TCANZ Conference 2010
TCANZ Conference 2012
Critical Path
Expected Completion Date / Action / Responsibility / Completed /December 2011
Set up Conference Committee and Meetings ScheduleSet up Programme Committee
Assign Conference Committee roles
Identify roles other Association members may fill
Plan Budget / Treasurer / Y
Identify theme and conference title / Committee / Y
Outline ideas on potential topics for speakers
Create broad plan of Conference Programme
Estimate speakers required
Resource and list potential speakers / Programme Committee / Y
Obtain costings for venue / Treasurer / Y
Book and confirm venue / Treasurer / Y
Review critical path and set dates
Prepare material to be sent out to speakers
Invite papers by posting notice on TCANZ and associated Web sites
Send proposal materials to speakers / Programme Committee / Y
Review Budget – venue, speaker fees, speaker reimbursements, publicity, printing, bags, folders, stands, hospitality, bank fees,
Set speaker fees and reimbursements / Treasurer / Y
11/12 / Email to TCANZ contacts announcing conference theme and dates / Webadmin / Y
11/12 / Email to TCANZ contacts calling for presenters / Webadmin / Y
January 2012
Set registration fees – earlybird, standard ( excl GST)· Member and affiliated: earlybird $650, standard $750
· Non-member: earlybird $850, standard $950 / Treasurer
Committee / Y
Set policy on cancellations (display on website) / Treasurer / Y
Display policy on cancellations on website / Webadmin / Y
Commission graphic designer to develop conference logo / n/a / -
Initiate sponsorship strategy
28/1 / Receive initial response from potential speakers / Programme Committee
28/1 / Prepare sponsorship opportunities document / Treasurer
Steve / Y
Seek sponsorship and/or advertising from existing contacts
Mail out sponsorship and advertising proposals
Potential sponsors identified as:
· Author-it (Maryanne to approach)
· Write (Maryanne to approach)
· TACTICS (Steve to approach)
· Open Polytechic (Roy to approach)
· TechSmith Software (Roy to approach)
· MadCap Software (Emily to approach, Roy to follow up)
30/1 / Conference Committee Meeting
February 2012
1/2 / Programme Committee Meeting5/2 / Receive letter of intent from potential speakers with resume, biographical details, and presentation outlines / Programme Committee
5/5 / Update website with basic conference details / Webadmin / Y
12/2 / Review speakers offering to present, checking experience, appropriate and quality content, references.
Review cost for each speaker – travel and fee / Programme Committee / Y
Check and amend budget with speaker costs / Treasurer
18/2 / Confirm speaker acceptance
Request information on speakers travel requirements
Request speaker photographs for use in publicity material
Request accommodation requirements / Programme Committee / Y
Prepare marketing programme for monthly activities
Prepare mailing list of delegates from previous conferences / - / -
Committee members prepare own critical path and action plan for keeping appropriate committee members informed of their activities and reporting to meetings.
Liaise with financial controller where expenditure is necessary.
