Pre-Conference+Registration


 * MACUL CONFERENCE **

TIMELINE
meeting needs of membership.
 * Purpose: **To prepare MACUL staff for process of Pre-Conference Registration in


 * August: **Obtain extra copies of the Call for Speakers brochure and Call for Exhibitors from Janet Karpus’s office: WMU Conferences and Seminars (C&S). Mail both documents to anyone who requests them. Call for Speaker applications are to be submitted to Janet Karpus’s office. Re-direct all applications and exhibitor correspondence to Janet’s office.

days attended, amounts, check numbers, etc.
 * September: ** Delete all conference information from the database, including the


 * October: **

Order labels of all public and private schools, MAME, MAEDS, ISTE, MCTM and MANS. Janet Karpus will order MSTA. Request labels printed in zip code order or a disk in ASCII or comma-delimited file. Send all labels or disks to Janet Karpus, but invoice MACUL.
 * November: **

Have President update last year’s confirmation letters (attendees and speakers). Have this letter ready and printed by the end of December. Also have President update the preservice education invitation letter, coalition invitation and any other invitations.

Have all SIG Directors update their conference event confirmation letters. Have these letters ready and printed by the end of December. Print a regrets letter in case the SIG event reaches capacity and refunds must be issued.

Order badge stock for Conference attendees (2,000 sheets/6,000 badges), and a different color for exhibitors (467 sheets/1400 badges). Send exhibitor badge stock to Janet Karpus.

Prepare conference deposit forms, on-site registration forms and receipts, get office registration notebook ready, prepare supply of confirmation letters, have supply of registration brochures available in order to mail out to anyone requesting one. Get conference-parking map from Janet Karpus and have copied. Have Janet review all confirmation letters for accuracy.
 * December: **

Export the mailing addresses of everyone in database, sorted by mailing zip. Save to disk and save as comma-delimited text file. Send to Janet Karpus, C&S.

Provide text to IQE for preparation of online registration system. Proof system and begin accepting online registrations by 1/1/2004. Train all temporary office staff in conference registration procedures. Provide all information to staff so they are capable of answering the variety of questions that arise.
 * January: **

Record registrations in database. Balance deposit against Conference Payment Sheet, complete deposit form for Bookkeeper. Print and check name badges and mail with confirmation letters. Send SIG confirmation letters when needed. Do not mail speaker name badges. Hold for the Speaker Center.

Send letters to coalition members inviting them to the conference. Send letters to pre-service education institutions informing them of conference. Send invitations to the State Board members, dignitaries, and anyone else the President wishes to invite. Send registration brochures with all invitations.

Make corrections to the name badges as requested. Attendees must return incorrect name badge before receiving corrected version.

Record registrations in database. Balance deposit against Conference Payment Sheet, complete deposit form for Bookkeeper. Print and check name badges and mail with confirmation letters. Send SIG confirmation letters when needed. Do not mail speaker name badges. Hold for the Speaker Center.
 * February: **

Make corrections to the name badges when requested. Attendees must return incorrect name badge before receiving corrected version.

Send email or letter to all speakers who have not registered, reminding them to register & pay dues.

Send invitations to the President’s lunch or breakfast to all past presidents. Keep track of how many will attend.

Monitor how many people have registered for the conference and for pre-conference events. Give President, Conference Chair and SIG Directors regular updates.

Supply Janet Karpus’s staff with enough letterhead for all conference mailings.

Record registrations in database. Balance deposit against Conference Payment Sheet, complete deposit form for Bookkeeper. Print and check name badges and mail with confirmation letters. Send SIG confirmation letters when needed. Do not mail speaker name badges. Hold for the Speaker Center.
 * March: **

Make corrections to the name badges when requested. Attendees must return incorrect name badge before receiving corrected version. No more changes one week before the conference. Hold onto late registrations and tell them to pick up their name badge at the Help Desk.

Monitor how many people have registered for the conference and for pre-conference events. Give President, Conference Chair and SIG Directors regular updates.

Counts for events with food must be given to Janet Karpus the Friday before the conference.

Make two lists of everyone enrolled in each SIG Workshop. Organize the lists into tabbed notebooks for quick reference when registering SIGs on Wednesday. Provide a list of registrants to each SIG Director a week prior to the conference. Make a final copy to give to them at the conference. Make sure Speaker Center has the speaker database file for registering speakers.

Get cash boxes, receipts and on-site registration materials ready. Take computers and printer to be used at the Conference. Organize office supplies for Speaker Center, Onsite Registration, Help desk and MACUL Booth.

Wednesday – Work registration in the morning and 12:00-8:00 PM. Attend the afternoon Board meeting. Make sure everything is set up for Thursday morning rush. Supervise and train assistants so all tasks are covered.

Staff Help Desk all day Thursday. Supervise assistants. Assist on-site registration if necessary.

Staff Help Desk half day Friday. Assist Booth in closing up their area after Registration is cleaned up. Staff Help Desk until the end of the last session to collect SB-CEU forms. Attend wrap-up meeting. Load up all equipment and supplies to be returned to the office.

Process all on-site registrations. Confirm that everyone paid and follow-up when necessary. Follow-up with Speakers who did not pay on-site. Put away all materials used at the conference.


 * April: **Continue follow-up on payment. Also track any bounced checks.

Update timelines as needed.
 * May/June: **

Mail letter to sponsors, inviting them to sponsor again and take advantage of preferred booth selection. Make any changes to the database design to make conference registration an easier process. Write sponsorship agreements.
 * July: **