REGIONAL MEETING CALENDAR
25-Feb
Deadline Your Date Activity Responsible Person
First conference call: Discuss meeting template, professional topics, STUDENT NOTE TAKER: Within one week, post meeting
early Sept early Sept chapter operations topics, assign note taker for conference call notes, including To-Do List on Google Docs
Early September through Follow-up on To-Do List items and post that information to Google Docs HOST CHAPTER, CHAPTER ADVOCATE, FORUM
October 14 meeting notes LIAISON, CONFERENCE PLANNER
30-Sep 30-Sep Complete Regional Meeting Contact Form HOST CHAPTER: Post Contact Form to Google Docs
Prepare preliminary program using template provided by meeting
planner. List type of presentation (i.e. chapter operations, professional
topics, best practices competition) based on conference call discussion
15-Oct 15-Oct (presenter names are not required) HOST CHAPTER: Post preliminary program on Google Docs
30-Oct 30-Oct Set up registration information link EXECUTIVE OFFICE
30-Oct 30-Oct Set up regional meeting website using website template HOST CHAPTER
Prepare first communication consisting of the call for student HOST CHAPTER: Send email to: Chapter officers, faculty
120 28-Oct presentations on approved topics and the call for Best Practices advisors, Board members and Advisory Forum members
Second conference call: Follow up first conference call to-do list; discuss STUDENT NOTE TAKER: Within one week, post meeting
early Nov early Nov preliminary program and potential keynote and professional speakers notes, including To-Do List on Google Docs
15-Nov 15-Nov Email chapters informing them that registration is open HOST CHAPTER
90 27-Nov Finalize key note speaker
HOST CHAPTER: Send letter to each potential speaker. Be
75 12-Dec Invite guest speakers for luncheon, sessions, panel discussions, etc. sure to include a request for audio-visual requirements.
Email reminder to chapters to register for meeting and to volunteer to
make a presentation. Also email presenting chapters to confirm that they
60 27-Dec are registered and will be presenting. HOST CHAPTER
Send email to chapter officers (and faculty advisors) reminding them to
register for the conference and to make hotel reservations. State the early
45 11-Jan bird registration and hotel special conference rate deadlines. HOST CHAPTER
Best Practices abstracts due to Chapter Advocate from presenting
40 16-Jan chapters PRESENTING CHAPTERS
40 16-Jan Send abstracts to Forum liaison CHAPTER ADVOCATE
30 26-Jan Finalize details of the program, including professional session speakers HOST CHAPTER: Post final program to Google Docs
Assign Host Chapter students to introduce speakers, facilitate sessions,
30 26-Jan man registration table, etc. HOST CHAPTER
30 26-Jan Notify Chapter Advocate which abstracts are accepted for competition FORUM LIAISON
30 26-Jan Inform host chapter of the schools participating in Best Practices CHAPTER ADVOCATE
30 26-Jan Inform abstract-submitting chapters whether they qualify for competition CHAPTER ADVOCATE
Update meeting website with final program information and post updated
21 4-Feb program to Google Docs HOST CHAPTER
10 15-Feb Print program to include in registration packet HOST CHAPTER
14 11-Feb Final conference call with Conference Planner Schedule meeting with Conference Planner
Ensure all speakers have transportation from the airport or other arrival
7 18-Feb site to the meeting site HOST CHAPTER
Pre-conference meeting with Conference Planner, Chapter Advocate, and
1 24-Feb Host Chapter(s)
1 24-Feb Prepare registration packets HOST CHAPTER
1 24-Feb Set up registration tables and ensure that it is staffed. HOST CHAPTER
Send appropriate thank you notes to those who assisted in making the
-7 4-Mar meeting a success. HOST CHAPTER
Send Participation Report with attachments and Petty Cash
-14 11-Mar Reconciliation Form to Chapter Advocate HOST CHAPTER
Send Advisory Forum Evaluation forms to the Chair of the Advisory
-14 11-Mar Forum FORUM LIAISON