Week Month/Wk Committee Task
52 May General Co-Chairs Set date for conference & reserve facilities.
28-31 Oct PT Faculty & Center Staff Informational meeting for all interested students
24-27 Nov General Co-Chairs Assignment of all committee co-chairs & supervising faculty
24-27 Nov General Co-Chairs First official meeting of all committee chairs – review timeline & tasks
24-27 Nov General Co-Chair Get approval from Student Programs to pay for keynote speaker.
20-23 Dec Donations & Conference Bags Contact Washington Mutual (and others) for sponsorship.
16-19 Jan Program & Speakers Survey students to determine topics for conference.
16-19 Jan Program & Speakers Confirm keynote speaker & initiate paperwork necessary to pay keynote.
16-19 Jan General Co-Chairs Establish conference budget. Set registration price.
16-19 Jan General Co-Chairs Develop conference theme & logo
16-19 Jan Publicity Develop conference flier and registration forms. Distribute on campus and
email to PT distribution lists.
12-15 Feb Publicity Mail fliers to local high schools and colleges.
12-15 Feb Donations & Conference Bags Recruit student volunteers for your committee. Write letter to solicit
donations, begin contacting merchants.
8-11 March General Co-Chairs Design t-shirts. Identify & contact vendor. Work with PT Center for billing.
8-11 March General Co-Chairs Presentation to GRCC Board and invitations to FTC. Include Honoree
Registration Form as a way to RSVP.
8-11 March General Co-Chairs Invite GRCC President to make opening remarks.
8-11 March Publicity Visitations, phone calls, and emails to local high schools and colleges.
8-11 March Donations & Conference Bags Write letters to educational publishers to get catalogs and cool trinkets.
8-11 March Donations & Conference Bags Order conference bags, PT tablets & pens.
4-7 April Decorations & Signs Recruit student volunteers for committee. Meet to plan the decorations.
Order necessary materials.
4-7 April General Co-Chairs Contact t-shirt vendors to agree on timeline for printing & payments.
4-7 April Publicity Publish article in campus newspaper & local newspapers. Invite reporters to
the FTC. Invite campus photographer.
Week Month/Wk Committee Task
4-7 April General Co-Chairs Consider nomination of TOT for Club of the Year or FTC for Event of the
4-7 April Donations & Conference Bags Finalize donations. Forward list of contributors to publications.
4-7 April Publications Work on design for conference program book and nametags.
3 May General Co-Chairs Call t-shirt vendor. Confirm timeline for printing t-shirts & verification of
quantity and sizes.
3 May General Co-Chairs Submit final list of FTC student planners to FTC for nametags and
3 May General Co-Chair Confirm process for paying keynote.
3 May Program & Speakers Confirm list of session speakers with PT Center.
3 May Program & Speakers Visit classes to recruit students to preside.
3 May Publications First draft of conference program book is ready for review and editing.
3 May Decorations & Signs Meet with committee members to finalize decoration plans and signs.
3 May PT Center Write up contracts for speakers.
Final Two Weeks
Day Date Committee Task
14 May 8 General Co-Chairs Call food service and confirm final count for meals.
14 May 8 General Co-Chairs Call t-shirt vendor to verify delivery time or pickup time. Verify count for
14 May 8 Publications Second draft of conference program book is ready for review and editing.
14 May 8 Program & Speakers Assign presiders to each session. Give this list to the Publications Committee
so presider names can be printed in the program. Send presiders instructions
and invite them to a meeting the day before the conference.
12 May 10 Facilities & Equipment Type of a list of rooms and required equipment to use as a check-list at the
11 May 11 Publications Third draft of Conference Program is ready for review and editing. Add
names of presiders. Confirm rooms with Facilities & Equipment committee.
Confirm list of donations with Donations committee.
10 May 12 Donations & Conference Bags Organize meeting to stuff bags with everything except t-shirts and nametags.
10 May 12 PT Center Print nametag and certificates for FTC student planners.
10 May 12 PT Center Print nametags for speakers.
10 May 12 Decorations & Signs Organize meeting to create decorations, directional signs, and room signs.
Make large “thank you” and have photo taken with students holding the sign
to be included in thank-you cards. Make signs for pre-registration table
(separate lines by last name of attendees), sign for on-site registration, and
sign for speaker registration table.
10 May 12 Decorations & Signs If balloons will be used, contact Student Programs to make arrangements for
access to helium tank.
10 May 12 Publications Conference Program sent to printer.
10 May 12 Publications Print nametags for attendees. Print extra “blank” nametags for on-site
8 May 14 Publicity Confirm attendance and times with newspaper reports & photographer.
8 May 14 General Co-Chairs Verify delivery and/or pickup of t-shirts.
8 May 14 General Co-Chairs Develop and print conference evaluation forms (make them a bright color).
Work with Donations committee to collect forms as part of door prize
8 May 14 Program & Speakers Email keynote and session speakers one last time to verify session time,
directions to GRCC, parking, where to report when they arrive.
7 May 15 Donations & Conference Bags Verify that you have tickets for door prizes. Set up process for getting tickets
such as getting them when conference evaluation forms are turned in.
7 May 15 General Co-Chairs Confirm paperwork is ready to pay keynote.
6 May 16 Donations & Conference Bags Organize meeting to put t-shirts, program, and evaluation forms in conference
bags and attach nametags to outside. Alphabetize in boxes. Sort extra t-
shirts by size for placement at on-site registration booth.
