Owner Sept Oct. November December January February March April May JuneActivities All 24 31 7 14 21 28 5 12 19 2 9 16 23 30 6 13 20 27 6 13 20 27 3 10 24 1 8 15 22 29 5 12

Phase 0: Project InitiationComplete Assemble Conference Planning Teams Andrea

Y Set conference dates SPC - Strategic Planning Comittee Y Pick Theme SPC Y Conference Mission Statement SPCY Design Conference Program SPCy Arrange and Manage Strategic

Planning Committee (Team Leads) Andrea

Phase 1: Conference Preparation & ExecutionCheck-in with Team Leads regularly (weekly) Andrea

1.0 Finance Team1.1 Budget 1.11 Y Draft & Finalize budget1.2 Sponsorship1.21 Y Prepare partnership proposal

letter1.22 Y Prepare sponsorship package1.23 Y Apply for National Sponsorship1.24 Y Apply for Provincial Sponsorship1.25 Manage incoming funds from

sponsors Victoria/UT/UBC1.26 Finalize sponsor list Victoria1.27 Finalize sponsor recognition

materials and expectations Victoria1.28 Reimbursements Victoria1.29 Sponsor Follow Up Emails Victoria1.31 Manage Finance Team Meetings Victoria

2.0 Marketing Team1.1 Create awareness of conference

2.11 Y Design and share graphics (posters, website, social media)

2.12 Y Create website2.13 Y Create and send "Save the Date"

to Chapter Leaders2.14 Y Finalize content to publish (ie

logos, mission statement, theme)

2.15 Y Create Registration Process (Eventbrite, etc.)

2.16 Create Marketing Package for Chapters

2.17 Unified/Connected Facebook page Alicia/UT/UBC

� Website opens for registration and abstracts �� Marketing Campaign Begins �

Worshop Registration Opens UBC/UT2.18 Email OS chapter leaders Andrea2.19 Manage Posts on

Facebook/Twitter Alicia/UT/UBC2.2 Update and monitor website to

include new content/graphics/news Alicia

2.2 Create conference delegate package2.21 Package outline Jenna/Daphne2.22 Decide items to include in

attendee package (incl FB forms) UBC/UT2.23 Compile resources for package Alicia

Owner Sept Oct. November December January February March April May June2.24 Print conference delegate

package UBC/UT2.25 Physically put package together UBC/UT

� Conference delegate package complete �2.31 Manage Marketing Team

Meetings Alicia

3.0 Education Team3.1 Summit Planning

3.11 Y Brainstorm Keynote Speakers3.12 Y Contact top kenote Speakers3.13 Y Communicate expectations to

leads and speakers3.14 Y Room Booked3.15 Check in with Gina, Granger, Dan

(topic, updates, tech req) Andrea3.16 Speaker information submitted

to Marketing Team for package Andrea3.17 Attendees Confirmed Andrea3.18 Collect personal contact

information and bios from leads and speakers Andrea

3.19 Book Team Building Activity Paris/Nicole

3.2 Book Food Paris/Nicole

3.2 Summit Leaders Package3.21 Package material outlined Paris3.22 Package materials compiled from

speakers ParisPackages finalized/printed Andrea

3.23 Attendee Contact/Bio list complete Andrea

3.31 Manage Marketing Team Meetings, Coordinate across UBC/UT Paris

3.3 Storyboards3.41 Abstract Deadline UBC/UT3.42 Abstracts Compiled for Package UBC/UT3.43 Abstract Booklet Complete UBC/UT3.44 Storyboards PDF compiled- for

display? UBC/UT

4.0 Logistics Team4.1 Determine Venue Logistics

4.11 Y Book Rooms4.12 Book Food Nicole4.13 Arrange UBC-UT teleconference

technology (Twitter, Facebook Live?) Nicole/UTBook Storyboard Boards

4.14 Monitor venue requirements and tech support required (weekly) Nicole `

4.2 Manage registration for conference� Registration opens �

4.21 Monitor Registration (weekly and then every day closer to the Con Date), providing status updates Nicole

Owner Sept Oct. November December January February March April May June4.22 Prepare materials for

registration desk for the conference day (laptop, name tags, printed copy of registered members, attendee package, wifi info etc) Nicole

4.23 Print direction signs for the conference Nicole

4.24 Print name tags and registration Nicole� Registration closes �4.3 Accomodation

4.31 Decide on accomodation based on budget and numbers Nicole

4.32 Arrange accomodation for out-of-town participants Nicole

4.4 Purchase guest gifts4.41 Decide on gifts for speakers,

breakout session leads Nicole4.42 Purchase gifts for speakers,

breakout session leads, judges Nicole4.5 Welcoming Activities

4.51 Arrange welcoming/social activities for out of town guests for 3 nights Nicole

4.6 Coordinate booths for sponsors?4.61 Arrange booths for sponsors? Nicole/Victoria4.71 Manage Logistics Team

Meetings, Coordinate across UBC/UT Nicole

Conference Day DutiesCreate duties for team members for conference day SPCAssign duties to team members and review in team meeting SPC

Phase 2: Conference ClosingEmails Send welcome message and

preparation material for conference attendees UT/UBCSend thank you emails to attendees, speakers, breakout session leaders, faculty, venue admins etc UT/UBC

Meeting Conduct final team meeting and social Andrea

Social Media Post event photos on social media UT/UBC

Transition Prepare report summarizing conference planning processAndrea