2011 National Smart Start Conference Timeline
As of July 20, 2010
Planning Committee Members: Susan Perry Manning, Tracy Zimmerman, James Dodson, Connie Holton, Sue Totty, Lois Slade, Blanche Stokes, Yvonne
Huntley, Tery Schelling, Joyce Baffi, Maura Pherson
Group Codes: A = Planning, B = Workshops; C = Marketing; D = Registration; E = Speakers; F = Post Conference Follow-up
Person
Group # Task Due Date Completed date Comments
Responsible
Identify conference planning
Meetings scheduled through July. Will
A 1 committee & set planning mtg March 31, 2010 Sue April 23, 2010
meet every 2 weeks until further notice.
schedule
Set event schedule & get
May 2-5, 2011 with hotel arrival May 1,
A 2 President's approval (i.e. meals, April 16, 2010 Sue June 21, 2010
2011
sessions, etc)
A 3 Confirm Event Date April 16, 2010 Sue April 30, 2010
Identify tasks for conference
A 4 planner to perform; committee May 1, 2010 Joyce Delayed due to reorganization
reviews & finalizes
Determine method of managing
A 5 May 1, 2010 James May 28, 2010 CVENT selected
online workshop proposals
Identify staff or develop RFP if
needed for contractor to manage
A 6 May 1, 2010 Sue June 21, 2010 process delayed
workshop proposal recruitment
process
A 7 Update Conference Timeline May 1, 2010 Joyce ongoing
Identify potential speakers May 13, 2010 invites sent to Drs.
A 8 (Opening Keynote, Reception, May 5, 2010 Tracy Shonkoff & Heckman; waiting for
closing lunch) response
Develop RFP, if needed, for
A 9 conference planner & share draft May 10, 2010 Sue N/A NA 2011, already under 3 yr contract
with Planning Committee
Research, then determine
A 10 workshop tracks & hot topics, May 15, 2010 Lois June 18, 2010
theme
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2011 National Smart Start Conference Timeline
As of July 20, 2010
Person
Group # Task Due Date Completed date Comments
Responsible
Develop contract or P.O. with
B 11 selected vendor for online May 15, 2010 James May 28, 2010
workshop entry; dates, budget
Develop workshop RFP &
B 12 May 15, 2010 Lois June 21, 2010
finalize; modify for web posting
Contract in place for contractor
B 13 to manage workshop proposal May 15, 2010 Lois June 21, 2010 process delayed
recruitment process
Advertise, select and retain used previous contractor, Meeting
A 14 May 31, 2010 Sue May 15, 2010
conference planner Details
Develop line item budget for
A 15 expenditures & review with May 31, 2010 Joyce in process
Planning Committee
Determine registration fees based
on expenditures and estimate
A 16 May 31, 2010 Sue June 21, 2010 in process
revenue; review with committee
& obtain approval of President
Email notification of conference
A 17 May 31, 2010 Lois June 4, 2010
dates to NCPC staff
IT works with CVENT for online
B 18 workshop proposal posting and May 31, 2010 James July 2, 2010 process has been delayed to July 2, 1010
testing
Email notification to all former
B 19 presenters & others regarding the June 1, 2010 Eric July 6, 2010 process delayed to July 5, 2010
Workshop RFP for the new year
C 20 Create detailed marketing plan June 10, 2010 Tracy June 23, 2010
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2011 National Smart Start Conference Timeline
As of July 20, 2010
Person
Group # Task Due Date Completed date Comments
Responsible
Contractor meets with NCPC
staff on potential workshop ideas:
target presenters for specified
workshops in the tracks. Identify
B 21 June 30, 2010 Marsha June 30, 2010
key issues, best practices &
successes from NC & other states.
Consider attendee overall
evaluation comments from 2009.
