Each committee chair may have duties that
fall in each of the three stages. Taking into account busy advising times, etc. may require adjustments in the suggested timeline below.
This is the recommended order of completing
the tasks necessary for a comprehensive conference. While some items
may be accomplished earlier than the suggested times, all items
due to the Executive Office must be submitted on or before the required
date. Due dates of information to the Region Chairs or to the Executive
Office are the same for all conferences, regardless of the date
of the conference.
NACADA
Regional Conference Timeline (SAMPLE) |
| |
Task |
Person
in Charge |
| Contracts signed or by April
15 |
- Select Conference Chair &
Program Committee.
- Select Institutional Host, if applicable.
- Seek conference site and collect
site bids.
- Work with Executive Office to
negotiate and sign contracts.
- Develop program & overall
business and social agendas.
- Confirm conference date and site
& announce on NACADA web
- Submit information and artwork
to Executive Office for developing a Regional Conference
web site within the NACADA web site. Include dates/location/tentative
schedule/conference committee list.
- Identify Keynote Speakers
- Determine conference theme.
|
|
| Due June 30 (Or as early
as possible) Better if this done before National Conference,
so advertising can include registration fees. |
- Develop CONFERENCE BUDGET to
determine registration fees.
- Submit budget to Region Chair/Executive
Office & Division Representative for approval.
|
|
| Due to Executive Office
by August 1 |
- Send Call for Proposals descriptions
to EO for placement on Regional Web page. Prepare for on-line
submission of proposals (choose & contact "readers", determine the time frame of review and selection.)
- Submit information on Theme and
Call for Presentation to post on the web page.
- Submit an announcement to
the EO to be e-mailed to all in your region with "Save
the Date" information and referral to the web info.
|
|
| September 1 |
- Announce call for proposals by
e-mail to all Regional NACADA members through the EO.
- Design a small postcard size info handout to distribute at National
Conference. (approx. 50-100 copies)
- Contract with keynote speakers.
- Post registration fees on web
|
|
| At National Conference |
- Distribute Call for Proposal information
- Attend Regional Conference Chair
Session with respective Region Chairs.
|
|
November 15 (earliest)
Jan 15 (latest) |
- Call for Presentation responses due,
choose sessions.
|
|
December 5
or Dec 24 at the latest unless you are a May conference. |
- Review program with meeting facility.
- Assign date, time and room to
each session.
- Mail or e-mail presenter acceptance,
reject letters, and information packets with presenter acceptance
confirmation forms due back immediately.
- Arrange for special events/entertainment/etc.
- Announce program sessions on NACADA
web page and include registration information.
|
|
| 2 months out |
- Presenter acceptance confirmation
due.
- Review Audio-visual needs and
get bids and select vendor.
- Approve sessions for NBCC.
- Update Web periodically with new information.
- Obtain volunteers for registration
and other conference events.
|
|
| 6 weeks out |
- Telephone or e-mail accepted
presenters who have not responded.
- E-mail registration reminder.
- Research local resources for
sign interpretation and services for visually impaired,
if necessary.
- Finalize arrangements for all
conference activities.
- Begin compiling printed program.
- Provide meeting resume (details of room
set ups and rooming list) to hotel.
- Provide menus to hotel and give
them tentative numbers (low side estimate).
|
|
| 3 weeks prior |
- Program copy to printers. (Remember
to include a list of NBCC approved sessions.)Submit confirmation letters to
Executive Office for e-mail to all participants.
- Order or make signs for on-site
directions.
- Get NACADA Regional Banner to
hang at Conference/arrange with hotel for hanging.
|
|
| 2 weeks prior |
- Review program & audio-visual
arrangements with all speakers and presenters.
- Obtain any handouts for distribution
on site (i.e. local attraction materials, maps, flyers as
needed) NOTE: Presenters are responsible for bringing
their own handouts for their sessions.
- Prepare instructions for on-site
volunteers and e-mail to volunteers and print for on-site
use.
|
|
| 1 week prior |
- EO will send printed nametags,
namebadge holders, receipt book, registration procedure
list and a roster of particiants..
- Assemble participant packets (or on-site).
- Assemble on-site supplies.
- Review hotel reservations for
keynote speakers and VIPs.
- Contact keynote speaker for any last minute details.
|
|
| 72 hours prior |
- Give Hotel Catering Dept. final
meal guarantees for each meal (Reduce real number by a minimum
of 5%). Feel free to visit with EO liaison regarding predicting
numbers of attendees.
|
|
| 24 hours prior |
- Walk through the program at the
meeting site.
- Review all set-ups, including
registration area.
- Have pre-conference meeting with
all appropriate meeting site personnel.
|
|
| Day of conference |
- Set signs.
- Set up registration area (tables, programs, bags, etc)
- Set up NACADA Publications Table.
- Check room settings and AV placement
prior to each session.
- Host speakers.
- Sign NBCC forms as requested.
- Distribute and collect evaluation
forms.
- Retrieve banner.
|
|
| 1 week following conference |
- Send to the Executive Office
list of persons who were "no-shows"
- Send a list of those who registered for conference and membership
at the conference and designate those who were "new"
and those who had previously registered but paid on site.
- Send copies of on-site registrations to EO
- Compile evaluation numbers and
comments and send only the summary document to the Executive
Office.
- Send copies of NBCC forms to NACADA
Executive Office.
- Send copy of program with NBCC
approved sessions clearly marked to the Executive Office.
|
|
| 1 month following conference |
- Request financial report from
Executive Office to review for outstanding invoices, etc.
|
|
| |
- Summarize the conference with
tips for next year and forward to next year’s Conference
Chair.
|
|
