FTC Timeline

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					                                              FTC Timeline
One-Year Countdown
 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.

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 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
                                                    Year.
     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
                                                    certificates.
      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.




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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
                                                    sizes.
     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
                                                    conference.
     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
                                                    registrations.
      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
                                                    component.

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      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




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Day Before
    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
                                                  systems/video monitors.
    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
                                                  schools.




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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
                                                             tables.
    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
                                                             problems.
    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.



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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




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Post - Conference
   Week   Month                Committee                                               Task
     -2  June         General Co-Chairs             Write conference report & recommendations. Summarize budget and
                                                    conference evaluations.
      -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
                                                    conference.
      -2   June       Donations & Conference Bags   Send thank-you notes to Washington Mutual and others who donated.
                                                    Include photo from conference.




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                                                      LSC General Setup

                                                              Stage with podium, speakers, decorations, projection screen down.

                                                                                                              Prizes




                                                                                    Video Projection Cart
                                                                                                                         PT Booths




                                                              Food ?


                                                                                         Food Option #2
                Pre-Registration           Speaker
          Alphabetical by last name        Checkin


                     LSC LOBBY AREA



                                       On-Site Reg.
                                      Registration




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