[{"data":1,"prerenderedAt":-1},["ShallowReactive",2],{"detail-sidebar-cat-1-en-105":3,"doc-seo-358211-105":53,"doc-detail-358211-en":127},{"code":4,"msg":5,"data":6},0,"success",[7,14,19,24,29,34,39,44,49],{"id":8,"doc_module":9,"doc_module_name":10,"category_name":11,"show_sort_weight":12,"slug":13},11,1,"Template","Presentations",90,"presentations",{"id":15,"doc_module":9,"doc_module_name":10,"category_name":16,"show_sort_weight":17,"slug":18},12,"Resumes",80,"resumes",{"id":20,"doc_module":9,"doc_module_name":10,"category_name":21,"show_sort_weight":22,"slug":23},14,"Invoices",70,"invoices",{"id":25,"doc_module":9,"doc_module_name":10,"category_name":26,"show_sort_weight":27,"slug":28},15,"Posters",60,"posters",{"id":30,"doc_module":9,"doc_module_name":10,"category_name":31,"show_sort_weight":32,"slug":33},16,"Social Media",50,"social-media",{"id":35,"doc_module":9,"doc_module_name":10,"category_name":36,"show_sort_weight":37,"slug":38},17,"Forms",40,"forms",{"id":40,"doc_module":9,"doc_module_name":10,"category_name":41,"show_sort_weight":42,"slug":43},18,"Letters",30,"letters",{"id":45,"doc_module":9,"doc_module_name":10,"category_name":46,"show_sort_weight":47,"slug":48},21,"Paper Templates",5,"papers-templates",{"id":50,"doc_module":9,"doc_module_name":10,"category_name":51,"show_sort_weight":4,"slug":52},158,"General","general-158",{"code":4,"msg":54,"data":55},"ok",{"site_id":56,"language":57,"slug":58,"title":59,"keywords":60,"description":61,"schema_data":62,"social_meta":120,"head_meta":122,"extra_data":124,"updated_unix":126},105,"en","sample-conference-planning-timeline-conference-planning-timeline","Sample Conference Planning Timeline - conference planning - timeline","","Conference planning timeline outlining responsibilities and key decision points across multiple lead times, starting 18 months before the event and moving through final preparation. Covers forming a conference committee, documenting decisions with shared tools, selecting venues and dates, handling RFPs, negotiating contracts, setting registration and speaker honoraria, building websites and promotion formats, managing proposals and review criteria, opening registration and housing, arranging CEU credits, tracking reservations weekly, and coordinating AV providers and final programs. 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It’s also a great way to get involved with your organization, meet new people, and produce an event that will provide valuable information to your attendees. This timeline is a basic outline of planning a conference, but every event has its own personality. Think about past events and be open to making updates and trying new ways to get attendees talking and learning.  \nAttendees will remember the education, keynote speakers, and new friends much more than the food or the décor in the meeting room. Put the focus on the education and trust the venue staff, suppliers, and volunteers to do their jobs.  \n18 months prior to the conference  \n• Select a conference committee. Consider creating two subgroups – one for logistics (room setups and catering), and a separate group for programming (proposal review and selection, speaker management) . Assign an associate chair to each committee that works with the conference chair.  \n• Determine the process for documenting decisions made and information shared with the venue, suppliers, and committee members. This can be done using a shared Google folder or Dropbox folder, or through a project management tool . All decisions must be documented in writing. If decisions are made during conference calls or meetings, assign someone to take notes and share them immediately with the meeting’s participants.  \n• Create a list of three to five potential conference sites.  \n• Select preferred and alternate dates for the conference.  \n• Submit Request for Proposal to each of the potential meeting sites. Proposals should be returned from the venue within 4 weeks.  \n17 months prior to the conference  \n• Review proposals from potential sites and select one.  \n• Negotiate terms and sign contract with the venue. Submit the organization’s proof of tax exemption with the signed contract.  \n• Set registration fees and determine if honoraria will be provided to keynote speakers.  \n• Choose a registration platform.  \n• Create a conference website or update an existing one with details about the dates and location. Choose a mass email provider or update an existing relationship.  \n• Determine the format for promoting session information (online only or printed program) .  \n• Prepare a realistic budget based on the signed venue contract and fees for registration, website, and email services.  \n13 months prior to the conference  \n• Set the conference theme and write the call for proposals.  \n• Prepare proposal submission form on paper or digitally through Google Forms (or a similar platform) .  \n12 months prior to the conference  \n• Launch the call for proposals during the current conference.  \n• Create a list of potential keynote speakers and begin sending invitations.  \n10 months prior to the conference  \n• Deadline for proposals to be received by review committee.  \n• Determine review process and criteria for scoring proposals.  \n9 months prior to the conference  \n• Review proposals and select sessions. Consider soliciting sessions for under-represented topics.  \n• Send accept and decline letters to all proposers.  \n• Begin promoting the conference theme, location, and registration rates.  \n• Open registration and housing reservations to attendees.  \n• Arrange for CEU credits.  \n6 months prior to the conference  \n• Continue promoting the conference through email and a conference website. Add a sample letter for teachers to share with principals to secure funding and release time to attend the conference.  \n• Determine after-hours activities (receptions, off-site events, tours) . Hire entertainment or plan for tickets or reservations.  \n• Make contact with the venue conference service manager (CSM) assigned to the event if he/she has not been in touch.  \n• Begin tracking registration and sleeping room reservations every week. Compare both with  \ninformation tracked from the previous conferences to be sure that re","cbCaia3Sa1ey4kgg","https://ap.wps.com/l/cbCaia3Sa1ey4kgg","pdf",150727,"English","# 18 months prior to the conference\n## 17 months prior to the conference\n## 13 months prior to the conference\n## 12 months prior to the conference\n## 10 months prior to the conference\n## 9 months prior to the conference\n## 6 months prior to the conference\n## 5 months prior to the conference\n## 4 months prior to the conference\n## 3 months prior to the conference","[{\"question\":\"What should be set up 18 months before the conference?\",\"answer\":\"Form a conference committee with logistics and programming subgroups, assign associate chairs, and define the process for documenting decisions and information shared with the venue and committee members.\"},{\"question\":\"How are venues selected before the conference?\",\"answer\":\"Create a shortlist of three to five potential sites, choose preferred and alternate dates, submit RFPs to each site, then review proposals and select one about 17 months prior.\"},{\"question\":\"What tracking and final preparation steps happen in the final months?\",\"answer\":\"In the 6-month window, track registration and room reservations weekly and compare them with prior conferences, and at around 3 months prior, request proposals for the AV provider and begin finalizing speaker updates and the program.\"}]","Sample Conference Planning Timeline - conference planning - timeline | PDF",1790133224]