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Checklist and Timeline

12 months before
_____ Decide dates and conference theme
_____ Decide major program elements (technical paper comp, speakers, social events, etc.)
_____ Reserve all facilities. Conduct research to get discounts (hotels, banquet halls, conference facility, luncheon facility, etc.)
_____ Start planning preliminary budget

6 months before
_____ Design and mail announcement (dates, location, and general overview)
_____ Invite schools to the conference. Emphasize technical paper competition.
_____ Request list of emails and mailing addresses of student chapter presidents and faculty advisors from IIE headquarters
_____ Establish a Web site for the conference

5 months before
_____ Write and send letters for sponsors (include all senior chapters)
_____ Write and send letters to invite speakers
_____ Write letters to faculty advisors requesting their help in recruiting submissions for the technical paper competition
_____ Receive and monitor sponsorship funds

4 months before
_____ Follow up sponsor and speaker invites with personal phone calls and e-mails
_____ Confirm first invitees (speakers)
_____ Design, print, and mail registration packet including a more detailed program, registration forms, directions, and accommodation information
_____ Sell ads to local businesses
_____ Update Web site

3 months before
_____ Monitor responses of universities. Contact student chapter presidents and faculty advisors as needed
_____ Invite backup speakers
_____ Finalize budget (based on donations)

2 months before
_____ Conduct sign-up for workers and begin schedule
_____ Finalize speaker lineup and complete agenda
_____ Arrange all food (conference, coffee breaks, luncheon, and brunch)
_____ Monitor responses to technical paper competition and react accordingly

1 month before
_____ Final pre-registration deadline
_____ Finish format of program and take to printer
_____ Order souvenirs for students to purchase (t-shirts, plastic cups, coffee mugs, etc.)

2 weeks before
_____ Create welcome package (assemble packet materials and name tags)
_____ Map out welcome/check in process
_____ Confirmation calls to all speakers, facilities, and catering
_____ Last minute speaker arrangements and logistics

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