Time Line

Planning a CI Days event requires at least six months. You need to be aware that some venues book a year in advance. Jim Bottum started in January with a small committee that got most of the planning done before others were brought onto the committee to help with the implementation of those plans. The logistics and primary planners used the following detailed conference planning checkilist as a guide:

• set the date(s)
• set the daily start and end time(s)
• determine the location
• create a budget and accounting system
• book the venue(s), social activities and workshop rooms
• determine a preliminary list of potential participants, staff/volunteers and presenters
• book a block of hotel rooms for participants, staff/volunteers and presenters
• choose contact person who will receive registration requests & questions via email or phone
• book audio visual equipment and technicians
• decide on a theme and outcome for the event
• send a "save the date" email to potential participants, presenters and staff/volunteers
• create promotional plan - email campaign, web site, print materials
• put a place holder announcement on web site with preliminary details
• develop a conference daily schedule of events
• recruit internal speakers
• book the key note speaker and other speakers, request workshop descriptions and presenter profiles
• select and order presenter's gift(s) and/or prizes
• book flights, rental cars or other transportation
• book the caterer and get menu suggestions
• gather print and web copy for designer - logo, pictures, presenter profiles, workshop descriptions, conference schedule, promotional copy
• plan the registration process - deadline for early bird and final registrations, create/enter data into database, create/upload information for web registration
• create a supply list, order supplies that need lead time
• start planning brochure - printing deadlines, graphic artist booked
• design welcome packages and ice breaking exercise
• order printing: brochures, t shirt printing, trinkets, banners/signage etc.
• web page uploading/design - registration, information on the location (map, weather link), hotel room booking, conference schedule, key note speaker and other presenter's profiles. (will we have a conference website where we will post presenter materials in advance? After the fact? Will we save all materials as pdf & provide conference CDs? Print handouts for presenters?)
• distribute brochures
• determine workshop room assignments, create audio visual needs list and workshop room layouts (classroom, theatre, pods)
• publish workshop descriptions and finalized workshop schedule on the web site
• start early bird registration
• finalize participant, presenter and staff list
• finalize the menu
• finalize the audio visual equipment booking
• confirm with the cater the final count of meals required
• create signage
• finalize task lists/instructions for staff/volunteers
• finalize instructions for presenters
• arrange setup of room/tables for registration & materials, etc.
• create name tags and welcome packages (schedule of events, maps, tickets, paper, pen, trinkets, instructions)
• create organizers supplies kit (stapler, scissors, painter's tape, markers, card stock, blank name tags, extension cord(s), pens, paper clips, sticky notes)

The list is not a perfect match for what we did but with some modifications it worked well. For example, we were concerned that we would have difficulty getting everyone back into the session after a break. Our solution was to borrow a triangle from the Department of Performing Arts, and a few people took turns watching the clock and at the appropriate times strolling through the crowds while playing the triangle and gently moving people back into the presentation room. No list is completely exhaustive, so we added, edited and deleted as needed.