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