Event Speaker Agreements by qpj37830

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Event Speaker Agreements document sample

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									                          FICP Regional Meeting Critical Dates - <Region Name>                                        Meeting Date
                                           <Meeting Dates>                                                             1-Jan-10
                                          <Meeting Location>

                                                 Critical Dates
                                                                                             Suggested   Applicable
                                Task                                       Owner*             Timeline    Due Date
Use FICP RFP Template/Customize Specifications                           Regional Chair       24 weeks    07/05/09
Post RFP on FICP Website                                                   FICP HQ            24 weeks    07/05/09
Send RFP email to all Hpers in the applicable area                         FICP HQ            24 weeks    07/05/09
Create Design Team (based on volunteer list and include Hotel
liaision)                                                                Regional Chair      20 weeks     08/04/09
Collect all RFP submissions                                              Regional Chair      20 weeks     08/04/09
Begin bi-weekly Design Team conference calls/meetings                       CC/DT            20 weeks     08/04/09
Determine Design Team roles                                              Regional Chair      18 weeks     08/19/09
Create RFP Matrix for review based on preference                         Design Team         18 weeks     08/19/09
Review all RFP submissions and select hotel                              Design Team         18 weeks     08/19/09

Notify all properties that submitted and RFP if selected/not selected    Regional Chair      18 weeks     08/19/09
Send hotel contract to Executive Director for review                     Regional Chair      16 weeks     09/03/09
Review/Sign hotel contract and retain original copy                     Executive Director   15 weeks     09/10/09
Send final contract to Hotel and Chair                                      FICP HQ          15 weeks     09/10/09
Draft save-the-date email content (use FICP template)                     Design Team        15 weeks     09/10/09
Distribute save-the-date email                                              FICP HQ          15 weeks     09/10/09
                                                                           FICP HQ/
Submit registration set-up form and update website                        Event Central      15 weeks     10/03/09
Determine/invite HPers (based on rotating list)                          Regional Chair      14 weeks     09/18/09
                                                                         Design Team/
Draft registration promotion email (use FICP template) and send             FICP HQ          14 weeks     09/18/09
Finalize website content questionnaire template (included in reg set-
up form)                                                                  Design Team        14 weeks     09/18/09
Review Regional Strategic Session meeting minutes for approved
content information. Localized content will created based remaining
time available                                                            Design Team        14 weeks     09/18/09
Send draft agenda to FICP HQ/ VP, Regionals for review and
approval                                                                  Design Team        14 weeks     09/18/09
Send draft agenda to HQ staff for review and approval                     Design Team        14 weeks     09/18/09
Send draft budget to HQ staff for review and approval (use FICP
Template)                                                                Regional Chair      14 weeks     09/18/09
Invite speakers and obtain speaker agreements/contracts                  Design Team         12 weeks     10/03/09
Monitor registration and run weekly registration reports                   FICP HQ           12 weeks     10/03/09
Review and approve website and registration
Note: the website will include HP selection process and criteria          Design Team        12 weeks     10/03/09
Send speaker contract(s) to Executive Director for review                 Design Team        12 weeks     10/03/09
Sign speaker contract(s) and retain original(s)                         Executive Director   11 weeks     10/10/09
                                                                         Regional Chair/
Determine HP Fee (based on hotel costs)                                     FICP HQ          10 weeks     10/18/09
Send registration link to invited HPers                                   Design Team        10 weeks     10/18/09

