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AreaTaskResponsible Party (color coded)Wks bef.Date dueDetails/TBD
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ProgramResearch potential venuesUnassigned52ASAPThere are steps related to confirming the venue in pre-2020 timelines, but they may not apply to the post-covid, post-Hogan Center conference planning process
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ProgramPlanning committee meeting #1 to assemble and finalize committee makeup, discuss last year and brainstorm themes, plan choose/rank venuesCommittee Manager38ASAP
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Conference Committee managementGet year folder ready with templates for planning committee, Fundraising subcommittee, PR subcommittee and awards subcommittee folders Logistics Coordinator 34ASAP
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TRUEProgramSelect and confirm keynote speakerCommittee member job (12) 34ASAP
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Conference Committee managementCreate template spreadsheetsLogistics Coordinator 34ASAP
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ProgramSet conference date, title, possible sessions, feesCommittee member job (12) 34ASAP
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ProgramSelect keynote speaker Committee Chair/MHA Liason34ASAP
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SponsorshipContact major sponsors (SHRAB, Mass Historical Commission) re participatingFundraising/Sponsorship Subcommittee32ASAP
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ProgramAssist with creating theme statement to create call for sessionsCommittee member job (12) 30ASAP
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ProgramContract for keynote speakerCommittee Chair/MHA Liason30ASAP
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ProgramPlanning committee meeting #2 to set venue, finalize keynote and prepare theme statement/call for sessions for distribution in early DecemberCommittee Manager30ASAP
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ProgramConfirm venueCommittee Chair/MHA Liason30ASAP
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Conference Committee managementGetting people to sign up for the PR and Fundraising subcommitteeConference co-chairs34ASAP
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PublicityList in NEMA newsletterPR/Communications Subcommittee30ASAP
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SponsorshipContact other potential major sponsors (UMass Press, University Products, The History Press - Arcadia Press – Ed Mack) re sponsorshipFundraising/Sponsorship Subcommittee28ASAP
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SponsorshipDevelop, revise list of sponsorship prospectsFundraising/Sponsorship Subcommittee28ASAPalso plan for exhibitors?
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PublicityList in MH newsletter PR/Communications Subcommittee25ASAP
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PublicityMHA ListServ or MailChimp - January - announce keynote – PR/Communications Subcommittee25ASAP
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ProgramPlanning committee meeting #3 to select sessions/workshops, resulting in draft conference programCommittee Manager201/16/2023
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ProgramFinalize sessions Committee member job (12) 201/16/2023
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Site LogisticsArrange for AV/IT personnel Logistics Coordinator 201/16/2023Organize individual through venue
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Day of ConferenceWorkers for registration, book tableLogistics Coordinator 201/16/20234 grad student volunteers - UMass Boston, UMass Amherst, Salem State
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PublicityPost on H-Net Announcements (www.h-net.org)PR/Communications Subcommittee201/16/2023
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PublicityPost on MH website calendar, UMass Public History website; Mass Historical website; Mass StudiesPR/Communications Subcommittee201/16/2023
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PublicitySend “Save the Date” email to MH MA History List PR/Communications Subcommittee181/30/2023
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ProgramPresenter confirmation letters requesting bio, (session description), AV needsCommittee member job (12) 181/30/2023
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ProgramBay State Legacy Award - call for nominationsPR/Communications Subcommittee181/30/2023
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TRUEImage CompetitionAnnounce Image ContestPR/Communications Subcommittee172/6/2023
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ProgramCollect session descriptionsCommittee member job (12) 162/13/2023
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ProgramPresenter communications (1): Presenter bios, session descriptions (request or ask about updates); (2) Logistics "what to expect" letters to presenters and AV needsCommittee member job (12) 162/13/2023
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Site LogisticsLiability Insurance – single dayCommittee Chair/MHA Liason162/13/2023
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Site LogisticsTax exempt forms...?Committee Chair/MHA Liason162/13/2023
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Mass History Commons Plan CommonsFundraising/Sponsorship Subcommittee162/13/2023
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PublicitySubmit PR to hub contacts; Mass HumanitiesPR/Communications Subcommittee162/13/2023review contact info first
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Image CompetitionWrap up Image Contest, design Conference graphic/imagePR/Communications Subcommittee143/1/2023
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ProgramCONFERENCE (CONTENT) PROGRAM DUE. To include detailed schedule for the day with session descriptions, presenter bios, award winner bios, sponsor information. Will be used to create online program and print copy for distribution, add to webpage and commons calendarLogistics Coordinator 143/1/2023
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ProgramMass History CommendationLogistics Coordinator 143/1/2023Mass Humanities choose and notifies awardee; we handle registration information for awardee and guest; order awards.
