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Conference Calendar

This general schedule applies for both Extension/REC Fall Conference and Support Staff Conference, but may need tweaks for each conference.

One Year to Nine Months Before the Conference (receive email listing those serving on the committee from Director, Extension Service) 

  • Name conference committee. ELT requests names from associations for fall conference and brainstorms potential members for support staff conference. Consider members based on leadership opportunities requested and/or known committee needs. The Extension director's office invites nominees to serve. Share links to the conference purpose, calendar and responsibilities documents in the invitation email and again when the committee is confirmed.
  • Decide on best means of committee communicating on the web, and work with incoming chair to set first meeting.

At Least Six Months Before the Conference -- First Meeting with Committee

  • Brainstorm possible programs/themes
  • Review conference program, budget, agenda and evaluation from last conference 
  • Review calendar to set future meeting dates
  • Discuss committee responsibilities/ask for volunteers or make assignments

 Four and Five Months Before the Conference

  • Secure keynote speakers
  • Decide on length of breakout sessions, pre or post sessions, etc.
  • Start detailed agenda with basic info-place in SharePoint site for committee review
  • Plan menus with budget info and place in SharePoint site for committee review
  • Share details to date with Extension Leadership Team and request input

 Three Months before the conference

  • Decide if committee wants a conference promotional item and place order
  • Develop web registration
  • Reserve AV equipment and other needs
  • Check with Ag Agents about social
  • Contact association president in charge of auction for details
  • Send a ‘save the date’ email reminder with hotel reservation information
  • Awards chair request list of awards/winners (ESP-Lynette Flage, Program Excellence-Ron Wiederholt, Years of Service-Kris Holt, Friend of Extension-Chris Boerboom) and send reminders to them to plan to be present

 Two Months Before the Conference

  • Finalize agenda/program
  • Confirm speakers in writing, mail speaker contracts, make arrangements if necessary
  • Email registration information and start taking web registration
  • Send email reminder of deadline to make their hotel reservations
  • Order frames for all certificates/awards

 One Month Before the Conference

  • Work with Epsilon Sigma Phi president to invite retirees (get list for Extension Director’s office)
  • Evaluation chair will develop online evaluation
  • Conference coordinator will assign room hosts and other final details
  • Work with Ag Comm on conference program and awards program
  • Buy favors and/or decorations if needed
  • Confirm with  Ag Comm for award photographer, and hometown and NDSU news releases
  • Registration due—results determine room assignments

 One Week Before the Conference

  • Finalize room assignments based on registration numbers
  • Conference and awards program booklets are printed
  • Make room schedule/agenda signs/others as needed
  • Send email reminder about start time and registration location, and to wear name tags
  • Prepare and print registration sheets and list of attendees to use for check-off as they arrive. Print receipts for participants

At the Conference -- help with:

  • Registration table
  • AV equipment
  • Room hosts/introducers
  • Donated items for auction
  • County Boxes for field offices
  • New staff photos

After the Conference:

  • Clean up and load vans with items to go back to campus
  • Write thank you letters
  • Finalize finances
  • Request online evaluations
  • Have wrap-up meeting with committee about one month later

rev June 2017

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