Determine method of online Demo presentations: CVENT &
D 22 June 30, 2010 James
registration & payment Constant Contact
Add Conference to NCPC Staff
C 23 June 30, 2010 Tracy Done - in July
email signature
Blogs, Tweets, Facebook posts
C 24 July 1, 2010 Tracy Ongoing
about Conference
Appoint Workshop Committee &
B 25 July 5, 2010 Marsha July 6, 2010 in process - calls set for July 21-29
Set Meetings/conf calls of Same
CVENT Proposal reports
Everyone has been trained except
identified by State Programs Dept
B 26 July 9, 2010 James July 21, 2010 Marsha who will be trained July 21,
(SPD) & Workshop contractor;
2010
created by IT
Post to non-Smart Start calendars
C 27 July 12, 2010 Tracy Ongoing
and websites
Save the date email to all
C 28 constituents as part of the July 14, 2010 Eric July 19, 2010 Done
marketing plan
Creation of 2011 Conference
Done - prior to
C 29 Promotional Page on Smart Start July 14, 2010 Eric will continue to update
deadline
website
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2011 National Smart Start Conference Timeline
As of July 20, 2010
Person
Group # Task Due Date Completed date Comments
Responsible
Notification of Workshop
RFP/CVENT link sent to targeted
B 30 July 15, 2010 Marsha Ongoing began distribution July 6, 2010
presenters identified by the
Workshop Planning Committee
Reminder notification of RFP
Due Date emailed to targeted
B 31 July 30, 2010 Marsha Delayed - due August 23, 2010
workshop presenter prospects not
yet entered into CVENT system
A 32 Finalize Hotel Contract July 31, 2010 Joyce Meeting Details working with hotel
C 33 Monthly marketing emails August 1, 2010 Eric Ongoing Ongoing through May 2011
Sponsor promotional information
C 34 included on conference website August 5, 2010 Tracy
and mailings sent to vendors
B 35 Workshop Proposal Deadline August 5, 2010 Marsha Due date changed to August 30, 2010
Proposals available & assigned to
B 36 subgroups for review by August 9, 2010 Marsha Delayed - to September 1, 2010
Workshop Committee
Workshop Selection Committee
B 37 August 20, 2010 Marsha Delayed to September 15, 2010
meeting to make choices
Archive data from database
Lois will check with Scott about moving
D 38 (registration) from previous September 15, 2010 James Done
archiving date forward
conference
Assess Results of Workshop
proposal Selection Committee;
B 39 September 30, 2010 Marsha
Identify gaps in subject & recruit
additional presenters
Run report for workshop
B 40 September 30, 2010 Marsha
proposal track List from CVENT
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2011 National Smart Start Conference Timeline
As of July 20, 2010
Person
Group # Task Due Date Completed date Comments
Responsible
Workshop Proposal contractor
B 41 notifies Meeting Planner of October 1, 2010 Marsha Done through CVENT
accepted/ rejected presentations
Receive final information on
B 42 special track presentations October 1, 2010 Lois
(Medical Education, CSEFEL)
Send “Yes” letters to workshop
B 43 presenters selected & notify those October 5, 2010 Deirdre
not selected
Notify Tracy of approved sessions
w/ edited 60 word descriptions
B 44 and highlight "hot topics" and October 8, 2010 Marsha
well known presenters for
marketing
Create registration website with Dependent upon if we use vendor/Due
C 45 October 8, 2010 Eric Ongoing
conference content information October 30, 2010
IT works with online registration
contractor to design online
website to receive participant Overall - software reg. timeline must be
D 46 October 8, 2010 James
registrations (including interest dev.
survey) & generate invoices/
receipts
Print and mail postcard Date depends on when registration is
C 47 October 11, 2010 Tracy
announcing registration is open open
Skeleton outline of pre-conference
workshops with times to Tracy to
B 48 October 15, 2010 Susan
start building in registration
system
FINAL pre-conference workshop
descriptions, presenters, times to
B 49 October 22, 2010 Susan
Tracy - also include bios of
presenters and ideally a picture
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2011 National Smart Start Conference Timeline
As of July 20, 2010
Person
Group # Task Due Date Completed date Comments
Responsible
Post information on registration
website including speaker
C 50 October 29, 2010 Eric Ongoing
information & additional content
info
Conference keynote speakers for
opening session and celebration
E 51 October 29, 2010 Tracy
dinner must be confirmed by
October
Provide Deirdre list of rooms w/
B 52 dates and times needed for special November 1, 2010 Lois
meetings
Open online participant
D 53 November 1, 2010 James dependent on when registration up
registration
ALL workshops are must be
provided to Deirdre and Tracy
B 54 November 1, 2010 Marsha
with appropriate info. Must
included DCD credits.
Post link on conf website pages to
C 55 November 1, 2010 Eric
online conference registration
Update Conference Maintenance
D 56 web based application based on November 1, 2010 James Deirdre estimates or ask online?
meals and special sessions
Coordinate posting of workshop
descriptions and schedule Cent to
conference website. Create
C 57 November 5, 2010 Deirdre
mechanism for conference
coordinator to regularly update
this section.
Finalize all logistics for planning
B 58 November 15, 2010 Contractor
for pre-Conference day
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2011 National Smart Start Conference Timeline
As of July 20, 2010
Person
Group # Task Due Date Completed date Comments
Responsible
Coordination/Planning of
Wednesday Morning Discussion
B 59 December 30, 2010 Marsha
Groups “Coffee & Conversation”
with facilitators
Notify presenters
B 60 January 5, 2011 Deirdre
date/time/logistics of session.
