2 YEARS IN ADVANCE: CONFERENCE TIMELINE CHECKLIST CONFERENCE DATES: Review Guidelines for Hosting LSI Annual Conferences, LSI Bylaws, and LSI Standing Rules regarding annual conference requirements. Set objectives and organize committee. Determine conference schedule, including business meetings, educational programs, social functions, exhibit hours, and free time. Consider using a hotel booking agent. Inspection and selection of hotel/location. Reserve dates of meeting with selected hotel/location. Estimate scrip ticket cost. Submit Notice of Intention to Bid by February conference. Contact Annual Conference Chair to arrange for a campaign table at May conference if there are competing bids. 18 MONTHS OUT: Advise LSI President of Conference Chair s contact information and determine when the Chair will be called to conferences and required to submit a written report. Develop meeting theme and slogans. Organize various committees according to events. Determine committee meeting schedule. Develop fund-raising events and budget. 16 MONTHS OUT: Create theme art work (tie in with theme) for all printed materials and Conference Program. Order promotional items for boodle bags and other events. Request bids from potential printers and hire printer for Official Program, and other
printing such as event programs, etc. 12 MONTHS OUT: Finalize committees for events. Finalize budgets. Open a conference bank account and request advance funds from LSI. Negotiate and finalize contract with hotel if not already done. Set up schedules for meetings. 11 MONTHS OUT: Develop registration forms. Prepare and mail out letters to potential exhibitors and contributors. Contact mayor, governor, and any other dignitaries regarding letters of recognition of Annual Conference (also request photographs for use in Official Program). 9 MONTHS OUT: Arrange for color guard for opening ceremonies. Finalize registration form for publication in The Legal Secretary. Contact all LSI officers and chairs for photographs for use in Official Conference Program. Send follow-up letters to potential exhibitor and contributors. Contact all speakers for photographs for use in Official Conference Program. 6 MONTHS OUT: Determine specific room requirements (setup, A/V) by contacting the presiding officer or chair, and finalize room assignments with hotel. Send out contracts for exhibitors. NOVEMBER 1 ST Deadline for submission of proposed scrip to LSI President for approval by EC at November Conference meeting.
Prepare schedule of events for each day of Conference and send to LSI president for approval. Draft Official Program and send to LSI President for approval. DECMEBER 1 ST Deadline for submission of Scrip & Hotel Registration forms to Editor of The Legal Secretary and to the LSI Administrator for publication in the February issue and the LSI website. 4 MONTHS OUT: Determine food and beverage requirements for each event. Prepare programs and print tickets for events. Send Official Program to printer. Begin draft of article for The Legal Secretary and locate cover photo. Contact previous conference chair to get room signs. If not already done, make decorations for events. 3 MONTHS OUT: Begin assigning table seating if to be assigned. Begin preparation of badges and registration packets. Advise LSI President of Welcome Speaker, Master of Ceremonies, dignitaries and pages, and confirm head table and special guest table seating with LSI President. Confirm food and beverage requirements with hotel. Give VIP rooming lists to hotel (LSI Officers). Arrange for photographs if to be used. Arrange AV need for exhibitors, business meetings, and workshops with hotel. Determine number of door prizes if to be used and wrap if necessary. Send donation request letters to local associations and hosting association members.
MARCH 1 ST Complete questionnaire for LSI Secretary to draft Official Notice. Deadline to submit Article and cover photo to Editor of The Legal Secretary. Secure volunteers from hosting association; ask for volunteers from local paralegal schools Purchase gifts for speakers Follow-up with CEC Coordinator and LSS Chair for weekend schedule (for Official Program) Follow-up with Historian, Bulletin & Scholarship Chairs (for weekend schedule, bios of judges, room configuration needs) 1 MONTH OUT: Hold final meeting with hotel for all food and beverage requirements and meetings. Assign hours and duties to volunteers. Give final count to hotel at agreed upon deadline. Begin assembly of boodle bags and registration packets. If not already received, check for delivery of Official Program. 3 WEEKS OUT: Has Official Program been received? Are all events programs completed? Complete registration packets. Complete boodle bags. Complete door prizes. Reconfirm all events with hotel. Make sure you have enough volunteers to handle ALL events and functions. LET THE CONFERENCE BEGIN......
POST-CONFERENCE: Send out Thank-You letters to hotel, contributors, and speakers (optional). Prepare final report of statistics and finances for LSI. Hold post-conference meeting of chairs and volunteers. Organize all event files and conference files to be turned over to next Conference Chair. Prepare final reports. HOLD A POST CONFERENCE PARTY FOR COMMITTEES AND VOLUNTEERS!! It is customary for the local association to host a post-conference luncheon to honor their member who is the newly elected LSI President and present them with a small present. A flyer advertising the event can be distributed at the conference after the election of officers is completed and sent to all local association presidents and governors for distribution to their members. All LSI past presidents should be invited as a courtesy.