On Target Program Planning Timeline
Typical convention and program planning time line for an annual meeting of a large educational group.
6 years
- Solicit site proposals
- Establish convention bureau contacts
5 years, 10 months
- Schedule site inspection trips to review and evaluate facilities
5 years, 6 months
- Gain board and/or site selection committee for site approval
5 years
- Convention dates and site finalized
- Approve and sign contracts
Negotiate room rates
Finalize major housing blocks
Finalize convention center hold
3 years, 6 months
- Site inspection trip
Finalize supplemental housing
Inspect convention facility
Review hotel public space and rooms
Initiate supplier contacts and negotiations
3 years
- Finalize facility/hotel arrangements
- Update files
schedule periodic review of files
1 year, 6 months
- Site inspection trip
Ascertain city activities, information, maps, etc.
Inspect hotel public space/rooms
Review information about convention bureau forms/procedures, temporary help, equipment rental, media contacts, events, support literature, VIP contacts, hospital lists and contract for local labor unions (set-up and A/V)
Shuttle buses
Tour/special event company
Telephone company - message desk/phone equipment
Decorating company - drayage/equipment
Entertainment
Auto Rental
Airline (prime carrier), post-tour
Local host committee: spouse's program, local VIPs, dining guide
Local printer
Duplicating company contact
Banking arrangements
Audio/Visual supplier
Security firm
Photographer
Emergency services
Child care
Local labor unions (set-up and A/V) - Develop budget
1 year, 3 months
- Submit budget to Finance Committee
1 year
- Get budget approved by the Board of Directors
- Appoint Planning Committee
Set Planning Committee meeting date/location - Complete attendance promotion plans
finalize marketing plan
10 months, 2 weeks
- Event stationery printed
10 months, 1 week
- Assemble Planning Committee material; include
Schedule of events
Agenda
synthesizes of program/course evaluations
Resource materials/contacts
Worksheets/instructions
Philosophy/background information/theme
Educational program direction/curriculum
Deadlines/time frames
Committees/staff performance criteria
10 months
- Convene Program committee
complete background materials - Select suppliers
obtain information for show suppliers - Draft exhibitor prospectus
9 months, 2 weeks
- Approve and distribute program committee minutes
- Develop program topics/formats
9 months
- Topics/speakers selected
Setup session/speaker files (names, contact info. and biographies)
Setup space diary - Exhibitors' prospectus printed and mailed
Setup exhibit files
8 months, 3 weeks
- Draft invitation letters to speakers
8 months, 2 weeks
- Confirmation letters sent to all speakers
8 months
- Begin booth contract processing
- Draft exhibit services manual
Obtain order forms from suppliers
7 months, 2 weeks
- Reminders to speakers concerning dates/contracts
- Mail first press release to related organizations
7 months
- Mail exhibitor services manual
- Assign session rooms/advise speakers
6 months, 2 weeks
- Order mailing lists and labels
- Order name badge/inserts
6 months
- Place advertisements in organization and industry publications
- Complete social program
Finalize banquet and hospitality arrangements
5 months, 3 weeks
- Proofread and amend direct mail brochure
Review with program chairman - Reminders to speakers about course materials
Begin printing course materials
5 months, 2 weeks
- Edit page proofs (galleys) of direct mail brochure
- List on-site needs
- Registration portfolio bids submitted
5 months, 1 week
- Review and approve printing of brochure
- Activate registration system (computer)
Hire temporary registration clerks
5 months
- Distribute direct mail brochure
Print, label and mail brochure
Mail copies to committees, suppliers, respondents, inquiries and speakers - Register individuals
On-site registration form printed
Process computer registrations
Mail confirmations - Order convention supplies
Order registration portfolios and all other supplies
Order published materials
Mail request forms to speakers for required A/V equipment and housing
4 months, 3 weeks
- Commence weekly registration reports
4 months
- Prepare initial A/V summary
- Mail direct mail brochure or short reminder
3 months
- Order printed course materials
Inventory course materials - Send reminders to speakers concerning A/V, set-up requirements and session handouts
2 months, 2 weeks
- Mail final reminder or brochure
- Mail awards banquet invitations and tickets
2 months, 1 week
- Site visit planned
Make appointments with contractors, facilities, etc.
2 months
- Mail special invitations
VIP reception
Speaker reception - Process speaker/staff room reservations
- Finalize on-site arrangements
Appointments met - Review convention center schedule
- Review hotel facility scheduling
- Set menus, timing and entertainment
- Finalize registration temporaries and equipment
Draft set-up instructions - Hotel schedule and instructions
- Convention center instructions
- Decorator instructions
- Order A/V equipment
- Order signs
- Order registration personnel
- Order flowers
- Order shuttle bus
- Final program copy due
- Carrier ordered and scheduled for shipping materials to convention site
6 weeks
- Mail final instructions to facilities and suppliers
- Take program copy to the printer
1 month
- Decide all on-site staff needs
- Review final program page proofs
3 weeks
- Have final program printed for distribution on-site
- Receive/review supplier's versions of final instructions
2 weeks, 2 days
- Pack for shipping
- Carrier picks up convention materials for transportation to site
2 weeks
- Process on-site staff schedule
Finalize staff schedules
Brief staff
5 days
- Travel to meetings destination
- Transport last-minute materials
4 days
- Final walk through meeting facility to confirm details
- Set-up staff meeting office
3 days
- Start exhibit setup
2 days
- Prepare registration materials
1 day
- Pre-con meeting with facility staff
During the Meeting
- Conduct/manage the meeting
Educational programs
Extracurricular programs
Social functions
Business meetings
Invoice review/gratuities paid
Post-convention tour under way
Review of all billing - Conduct on-site evaluation
- Announce date and location of next meeting
1 day post
- Post-con meeting
2 days post
- Return home
2 weeks post
- Send thank you letters
Speakers, committee and VIP letters
Suppliers and facility
1 month post
- Evaluate meeting
Synthesize subjective remarks
Print copies of reports for new committee resource workbook
Review/pay statements from facilities and suppliers - Post-convention report
Send registration computer print-out to exhibitors
2 months post (maximum)
- Pay all outstanding invoices
Source: Professional Meeting Management, third edition, published by the Professional Convention Management Association
Keep Reading
On Target Program Planning Timeline
Lisa Borquez
December 05, 2011
Typical convention and program planning time line for an annual meeting of a large educational group. 6 years ...
On Target Program Planning Timeline
Typical convention and program planning time line for an annual meeting of a large educational group.
6 years
Solicit site proposals
Establish convention bureau contacts
5 years, 10 months
Schedule site inspection trips to review and evaluate facilities
5 years, 6 months
Gain board and/or site selection committee for site ap...
Read More