All workshops are given a date,
day identification, time and room
assignment based on anticipated
B 61 January 5, 2011 Deirdre
size, and track identification.
Communicate dates, times &
rooms to Tracy.
Ongoing update of conference
C 62 website with additional January 13, 2011 Tracy
presenters/ sessions
Email staff to register online for
D 63 January 15, 2011 Lois
conference by Feb 11
Notify Division of Child
B 64 Development of workshops as January 31, 2011 Lois
courtesy
Send out travel form to all
E 65 speakers for whom NCPC is February 4, 2011 Blanche
paying travel expense
Send out contract or honorarium
E 66 February 4, 2011 Blanche
form to speakers we are paying
Invite NCPC Board Members to
A 67 February 9, 2011 Diane
conference
D 68 Early Bird Deadline February 11, 2011
D 69 Close staff registration February 11, 2011 Lois
Change online registration
D 70 February 11, 2011 James
payment amount to $TBD
Purchasing of t-shirts for NCPC
C 71 February 28, 2011 Yvonne
Store
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2011 National Smart Start Conference Timeline
As of July 20, 2010
Person
Group # Task Due Date Completed date Comments
Responsible
Sponsor deadline to be included
C 72 in program and for names on February 28, 2011 Tracy
bags/badges
Email the lead workshop contact
B 73 March 1, 2011 Deirdre
with and for final information
Create online conference “guest”
forms that will allow local
D 74 partnerships to register guests for March 1, 2011 Scott
the Conference Celebration
Lunch
Link conf web page to online This needs to be discussed how to handle
C 75 March 1, 2011 Eric
guest registration forms after selection of vendor
Notify local partnerships of the
option to invite additional guests
C 76 to the Celebration meal. Send March 2, 2011 Tracy
web link to guest registration
form.
E 77 Speaker travel form due date March 4, 2011 Blanche
Make travel arrangements for
E 78 March 15, 2011 Blanche
selected speakers
Weekly and later daily
transmission of online payments
D 79 received by NCPC and March 15, 2011 Deirdre
electronically submitted to
Meeting Details
Identification and invitations to
C 80 VIPs for Conference Celebration March 18, 2011 Tracy
Lunch
Finalize all other orders for
conference “bag” items (bags,
C 81 March 18, 2011 Yvonne
nametag holders, nametag inserts,
etc.
C 82 Conference Program to Printer March 25, 2011 Eric
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2011 National Smart Start Conference Timeline
As of July 20, 2010
Person
Group # Task Due Date Completed date Comments
Responsible
Provide ongoing support of the
D 83 March 31, 2011 James
conference web pages
Recruit all volunteers and room
B 84 March 31, 2011 Deirdre
hosts
Email Unpaid Guests that
D 85 March 31, 2011 Connie
Registration Ends
Management team sign up for
A 86 April 1, 2011 Lois
Registration Desk Area
Deadline for NCPC staff & Board
D 87 registration for conference/hotel April 1, 2011 Lois
rooms
Regular Registration Ends at
D 88 midnight; change price on April 1, 2011 James
website April 1 early.
Final airline tickets must be
E 89 April 1, 2011 Blanche
purchased for speakers
Obtain pictures from LPs for
C 90 April 1, 2011 Eric
slide show
Remind EDs about deadline for
C 91 April 4, 2011 Stephanie
guests at special meal functions.
Deadline for local partnership
D 92 registration for extra Celebration April 4, 2011 Blanche
meal tickets. Notify Deirdre of #
Reserve 17’ truck for pickup on
A 93 April 4, 2011 Yvonne
Friday before conference.
Program and all other “bag”
C 94 April 8, 2011 Yvonne
items must be at NCPC
Recruit volunteers for receptions
A 95 April 8, 2011 Yvonne
and meal set-up
Make copies of Certificate of
A 96 April 11, 2011 Yvonne
Attendance to have at desk
Participant/presenter Nametag
D 97 April 13, 2011 Blanche
Dbase prepared and proofed
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2011 National Smart Start Conference Timeline
As of July 20, 2010
Person
Group # Task Due Date Completed date Comments
Responsible
Include updates memo about
A 98 special sessions for board April 13, 2011 Diane
members, the ED Forum, etc.
VIP Guest Names and Numbers
A 99 April 14, 2011 Diane
for Celebration meal due
E 100 Travel Forms to keynote speakers April 15, 2011 Blanche
Coordinate logistics related to
C 101 sponsorships, donations, benefits, April 15, 2011 Tracy
etc.
