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TASK
|
PERSON RESPONSIBLE
|
TO BE COMPLETED BY
|
COMPLETE
|
| 90 Days Prior |
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| Contact the national
office |
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| Gather core organizers |
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| Set goals for the event |
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| Select conference dates |
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| Estimate total guests |
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| Plan a funding strategy |
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| Set tentative agenda |
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| Determine speakers |
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| Send out speaker invites |
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| Prepare publicity strategy |
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| 60 Days Prior |
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| Reserve location |
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| Arrange for catering |
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| Set pre-registration date |
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| Decide on conference book content (include agenda,
speaker bios, SPUSA page) |
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| Determine agenda |
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| Print out direction maps |
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| Design brochure or flyer |
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| Send out official invitations |
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| Request SPUSA info. page from national
office for booklet |
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| Request conference evaluation form from SPUSA |
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| Advertise, Round 1 |
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list serve
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brochure mailing
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web site
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contact interested professors
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| 30 Days Prior |
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| Due date for pre-registration |
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| Send out confirmations to participants |
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| Create participant database |
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| Advertise, Round 2 |
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| posters |
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| list serve |
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| brochure handout |
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| school paper write-up |
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| Send speakers agenda and direction letters |
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| Draft speaker bios |
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| Proof speaker bios |
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| Proof conference agenda |
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| Edit final speaker bios |
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| Edit final conference agenda |
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| Send conference booklet pages to printers |
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| Send logistics to participants |
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| Two Weeks Prior |
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| Send out press release |
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| Send out PSA |
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| Finalize audio and visual equipment reservations
and set up with school |
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| Finalize catering arrangement |
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| Print conference evaluation sent from SPUSA |
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| 3 Days Prior |
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| Confirmation reminder- catering |
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| Confirmation reminder- AV equipment |
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| Confirmation reminder-meeting rooms |
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| Set up for conference |
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| Maintain participant database |
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| Print out name tags for participants |
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| Print out name plates for speakers |
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| Pack extra pens, paper, tape, markers, and all
conference booklets and name tags |
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| Day of Event |
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| Catering set-up |
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| AV set-up |
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| Room set-up |
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| Set up registration table—SPUSA brochures,
conference booklets, name tags, pads of paper, pens, registration
list |
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| Hand out evaluation at end of conference |
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| 1 Week Following |
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| Email list of student participants and speakers
with contact info to SPUSA |
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| Write a report and evaluation for your chapter
and SPUSA files |
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| Write thank you letters to speakers and sponsors |
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| Pay bills |
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| Follow up email to all participants |
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Advertise SPUSA on your campus, 