28/2 / Conference Committee Meeting
March 2012
Email past delegates and speakers with advanced notification of this year’s conference. / - / -Formulate marketing programme / Emily
Luke
Complete conference programme
· Speakers and topics
· Social events / Programme Committee / Y
Prepare draft brochure / Luke/Steve / Y
28/3 / Conference Committee Meeting
April 2012
1/4 / Prepare email notice to TCANZ contacts requesting additional support for conference tasks / Steve / Y1/4 / Send email notice / Webadmin / Y
2/4 / Liaise with potential volunteers / Steve / Y
5/4 / Continue follow up on sponsors and/or advertisers
· Confirm level of sponsorship
· Confirm logos received and suitable for brochure
· Confirm prizes offered (if any)
· Confirm if sponsor wishes to have exhibition stand / Maryanne
Roy
Steve
6/4 / Finalise sponsorship and advertising for brochure (send details to Luke) / Maryanne
Roy
Steve / Y
6/4 / Send mail merge documents and spreadsheets for conference badges to Merilyn. / Steve / Y
7/4 / Send sample CD material (label and PDF of main menu) to Chris / Steve / Y
9/4 / Complete preparation of conference brochure copy for publication [later drafts will be produced and published as required to update sponsor or other details] / Luke / Y
9/4 / Request sample bags in time for next committee meeting / Margery / Y
9/4 / · Publish initial brochure on TCANZ and associated Web sites
· Publish conference programme on website
· Publish speaker bios and photos on website
· Publish abstracts/outlines of conference papers on website
· Publish conference and workshop costs on website / Webadmin / Y
9/4 / Email TCANZ contacts, past delegates, overseas partners and speakers with advanced notification of this year’s conference. Email will contain link to brochure on website / Webadmin / Y
16/4 / Confirm accommodation requirements for speakers and make booking at hotel / Treasurer
16/4 / Confirm accommodation requirements for TCANZ committee and make booking at hotel / Treasurer
Continue marketing programme / Emily
Adam
Plan media publicity campaign for monthly activities / Emily
Adam
16/4 / Start development of Conference handout (using 2007 handout for general guidance):
· Design layout and structure
· Collate speaker details/bios
· Collate abstracts
· Obtain venue floor plan
· Obtain housekeeping information
· Develop evaluation forms / Heather / Y
21/4 / Send first draft of conference handout for review / Heather (Steve/Roy) / Y
23/4 / Send sample bag logo file to Andrew / Steve / Y
24/4 / Conference Committee Meeting
· Confirm tasks and responsibilities
26/4 / Notify Andrew of bag type selected / Steve / Y
May 2012
Follow up on sponsors and/or advertisers / MaryanneRoy
Steve
Continue marketing programme
3/5 / Return reviewed draft of handout to Heather for updating / Roy/Steve / Y
3/5 / Open website for conference and workshop registrations.
Earlybird closes 2 August 2010. / Webadmin / Y
3/5 / Start development of conference bag logo / Andrew
3/5 / Start development of Proceedings CD:
· Prepare outline of structure and sample menu (PDF)
· Prepare draft label for CD / Chris / Y
3/5 / Send email notice to TCANZ contacts that registrations are open. / Webadmin / Y
3/5 / Send details of registration desk tasks, procedures, stationery requirements to desk Sarah/Cathy (based on 2007 management document) / Steve
onwards / Receive earlybird registrations, record, acknowledge, bank registration fees / Treasurer / Y
10/5 / Confirm CD supplier, costs and invoicing requirements / Chris / Y
10/5 / Confirm that mail merge works correctly for dummy data for the conference badges. Liaise with Steve if necessary. / Merilyn
11/5 / Liaise with Steve for approval of CD supplier details / Chris/Steve / Y
28/5 / Send first draft of conference bag logo to Steve for committee review / Andrew / Y
28/5 / Provide feedback on draft conference bag logo / Steve / Y
30/5 / Complete first draft of conference handout / Heather / Y
30/5 / Conference Committee Meeting
June 2012
7/6 / Countdown email to TCANZ contacts: Earlybird registrations close first week in August / Webadmin / YCommence publicity programme – media release / Adam/Emily / Y
Follow up on sponsors and/or advertisers / Roy/Steve / Y
7/6 / Identify printers for conference handout (possibly Open Polytechnic) / Peter