Send all educational materials/presentations to HQ staff for posting
on the website (final materials to be posted 1 week post-event)           Design Team        10 weeks     10/18/09
                                                                         Regional Chair/
Pay required deposits for speakers/hotel                                   FICP HQ           10 weeks     10/18/09
                                                                         Design Team/
Draft 2nd registration promotion email (use FICP template) and send        FICP HQ           10 weeks     10/18/09
Develop F&B menus/theme with hotel                                        Design Team        8 weeks      11/02/09
Collect Sponsorship fees                                                   FICP HQ           6 weeks      11/17/09
Draft LAST registration promotion email (use FICP template) and          Design Team/
send                                                                       FICP HQ            5 weeks     11/24/09
Determine A/V needs and communicate to hotel                              Design Team         4 weeks     12/02/09
Send rooming list to hotel
(list can be acquired by emailing FICP HQ)                                Design Team         4 weeks     12/02/09
Send set up requirements to hotel                                         Design Team         4 weeks     12/02/09
Review BEO’s/ verify estimate costs are in line with forecasted
budget                                                                    Design Team         4 weeks     12/02/09
Follow up with sponsors/attendees for outstanding payments                 FICP HQ            4 weeks     12/02/09

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                         FICP Regional Meeting Critical Dates - <Region Name>                                        Meeting Date
                                          <Meeting Dates>                                                             1-Jan-10
                                         <Meeting Location>

                                               Critical Dates
                                                                                       Suggested        Applicable
                                 Task                                   Owner*          Timeline         Due Date
Send any rooming list updates to hotel and send confirmation
numbers to attendees                                                 Design Team         2 weeks         12/17/09
Arrange hotel tours                                                  Design Team         2 weeks         12/17/09
Request final attendee list from FICP HQ                             Regional Chair      2 weeks         12/17/09
Send list of prospective member attendees to Membership
Committee                                                               FICP HQ          2 weeks         12/17/09
Determine and purchase speaker thank you notes and gifts as
budgeted                                                             Regional Chair      2 weeks         12/17/09
Determine and purchase host sponsor thank you notes and gifts as
budgeted                                                             Regional Chair      2 weeks         12/17/09
Use template to post event survey questions & regional localized     Regional Chair/
questions based on specific agenda content                            Event Central      1 week          12/25/09
Print tent cards                                                      Design Team        1 week          12/25/09

Print name badges using approved FICP badge template
**Designate HP Partners/ Meeting Planners/ Prospective Planners**     Design Team        1 week          12/25/09
Print final attendee list and agenda for meeting                      Design Team        1 week          12/25/09
Bring recruiting kits to Regional Meeting for Prospective Planner
Members                                                                FICP HQ             onsite        01/01/10
Assemble/distribute registration packets                              Design Team          onsite        01/01/10
Send post event evaluation to attendees                                FICP HQ          2 days post      01/03/10
Reconcile registration payments against final attendance               FICP HQ         2 weeks post      01/16/10
Request payment from registration vendor for online payments           FICP HQ         4 weeks post      01/31/10
Review budget summary ith Regional Chair based on revenue
estimates                                                              FICP HQ         4 weeks post      01/31/10
                                                                     Regional Chair/
All final payments due suppliers, speakers and hotel                   FICP HQ         4 weeks post      01/31/10

                                                                                          Pertinent Dates
                                                                                       Time Prior:    Date

                                                                                              1 Year      01/01/09
                                                                                           36 weeks       04/06/09
                                                                                           24 weeks       07/05/09
                                                                                           20 weeks       08/04/09
                                                                                           18 weeks       08/19/09
                                                                                           16 weeks       09/03/09
                                                                                           15 weeks       09/10/09
                                                                                           14 weeks       09/18/09
                                                                                           12 weeks       10/03/09
                                                                                           11 weeks       10/10/09
                                                                                           10 weeks       10/18/09
                                                                                            9 weeks       10/26/09
                                                                                            8 weeks       11/02/09
                                                                                            6 weeks       11/17/09
                                                                                            5 weeks       11/24/09
                                                                                            4 weeks       12/02/09
                                                                                            3 weeks       12/11/09
                                                                                            2 weeks       12/17/09
                                                                                             1 week       12/25/09
                                                                                               onsite     01/01/10
                                                                                         2 days post      01/03/10
                                                                                        1 week post       01/08/10
                                                                                       2 weeks post       01/16/10
                                                                                       3 weeks post       01/22/10
                                                                                       4 weeks post       01/31/10




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