Send all scholarship information to the Local Group Team Leads, the National Conference Committee Chairs, and the AVP-USA Treasurer | |||||||||||||
17 | BUDGET | Budget (FACILITATOR) | Use the contract to set up the budget. Talk to Archer Bunner about how to use the Budget template to create the budget | Present the Budget to the Finance Committee | Present the Budget to the AVP-USA Board for final approval | -Make sure that the web mastser has a copy of the budget to create the prices on the online software. -Make sure that website content has a copy of the budget for use on the website | Keep track of expenses for the conference including staying in contact with Scholarship | Keep track of expenses for the conference including staying in contact with Scholarship | Keep track of expenses for the conference including staying in contact with Scholarship | Send all receipts and distributions to the AVP USA Treasurer and the National Committee Chairs for review | |||||||
18 | WEBSITE | Website Content (FACILITATOR) | Start to populate the website with information such a Pre/Post Conference, prices, dates, keynotes, etc. | Continue to update the website, staying in communication with other realm leads when necessary | Continue to update the website, staying in communication with other realm leads when necessary | Continue to update the website, staying in communication with other realm leads when necessary | Continue to update the website, staying in communication with other realm leads when necessary | Continue to update the website, staying in communication with other realm leads when necessary | |||||||||
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