Conference+Timeline

= May/June = Facilitate on-line conference theme selection for 2011 Conference with the MACUL Leadership listserv. MACUL Board Retreat – Conference Chairperson(s) appointed by President. Establish Conference Steering Committee: Executive Committee, Conference Chair, Co-chair, Co-chair in training. Identify new conference initiatives. Organize conference committees. Conference Chairperson(s), U of Cincinnati Conf Planner, Executive Director, President review insurance needs for Conference Site. Conference Chairperson(s), U of Cincinnati Conf Planner, meet with conference site representatives to make necessary arrangements. C& S Planner reviews conference issues with SIGs. Review conference committee timelines.

= July/August = Call for Exhibitors proofed by Conference Steering Committee; finalized by Executive Director and Conference Chair. Call for Exhibitors mailed out by U of Cincinnati Conf Planner and posted to MACUL website. Call for Speakers proofed by Conference Steering Committee; finalized by Executive Director and Conference Chair. Call for Speakers mailed out by U of Cincinnati Conf Planner and posted to website. Committee timeline folders distributed to all MACUL Board members. Submit article of conference highlights for MACUL September Newsletter. Confirm participation of On-line Schedule Programmer (Moe Yassine, Teraeon).

September
Review Conference Committee responsibilities. = October = Article of conference highlights for MACUL November Newsletter U of Cincinnati Conf Planner attends Board meeting to work with SIGs and update Board of Directors. Featured Speakers Committee provides names and addresses of Featured Speakers to U of Cincinnati Conf Planner. SIGs provide U of Cincinnati Conf Planner with Pre-Conference speaker information, room, and AV needs. Call for Speakers deadline October ?, 2010.

= November = Featured Speakers confirms speakers with U of Cincinnati Conf Planner and provides any name, address, etc. information. Speaker confirmation letters mailed out by U of Cincinnati Conf Planner by November ___. q This letter will also include hotel information. q AV Response form due back to U of Cincinnati Conf Planner by December__ _, or U of Cincinnati Conf Planner will send a second letter early in December. q Speaker conference registration form included along with a reminder to pay dues. Registration brochure (text, forms, not session pages) proofed by Conference Steering Committee, finalized by Conference Chair, Co-Chair, Executive Director, MACUL Staff (late November, early December).

December
December _ __– Last day for AV/Speaker changes. Featured Speaker chair proofs info re Featured Speakers. Registration brochure – to printer by December__ _ Hotel Registration – distribute to Board and SIGs at December Board meeting

= January = U of Cincinnati Conf Planner – attend or call in to Board Meeting Registration brochure – mailed out December Hotel room registrations due back from Board and SIGs by January Pre-registration confirmation letters – from Administrative Assistant Evaluation Form given to U of Cincinnati Conf Planner by Evaluation Chair. Conference Evaluations will be completed on-line. Early proofing of Conference Program by Conference Steering Committee, finalized by Conference Chair, Co-Chair, Executive Director, MACUL Staff Featured Speaker’s Chairperson provides Presider’s Chair w/ schedule of speakers. Final proofing of program by late January, early February.

February
Speaker follow-up letters will be mailed out by U of Cincinnati Conf Planner. Program book to printer: February ___ U of Cincinnati Conf Planner calls in to February MACUL Board meeting. U of Cincinnati Conf Planner provides transportation information as soon as possible.

= March = 2011 MACUL Conference

= May/June = Conference Follow-up– Evaluations by U of Cincinnati Conf Planner, Evaluation Committee members, SIGs.