Awards – Karen W. Ponder;
A 102 April 15, 2011 Connie
Ashley Thrift Award
B 103 Finalize all room hosts April 15, 2011 Deirdre
Coordinate Lunch Centerpieces if
C 104 coming from vendor & let April 15, 2011 Tracy
Deirdre know
Send confirmation of schedules to
B 105 April 18, 2011 Deirdre
all room hosts with instructions
Finalize Count and Submit Meal
A 106 April 18, 2011 Deirdre
Guarantee to hotel
A 107 Staff Office set up April 19, 2011 Lois
Proof, edit final nametag list
D 108 April 20, 2011 Yvonne
against registration report
Development, design and printing
of all sponsorship signage, 100%
C 109 April 20, 2011 Tracy
LP board giving poster, stage
décor and logistics
Finalize Opening Reception and
C 110 April 21, 2011 Contractor
Activities
Process all registrations, checks
D 111 and invoices for on-line April 22, 2011 Deirdre
registrations, receipts, etc.
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2011 National Smart Start Conference Timeline
As of July 20, 2010
Person
Group # Task Due Date Completed date Comments
Responsible
Coordination of all AV logistics
C 112 related to opening session and April 25, 2011 James Also Deirdre & Eric
conference luncheon
Determine if on-site copy machine
A 113 April 25, 2011 Sue
should be ordered
Hotel master reservation
list/master bill list due to Deirdre
D 114 (includes staff, board members, April 25, 2011 TBD
speakers that NCPC pays travel
expense)
Room Host Workshop Evaluation
B 115 April 25, 2011 TBD
Envelopes
Make Reserved tables signs for
C 116 April 25, 2011 Yvonne
VIP’s
Write, coordinate special
remarks, speeches by NCPC staff
C 117 April 25, 2011 Tracy
and board at opening session and
luncheon
B 118 Prepare all workshop signs April 26, 2011 TBD
A 119 Bag Stuffing April 26, 2011 Deirdre NCPC staff?
Prepare all CDs, DVD that will be
C 120 April 26, 2011 Eric
required
Advise Meeting Details of any
A 121 changes received during Easter April 27, 2011 Lois
Break
C 122 Coordinate Press Coverage April 27, 2011 Tracy
D 123 Review name tags April 28, 2011 Deirdre
Submit information, design and
C 124 print the final program “Change April 28, 2011 Eric
Sheet”
Coordinate & finalize logistics
C 125 April 29, 2011 Tracy
related to the Reception
Coordination of all AV logistics
B 126 April 29, 2011 James
for workshops
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2011 National Smart Start Conference Timeline
As of July 20, 2010
Person
Group # Task Due Date Completed date Comments
Responsible
Plan Conference Office on-site
A 127 April 29, 2011 Deirdre
needs
DESK COPIES (3) of workshops
printed by room, number, and
B 128 April 29, 2011 Deirdre
time. These are reference
documents.
A 129 Truck Loading May 1, 2011 James
Truck unloading at Convention
A 130 May 1, 2011 James
Center
D 131 Conference On-site Registration May 2, 2011 Deirdre
A 132 Pre-Conference Day May 2, 2011 Deirdre
Oversee general conference
A 133 logistics, problems, registration, May 2, 2011 Deirdre
AV set-up, meals
Coordinate VIPs (Governors,
C 134 First Ladies, other high level May 2, 2011 Tracy
elected officials
A 135 Conference Set-Up May 2, 2011 Deirdre
A 136 Conference Begins May 3, 2011 Deirdre
Organize staff and mange NCPC
C 137 May 5, 2011 Yvonne
store area
Conference Celebration Meal (set-
C 138 May 5, 2011 Contractor
up, look, and agenda).
A 139 Conference Ends May 5, 2011 Deirdre
Conference Evaluation Form sent
F 140 May 13, 2011 TBD
to attendees by zoomerang or SM
F 141 Thank you letter to presenters May 13, 2011 TBD
Determine how to communicate,
F 142 eval results for workshops to May 18, 2011 Contractor
presenters
Create the post-conference
F 143 website, solicit handouts from May 20, 2011 Tracy
speakers and post them online
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2011 National Smart Start Conference Timeline
As of July 20, 2010
Person
Group # Task Due Date Completed date Comments
Responsible
Clean Up all follow-up and close
F 144 June 15, 2011 Deirdre
out the conference
F 145 Follow-Up on all unpaid invoices June 15, 2011 Deirdre
F 146 Process hotel bill June 24, 2011 Connie
Start Conference Program
booklet design including
C 147 Eric Not doing 2011
certificate of attendance in
conjunction with web design.
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