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