5 May 17 General Co-Chairs Plan opening remarks, introduction of GRCC President, introduction of
keynote, closing thank-you and remarks.
4 May 18 Publications Verify that you have enough nametags.
3 May 19 General Co-Chairs Gift for keynote speaker.
2 May 20 General Co-Chairs Plan opening remarks, closing remarks, introduction of keynote.
2 May 20 General Co-Chairs Determine who will staff registration tables.
2 May 20 PT Center Finalize paperwork to pay session speaker stipends.
2 May 20 Publications Print addendum to Program if necessary.
2 May 20 Publications Print nametags for any additional registrations that have come in. Make
arrangements to have extra nametags available at on-site registration table.
2 May 20 Donations & Conference Bags Collect empty boxes to sort and transport conference bags. Store in SMT 313
Day Time Committee Task
May 21 3:00 p.m. Publicity Pick up PT booths, transport to LSC and setup. Check with PT office to see
what types of informational or recruitment packets will be at the booths.
May 21 3:00 p.m. All Committees Move all decorations and conference bags to LSC
May 21 3-6 p.m. All Committees Help with setup and decorations
May 21 3-6 p.m. Facilities & Equipment Use checklist to setup equipment including overheads, screen, markers,
easels, arrangement of chairs, internet connection, computer projection
May 21 3-6 p.m. Decorations & Signs Put up banners and all decorations except the balloons and outdoor signs.
Post signs on rooms.
May 21 3-6 p.m. Decorations & Signs Confirm that you will have access to helium tanks in Student Programs.
May 21 3-6 p.m. Program & Speakers Meet with presiders to review their responsibilities. Have extra copies of the
presider information sheets.
May 21 3-6 p.m. General Co-Chairs Write and practice opening remarks, introduction of GRCC President,
introduction of keynote, and closing remarks,.
May 21 3-6 p.m. PT Center Print final list of registrations & report showing participation sorted by
Day of Conference
Day Time Committee Task
May 22 6:30 a.m. General Co-Chairs Pickup donuts for student workers!
May 22 6:30 a.m. General Co-Chairs Check with kitchen to verify that breakfast and lunch setup is underway.
May 22 6:30 a.m. General Co-Chairs Ready the registration tables (pre-registration and on-site)
May 22 6:30 a.m. General Co-Chairs Place reserve sign on front table for keynote and honor guests.
May 22 6:30 a.m. Decorations & Signs Immediately begin blowing up balloon. You will need a relay team…some
operating the tank, some putting the ribbons on, and other running them to the
May 22 6:30 a.m. Decorations & Signs Post directional signs for parking and room locations.
May 22 6:30 a.m. Donations & Conference Bags Set up door prize tables in main dining room.
May 22 6:30 a.m. Publicity Check Project TEACH booths. Set up PT video (endless loop version).
May 22 6:30 a.m. Program & Speakers Verify that all speaker nametags are ready. Speakers should also receive
conference bags with t-shirts. Check that Adams Room has refreshments.
May 22 6:30 a.m. Facilities & Equipment Verify all rooms have required equipment including overheads, screen,
markers, easels, water, arrangement of chairs, internet connection, computer
projection systems/video monitors. Check that main dining room has
projection system and is setup for speakers. Check sound system & staging.
May 22 7:00 a.m. PT Center Setup on-site registration.
May 22 7:00 a.m. Publications Place blank nametags at on-site registration table.
May 22 7:00 a.m. General Co-Chairs Place extra t-shirts, sorted by size, at on-site registration table.
May 22 8:00 a.m. Publicity Coordinate with newspaper reporter and photographer. Arranged to have a
photo taken with students holding “thank you” banner.
May 22 8:30-9:10 am General Co-Chairs and volunteers Staff registration booth. Note: someone will probably have to remain at the
registration booth throughout the morning for late arrivals and to handle
May 22 8:30 - noon Program & Speakers Staff speaker check-in booth throughout the morning. Check with the PT
Center staff to get the forms that speakers need to sign for stipends. Be
available to handle problems. A reminder that speakers have been asked to
leave a copy of their handouts at the speaker registration table.
Day of Conference
Day Time Committee Task
May 22 9:10 a.m. General Co-Chairs Make opening remarks, review agenda for the day, inform attendees that if
one session is full they should move to another, review location of session
rooms and restrooms, and then introduce Rich who will welcome participants.
May 22 9:30-noon Conference sessions underway.
May 22 Noon General Co-Chairs Eat lunch at reserved table with honored guests. Introduce keynote speaker.
Present gift after.
May 22 1:30 General Co-Chairs Give closing remarks and recognitions.
May 22 1:40 Donations & Conference Bags Door prizes
May 22 2-4 p.m. All Committees Cleanup
Post - Conference
Week Month Committee Task
-2 June General Co-Chairs Write conference report & recommendations. Summarize budget and
-2 June All Committee Co-Chairs Submit committee report & recommendations.
-2 June General Co-Chairs Post-conference celebration and debriefing.
-2 June General Co-Chairs Set date for next conference & reserve facilities.
-2 June General Co-Chairs Send thank-you notes to GRCC President and other honored guests. Include
photo from conference.
-2 June Program & Speakers Send thank-you notes to keynote and session speakers. Include photo from
-2 June Donations & Conference Bags Send thank-you notes to Washington Mutual and others who donated.
Include photo from conference.
LSC General Setup
Stage with podium, speakers, decorations, projection screen down.
Video Projection Cart
Food Option #2
Alphabetical by last name Checkin
LSC LOBBY AREA