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PublicityMHA ListServ or MailChimp - Highlight a sessionPR/Communications Subcommittee123/14/2023reoccuring series of PR emails - this is just the start date
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Site LogisticsBook Caterer for breakfast, lunch – include gluten-free options (salad, fruit, sliced turkey)Logistics Coordinator 123/14/2023Either through venue or independently
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Site LogisticsVisit conference venue for detailed walkthroughLogistics Coordinator 123/14/2023
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ProgramChoose moderators for each session (from Conference Committee) and collect their biosLogistics Coordinator 103/28/2023*Do before registering presenters
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PublicityCreate registration form on MHA website. Include information about virtual access and physical venue, reg. packets and any swag, have separate form for non-paying registrants.Website & Registration103/28/2023
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ProgramModerators contact session presenters to coordinate presentations; send moderators session info; contact emails; presenter biosLogistics Coordinator 84/11/2023
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Registration PacketsWelcome letter from MHA PresidentLogistics Coordinator 84/11/2023
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Site LogisticsInvoice sponsors for their participationFundraising & Sponsorship Subcommittee 84/11/2023
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PublicityMHA ListServ or MailChimp – participating organizations with website linksPR/Communications Subcommittee84/11/2023
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Site LogisticsArrange audio visual needs Logistics Coordinator 84/11/2023
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RegistrationREGISTRATION OPENSWebsite & Registration7.54/12/2023Program needs to be finalized, posted. Share blurb and link with Mass Humanities.
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PublicitySend “Register Now” email to MHA ListServ and MailChimp (~2,000); MH Mass History email list PR/Communications Subcommittee7.54/12/2023
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RegistrationRegister participants - Include a line asking specifically how they would like the nametag to read, both name and organizationWebsite & Registration7.54/12/2023will there be an early bird price?
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ProgramSend full program to all presentersLogistics Coordinator 7.54/12/2023
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Site LogisticsOrder Award Plaques – BurntBranchLogistics Coordinator 74/17/2023
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Registration PacketsConference site map for registration packetsLogistics Coordinator 64/24/2023
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Registration PacketsPrint Conference program and labelsLogistics Coordinator 64/24/2023
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Registration PacketsMass Historical, MH (SIR RIG, Mass Moments, Newsletter), MMRS/UMass Boston Healey), UMass (writing history card), other presenter materialsLogistics Coordinator 64/24/2023
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Registration PacketsFUNDRAISING DEADLINEFundraising & Sponsorship Subcommittee 55/1/2023Deadline may need to be much earlier to order swag - changes each year
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PublicitySend to conference presenters to send on to their email listsLogistics Coordinator 55/2/2023
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Day of ConferenceSponsor list POSTER – mount on foam core
Fundraising & Sponsorship Subcommittee
45/9/2023
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Wrap Up Create Evaluation surveyLogistics Coordinator 45/9/2023
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Day of ConferenceHonoraria check for keynoteCommittee Chair/MHA Liason45/9/2023
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PublicitySend “Spread the Word” email to current registrants to get them to spread the word via social mediaPR/Communications Subcommittee35/16/2023
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PublicitySend Conference reminder email to past participants who have not registered for current yearPR/Communications Subcommittee35/16/2023Aren't they part of our mailing list?
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ProgramReminder email to presenters with directions, parking time slotLogistics Coordinator 25/23/2023
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Registration PacketsDay at a GlanceLogistics Coordinator 25/23/2023
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Registration PacketsRegistration packetsLogistics Coordinator 25/23/2023
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Day of ConferenceConference Housekeeping NotesLogistics Coordinator 15/30/2023
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Day of ConferenceSignage: Speaker name tents for tables; session signs for outside rooms; Commons sign Logistics Coordinator 15/30/2023
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Day of ConferenceFinal script details? Incl. presenter bios for intros at sessions to moderators?Logistics Coordinator 15/30/2023
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ProgramSend final workshop registration lists to each workshop groupLogistics Coordinator 15/30/2023
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Site LogisticsEmail presenters (cc moderators and hosts) to confirm all tech needs/zoom logisiticsLogistics Coordinator 15/30/2023
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PublicitySend email to MHA ListServ or MailChimp list re registration deadline in a few daysPR/Communications Subcommittee15/30/2023
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Day of ConferenceSignage: Speaker name tents for tables; session signs for outside rooms; Commons sign Logistics Coordinator 15/30/2023
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Day of ConferencePassword for wirelessLogistics Coordinator 15/30/2023
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Registration PacketsPrep and label registration packetsLogistics Coordinator 15/30/2023
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Site LogisticsFinal count to caterer Logistics Coordinator 15/30/2023
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ProgramFinal reminder email to presenters confirming AV and weekend contact infoLogistics Coordinator 0.56/1/2023
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Registration/ProgramCreate participant list for registration packet; Send general participant registration list (with orgs) to all presentersLogistics Coordinator 0.56/1/2023
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RegistrationSend “See you Monday at MA History Conference” emailLogistics Coordinator 0.56/1/2023
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Day of ConferenceWater bottles and cups for speakersLogistics Coordinator 06/6/2023
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Wrap Up Additions to mailing lists from evaluationsLogistics Coordinator 06/6/2023
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Wrap Up Email presenters for presentations to be uploaded to wiki and send comments from evaluationsLogistics Coordinator 06/6/2023
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Wrap Up Evaluations – summarizeLogistics Coordinator 06/6/2023
84
Wrap Up Final Bills to MHALogistics Coordinator 06/6/2023
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Wrap Up Final summary report – including financials from MHA TreasurerLogistics Coordinator 06/6/2023
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Wrap Up Thank yous to presentersLogistics Coordinator 06/6/2023
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Wrap Up Final BudgetCommittee Chair/MHA Liason06/6/2023
88
Final report due.  Will include narrative report, evaluations
of the conference, budget, and information on sponsors and total
funding raised for the conference.
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