Timeline

18 months

  • Appoint conference planning committee members.
  • Schedule monthly committee meetings. (ongoing)
  • Establish conference goals and expected outcomes.
  • Brainstorm ideas for the conference theme.

16 months

  • Finalize the conference theme and create the conference theme/logo.
  • Create a conference Web site, if applicable.

14 months

  • Secure hotel room blocks. (75–100 rooms recommended)
  • Reserve 10–15 under the host community college for special guests, speakers and award recipients.
  • Secure meeting and gathering room spaces. (plenary session space for approximately 200–250 and individual meeting room spaces for approximately 25–40 people each)
  • Create save the date cards to disseminate at the current year IACCT conference; announce the dates of the conference and encourage participants and guests to begin making hotel reservations.

12 months

  • Attend the current year IACCT conference.
  • Draft a conference schedule of events in conjunction with IACCT and the Department of Education.
  • After consulting with the Foundation or Advancement Office, begin to identify potential sponsors and key campus individuals to assist with sponsorship asks.

10 months

  • Begin securing conference speakers and presenters; make hotel and travel arrangements as necessary.
  • Consult with the IACCT Executive Director prior to extending an invitation to dignitaries such as the Governor and/or Legislators.
  • Begin securing entertainment, caterers/food service, transportation, meeting spaces, tour locations and a golf course; obtain price quotes.
  • Negotiate and sign contracts with vendors.
  • Solicit potential sponsors for the event.

8 months

  • As sponsors are confirmed, acknowledge and receipt gifts. (ongoing)
  • Continue securing conference speakers and presenters and making hotel and travel arrangements as necessary.
  • Work with the Department of Education, IACCT and Board Secretaries from each of the 15 community colleges to create an invitation list.
  • Solicit e-mail addresses if intending to offer online registration.
  • Monitor budget. (ongoing)

6 months

  • Begin working on registration materials – print or online.
  • Finalize meeting schedules in conjunction with the Department of Education and IACCT offices.

5 months

  • Email or mail a reminder of the conference dates; announce when and how participants can expect the registration form and materials.
  • Finalize the budget and determine conference registration and spouse/guest registration fees. Consider setting an early and late reservation fee.
  • Determine the event registration cancellation policy.
  • Set reservation deadline date.

4 months

  • Finalize all conference speakers and presenters; finalize hotel and travel arrangements as necessary; obtain speaker biographies and photos for the program booklet; obtain audio visual needs; obtain authorization and consent to videotape and photograph.
  • Finalize participant and spouse/guest schedule of events.

3 months

  • Begin work on all promotional materials; program booklet; special signage; video; interviews.
  • Send or e-mail registration forms and materials; manage reservations; communicate with participants and guests. (ongoing)

2 months

  • As reservations are placed; confirm each participants activities and sessions to be attended – either print or via e-mail.
  • Confirm all speakers/presenters; provide individualized itineraries for each.
  • Confirm sponsor attendance if you have provided them the opportunity to attend or take part in the conference.
  • Confirm room set-up needs for all conference sessions and IACCT / Department of Education meetings; convey needs and room set to the facility event manager.
  • Finalize and order all gifts and giveaway items.
  • Invite Board members and college staff to host various events, activities and/or dignitaries and VIP speakers/presenters.

1 month

  • Confirm award recipients and guest(s) attendance. (Awardees will be notified by the IACCT office.)
  • Finalize all menus and snack or break needs.
  • Order staff and volunteer apparel.
  • Order miscellaneous supplies such as nametags, nametag holders, pens, pencils, etc.
  • Order banners or other special signage.
  • Inform local businesses and hotels of the conference and encourage them to join you in welcoming guests by posting “Welcome IACCT Conference” at their businesses or on their marquees. Invite them to provide discount coupons (200) for the attendee and guest registration packets.
  • One week prior to the event RSVP deadline, work with all College Board Secretaries to send out a mass e-mail reminder of the upcoming reservation deadline; encourage participation by providing another “preview” of the conference.
  • Confirm entertainment; set-up times and location.

3 weeks

  • Proof and print program booklet, awards program, menu cards, etc.
  • Compile and print a complete list of all conference attendees for registration packets.
  • Create a photo shot list; confirm with photographer.

2 weeks

  • In conjunction with IACCT, finalize all event function scripts and the awards program.
  • Print and disseminate a list of planning committee and volunteer staff cell phone numbers, as well as event contacts/locations phone numbers.
  • Finalize and disseminate volunteer schedule.
  • Assemble and test technology and all audio/visual equipment.

1 week

  • Provide all final meal and snack counts to your caterers; confirm scheduled set-up times, meal times and delivery logistics.
  • Assemble all registration packets/gift and giveaway items.
  • Print nametags. (include award recipient and special guests)
  • Confirm transportation shuttle timing and pickup/drop off locations with the transportation company.
  • Confirm schedule, timing, payment and logistics with all activity and tour locations.
  • Confirm final golfer details and logistics with the golf course.
  • Make staff apparel available for pick-up at a central location.

Event Week

  • Committee members and host Trustees should be available at all sessions to help answer questions and assist or direct guests. Staff an information desk with volunteer college and staff members who are well versed with the event.
  • Create and disseminate an evaluation for dissemination at the conclusion of the conference or to be e-mailed immediately following the conference.

1 week after

  • Send thank you notes to all dignitaries and session speakers/presenters.
  • Send thank you notes to all sponsors.
  • Send thank you notes to faculty, staff and other volunteers.

2 weeks after

  • Pay all vendors and outstanding invoices.
  • Pay or reimburse all speaker and presenter expenses.

3 weeks after

  • Hold a wrap-up planning committee meeting.
  • Consider hosting a thank you event for all event hosts, staff and volunteers.

4 weeks after

  • Post and share evaluation results.
  • Post relevant event photos and planning documents to the Web site.
  • Create and disseminate a financial summary of the conference to the planning committee, President/Chancellor and Board of Trustees.