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Fall Conference Calendar

This calendar should be used as a guideline for conference planning tasks.

One Year to Nine Months Before Conference

  • The Extension Leadership Team requests names from associations and considers potential members based on leadership opportunities requested and committee needs.
  • The Extension director’s office invites nominees to serve and sends email announcing the committee when the members have been confirmed.
  • The conference coordinator will reach out to the incoming chair(s) to set the first meeting.

At Least Six Months Before Conference

First Committee Meeting

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

 Four and Five Months Before Conference

  • Secure keynote speakers
  • Decide on length of breakout sessions and structure of the conference
  • Start detailed planning document in SharePoint site for committee collaboration
  • Plan menus and calculate costs for catering, and save in SharePoint for committee review
  • Share details to date with Extension Leadership Team and request input
  • Send a “save the date” email with hotel reservation information

 Three Months Before Conference

  • Decide if committee wants a conference promotional item and place order
  • Finalize schedule and develop web registration
  • Reserve AV and other equipment
  • Check with ag agents association about social
  • Contact the association president in charge of the auction for details
  • Awards chair will request list of recipients and send them reminders to plan to be present

 Two Months Before Conference

  • Confirm speakers, mail speaker contracts and make travel arrangements if necessary
  • Open conference registration
  • Send email with registration information and a reminder of deadline for hotel reservations
  • Order frames for Program Excellence, 5 Years of Service Awards and ESP certificates
  • Order county boxes

 One Month Before Conference

  • Work with Epsilon Sigma Phi president to invite retirees (get list from Extension Director’s office)
  • Evaluation chair will develop online evaluation.
  • Assign room hosts and other on-site responsibilities (set-up, AV)
  • 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 news releases
  • Close registration and assign meeting rooms based on registration numbers
  • Confirm president and other guests from administration

 Two Weeks Before Conference

  • Request printing of conference and awards program booklets
  • Print room signs and posters if needed
  • Send email reminder about start time, registration location and wearing name tags
  • Prepare and print registration sheets and list of attendees to use for check-off as they arrive. Print receipts.

At the Conference -- help with:

  • Registration table
  • AV equipment
  • Room hosting and introductions
  • Thank you letters for keynote speakers
  • Donated items for auction
  • County boxes for field offices

After the Conference:

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

Revised January 2018

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