25/6 / Deliver first draft of proceedings CD material to Steve for committee review / Chris / Y
26/6 / Start review of draft proceedings CD / Committee / Y
27/6 / Conference Committee Meeting
28/6 / Liaise with conference bag supplier to get technical approval of bag logo. Make any changes required. / Andrew
July 2012
5/7 / Countdown email to TCANZ contacts: Earlybird registrations close first week in August / Webadmin9/7 / Complete review of draft proceedings CD and provide feedback to Chris
Continue marketing and publicity programme
Follow up on sponsors and/or advertisers
20/7 / Remind speakers material for proceedings due 3 August
Remind workshop presenters that material for handouts due by 20 August / Luke
Receive registrations, record, acknowledge, banking
25/7 / Conference Committee Meeting
26/7 / Send final draft conference bag logo to Steve for final committee review and approval. Make any changes required. / Andrew
30/7 / Send completed conference bag logo to bag supplier / Andrew
30/7 / Send out notice of AGM to members / Peter/Steve
August 2012
2/8 / Earlybird registrations closeonwards / Receive standard registrations, record, acknowledge, bank registration fees / Treasurer
3/8 / Confirm format and design of name badges (supplied by Author-it)
Confirm colours for each badge type:
Delegates: Buff or Yellow
Speakers: Green
TCANZ organising committee: Blue [may also have large badge showing “Ask Me”]
Exhibitors: White (no access to presentations) / Steve
Merilyn
3/8 / Send preliminary list of delegates, speakers, committee, exhibitors to Merilyn for test of mail merge / Treasurer
3/8 / Receive material from speakers for Proceedings / Margery
3/8 / Forward speaker presentations to Chris for proceedings CD / Margery
4/8 / Request 10 flip chart easels and paper for ideas markets from the hotel.
Make sure that suitable pens are available for each activator to use. / Roy
4/8 / Countdown message to TCANZ contacts: Reminder to register / Webadmin
4/8 / Order bags, arrange art work and printing – estimated numbers
8/8 / Complete development of conference handout
Liaise with Emily / Heather
9/8 / Confirm numbers for conference handouts/bags/CDs for production to begin / Treasurer
9/8 / Send PDF of conference handout to printers / Emily
15/8 / Conference Committee Meeting
16/8 / Confirm bag order and printing details
16/8 / Send proceedings CD material to CD supplier to get sample CD. Review and update material if necessary. Create additional sample if required. / Chris
20/8 / Receive material for workshop handouts
20/8 / Send workshop handout material to printers / Emily
20/8 / Send TCANZ post-it notes and pens to Peter / Steve
22/8 / Verify number of CDs required (Roy to verify numbers) / Chris
23/8 / Send material to CD supplier to burn CDs / Chris
25/8 / Send final list (spreadsheet) of delegates, speakers, committee, exhibitors to Merilyn for conference badges / Treasurer
26/8 / Prepare final draft of conference badges
· Mail merge
· Print on suitable coloured card or paper / Merilyn
27/8 / Receive:
· Bags from supplier
· CDs from supplier
· Conference handouts from printer
· Workshop handouts
· Printed badges
· Post-it notes
· Pens / Peter
27/8 / Prepare stationery and other materials and equipment for registration desk / Sarah
Merilyn
Meredith
28/8 / Stuff conference bags with CDs, handouts etc.
29/8 / Conference Committee Meeting
31/8 / Deliver the following to the venue:
· Bags
· CDs
· Conference handouts
· Workshop handouts
· Printed badges
· TCANZ free-standing banner / Merilyn
31/8 / Confirm numbers and final arrangements with venue for:
· catering for cocktail party
· catering for workshops
· catering for conference
· catering for conference dinner
· registration desk position, chairs, additional tables
· sound system
· microphones (lapel, hand-held, lectern)
· internet access / Treasurer
September 2012
1/9 / Receive late registrations, record, acknowledge, banking1/9 / Workshops
1/9 / Meet and welcome overseas speakers on arrival / Emily
October 2012
24/10 / Pre-conference workshops24/10 / Set up reception desk at venue / Sarah
Merilyn
Meredith
24/10 / Cocktail Party
24/10 / Set up exhibition stands at venue (if required)
25/10 / Conference Day 1
25/10 / TCANZ AGM / Kaye
26/10 / Conference Day 2
27/10 / Post-conference workshop
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