SIG+Pre-Con+Coordination

**// SIG PRE-CONFERENCE //** **// TIMELINE //**
 * MACUL CONFERENCE **

SIG Pre-Conference activity will be held one (1) day before the official MACUL Conference.


 * May/June: **

Begin planning for next year’s conference. Determine prospective topics and speakers based on Conference Theme.

Make initial inquiries from list of prospective speakers based on content and availability to attend and present at March Conference.


 * September: **

Establish budget for planned Pre-Conference Activity. Estimate numbers of attendees. Confirm speaker(s) for MACUL Pre-Conference. Confirm topics to be covered and begin paperwork for WMU Conferences and Seminars (C&S) and Conference Chairpersons. Begin gathering information for pre-conference publicity. Contact confirmed speaker(s) and establish needs for presentation, AV, equipment, setting/arrangement of facilities preferred. Contact other SIGs for co-sponsorship of activities.


 * October: **

Submit necessary information forms to designated C&S representative at the October Board Meeting: Speaker(s), Room, AV, Food, etc. Continue speaker contact for any changes, adjustments, etc.


 * November: **

Finalize planning for Pre-Conference Activity. Continue to maintain communication w/ speakers and C&S. If necessary, begin sponsorship contacts for event w/ the membership in mind. Communicate w/ Conference Chairs, C&S and Administrative Assistant regarding numbers, publicity, etc. C&S forms due early November include food, numbers and costs anticipated.
 * December: **

Communication w/ speaker(s): Taping Session? Permission needed? Identify numbers re handouts, etc. Time schedule of the event Is transportation needed to attend event? Attendees Confirmation letters – work with Administrative Assistant and C&S


 * January: **

Finalize food and facilities needs. Designate responsibilities for actual Pre-Conference activity. Who will? Video tape, registration table, AV, welcome, announcements, etc. Identify needs for session(s): handouts, etc. Continue speaker communication.


 * February: **

Prepare evaluations for Pre-Conference attendees for feedback. Prepare data gathering forms (names, addresses, e-mail addresses, school districts, etc.) for future contact re workshops, chats, etc. Make final arrangements with speaker.


 * March: **

Pre-Conference is here. Review final arrangements and make adjustments as needed.


 * April/May/June: **

Wrap-up and evaluation discussion. Begin discussion for future workshops/Pre-Conference.