Northwest Dispute Resolution Conference

Timeline 2017-2018

June 2017 (M-9) Planning Committee Meeting: June 22, 2017

  • Determine date/location/format of conference
  • Timeline: review/revise; set dates for tasks, meetings
  • Web Assets: update with date/location of conference
  • Reach out to firms and DRCs re input
  • Save the date to past attendees and others
  • Reserve rooms

July 2017 (M-8) Planning Committee Meeting: July 27, 2017

  • RFPs: revise RFP form
  • Solicit input with RFP
  • Mailing lists for RFPs
  • Target sections or organizations
  • Fundraising:
  • Develop campaign strategy
  • Web Assets: review/discuss/decide plan
  • Identify marketing targets
  • Clarify relationship between Section and UW
  • Review policy for speaker reimbursement
  • Program
  • Discuss potential speakers to invite
  • Discuss sessions to solicit presenters

August 2017 (M-7) Planning Committee Meeting: August 24, 2017

  • Web Assets: initial social media “buzz” (e.g., date; what do you want to see?)
  • Marketing
  • “Save the Date” email blast to potential participants with RFP
  • Program
  • Follow up discussion regarding potential speakers for invite
  • Identify for which sessions to solicit presenters
  • RFPs
  • Determine and finalize format, contents and deadline for Requests for Proposals (RFPs)
  • Discuss plan for distribution of RFPs (based upon program content, target audience)
  • Review, finalize and obtain e-mailing list for RFPs
  • E-mail Requests for Proposals (RFPs) to prospective presenters
  • Create fundraising plan

September 2017 (M-6) Planning Committee Meeting: September 21, 2017

  • Marketing:
  • Discuss/revise distribution plan for brochure (based on program content, target audience)
  • Review distribution list for brochure mailing including request for appropriate WSBA Sections’ mailing lists
  • Set registration fees
  • Begin requesting email lists or listservs from “non-WSBA” sources
  • “Save the Date” email noticesjournals, newsletter and sponsors
  • Begin brochure layout/copy
  • Program
  • Pre-conference activities
  • Lunch activities
  • Reception
  • Begin to invite potential speakers
  • Continue to discuss sessions to solicit presenters
  • Fundraising – begin to contact pastdonors
  • Registration:
  • Start process re UW system (or outside conference website vendor)
  • Confirm schedule/deadlines
  • Materials: decide on jump-drive vendor
  • Create direct expense budget
  • Web Assets: promote RFPs

October 2017 (M-5) Planning Committee Meeting: October 19, 2017

  • Programming:
  • Finalize program content/format
  • Extend special speaker invitations
  • Solicit proposals from stalwarts, firms, marketing targets, others
  • RFPs:
  • Due for review (10/31)
  • First review/rankings/summary of rankings
  • Fundraising:
  • Follow up on plan
  • Reserve venue for Thursday reception
  • Make arrangements with book vendor
  • Review and revise direct expense budget
  • Marketing
  • Follow up with marketing outlets
  • Discuss “Save the Date” email blast
  • Web Assets: continue to promote RFPs

November 2017 (M-4) Planning Committee Meeting: November 8, 2017 (Pizza Party)

  • Programming:
  • Decide and schedule program topics/speakers from selected RFPs
  • Notify presenters of acceptance and materials deadlines and requirements, etc.
  • Draft Conference Workshop List (titles, descriptions and bios from RFPs)
  • Review/edit Conference Workshop List
  • Organize workshops into tracks/practice emphases
  • Provide presenters with edited descriptions/titles
  • Fundraising:
  • Obtain commitments
  • Continue to identify and contact possible sponsors for special events underwriting
  • Web Assets:
  • promote invited speakers as they commit
  • Final reminders on RFPs
  • Promote fundraising/sponsorship

December 2017 (M-3) Planning Committee Meeting: December 7, 2017

  • Finalize list of speakers/presenters (invited and proposed)
  • Follow up as necessary with presenters regarding course materials’ deadline/ audio/visual requirements, travel arrangements (if necessary) and any special needs
  • Save the Date blast with program notes and featured speakers and fundraising pitch
  • Fundraising: Confirm all sponsors/underwriters of special events
  • Marketing
  • Obtain distribution lists for brochure
  • Final review of brochure copy/layout
  • Submit advertising/free media/calendar listings
  • Journal and newsletters articles submitted (with program details)
  • Web Assets:
  • Revise/publish Sponsors page
  • Revise/publishWorkshops page
  • Promote/thank sponsors as they commit
  • Revise/publish track/emphases pages
  • Promote tracks/emphases
  • Continue to promote invited speakers as they commit

January 2018 (M-2) Planning Committee Meeting: January 18, 2018

  • Marketing:
  • Distribute brochure
  • Follow up with marketing outlets
  • Registration: setup
  • Fundraising
  • Follow up re collection
  • Thank you’s
  • Programming
  • Lunch video
  • Meetings
  • Informal gatherings
  • Food plan and caterer
  • Review/revise direct expense budget
  • Review/revise scholarship applications and policies
  • Web Assets:
  • Revise/publish pages: Registration, Group Registration, Scholarship
  • Revise/publish pages for promoted speakers/workshops; promote
  • Promote journal and newsletter articles (with links)
  • Promote registration (available, group, early-bird)
  • Continue to promote/thank sponsors as they commit
  • Continue to promote invited speakers as they commit
  • Continue to promote tracks/emphases

February 2018 (M-1) Planning Committee Meeting: February 15, 2018

Finalize all menus

  • Discuss evaluation forms revisions
  • Speaker materials due
  • Confirm arrangements will all vendors
  • Follow up with sponsors re: thank you; payment; free registrations for appropriate sponsors
  • Review/revise direct expense budget
  • Review scholarship applications; decide on awards; notify recipients
  • Web Assets:
  • Promote availability of scholarships
  • Continue to promote speakers/workshops
  • Continue to promote journal and newsletter articles (with links)
  • Continue to promote registration (e.g.,available, group, early-bird)
  • Continue to promote/thank sponsors as they commit
  • Continue to promote headliner speakers as they commit
  • Continue to promote tracks/emphases
  • Consider other social media content (e.g.,location, parking)

March 2018 (M-0) Planning Committee Meeting: March 15, 2018

  • Reminder email blast (2 weeks ahead of early bird deadline)
  • Early bird registration fee ends (March 15, 2017)
  • Materials:
  • Burn jump-drives
  • Print handout packets
  • Assign rooms and committee members as “room monitors”
  • Review presenters’ audio/visual needs
  • Last minute program changes
  • Transportation for out-of-town speakers
  • Arrange for out-of-town speakers’ dinner
  • Determine lunch announcements
  • Web Assets:
  • Continue to promote speakers/workshops
  • Continue to promote journal and newsletter articles (with links)
  • Continue to promote registration (e.g.,available, group, early-bird)
  • Continue to promote/thank sponsors as they commit
  • Continue to promote tracks/emphases
  • Social media: final reminders, etc.
  • Consider other social media content (e.g., location, parking)

April 2018 (D+1) month – no meeting

Send thank you notes

  • “Close” the conference (financially)
  • Compile evaluation responses
  • Web assets:
  • Archive web pages, set with interim information
  • Social media: reminders for next year, etc.

May 2018D+2 months – Meeting May 17, 2018

  • Review conference evaluations
  • Review conference financials
  • Notes for next conferences
  • Thank you to sponsors

Ver. 4/9/2019