Timeline and Planning Checklist
Below is a listing of basic procedures to be used which you may find helpful in assisting you with the timing of duties. This list should be viewed as a guideline. If you find you are able to complete something prior to when the list below is stating, please do so. Please contact any one of the GSA Staff team with any questions you may have.
48 Months Out
Task:
Person Responsible:
Identify possible dates for the meeting.
Local Committee Chair
Prepare preliminary meeting outline to include blocks for program sessions, social events, exhibits, sleeping room requirements, and a brief description of each.
Local Committee Chair
Send meeting requirements to selected sites with requests for written proposals. Begin site negotiations and sign contracts
GSA
18–24 Months Out
Task:
Person Responsible:
Select and appoint committee chairs.
Local Committee Chair
Begin the process of establishing hotels for meeting, and finalize hotel contracts.
GSA
Contact potential sponsors requesting consideration in their budgets for the following year.
Local Committee Chair
Prepare preliminary
budget categories and set preliminary budget. Include items such as registration costs, field trip costs, exhibit space rates, etc. Send completed budget to GSA.
Local Committee Chair in conjunction with section secretary
16–19 Months Out
Task:
Person Responsible:
Work with GSA to identify areas of need for outside suppliers; outline specific requirements, and select decorator, security, airline, car rental, audiovisual, entertainment, destination management, transportation.
Local Committee and GSA
Assemble exhibitor prospect lists.
Local Committee Chair
Establish meeting theme and preliminary graphics (logo, program, etc.).
Local Committee Chair
8–10 Months Out
Task:
Person Responsible:
Prepare and forward to meeting facility or facilities a tentative meeting schedule.
Local Committee Chair
Finalize materials for first announcement published in GSA Today.
Local Committee and GSA
Begin preparation of hotel function space diagrams for registration, general sessions, workshops, social functions, and so on.
GSA and Local Committee Chair
Research tax exemption. This is for items sold on-site as well as invoices being paid.
GSA
4–6 Months Out
Task:
Person Responsible:
Local Committee Chair and GSA
Advertise at the GSA annual meeting held in the Fall.
Local Committee
Identify and assign staff on-site responsibilities, including Student Volunteers.
Local Committee Chair and GSA
2–4 Months Out
Task:
Person Responsible:
Continuously review contracted blocked hotel room pickup and pass along numbers to General Chair.
GSA
Review session schedule, room assignments, and function-room diagrams with facilities and appropriate outside suppliers.
GSA and Local Committee
Review meeting budget and adjust as required.
Local Committee Chair
Prepare exhibit flooring plan, exhibitor list, and schedule for program book.
Local Committee
Determine security needs.
Local Committee Chair, using GSA as a reference source
Prepare sign list; order any needed signage.
Local Committee Chair and GSA
Research tax exemption. This is for items sold on-site as well as invoices being paid.
GSA
1–2 Months Out
Task:
Person Responsible:
Confirm all food-and-beverage selections.
GSA and Local Committee Chair
Confirm all sponsored events.
Local Committee Chair
Print workbooks and handouts.
Local Committee Chair
Send final agenda to exhibitors and a request to register online for the meeting.
Local Committee
Arrange for all staff and VIP travel and housing.
Local Committee Chair and GSA
Order amenities.
GSA and Local Committee Chair
Pass student poster winner names on to GSA
General Chair
2 Weeks Out
Task:
Person Responsible:
Set up all on-site individual pre-conference review meetings with suppliers.
GSA and Local Committee Chair
Pack and send all conference materials for early shipment.
GSA and Local Committee Chair
1 Week Out
Task:
Person Responsible:
Finalize food and beverage guarantees.
GSA
Confirm changes with properties.
GSA
Verify VIP arrivals, and schedule airport pickups, if applicable.
Local Committee Chair
On Site
Task:
Person Responsible:
Receive and inventory all shipments, equipment, and suppliers.
GSA and Local Committee Chair
Review all VIP arrangements.
GSA and Local Committee Chair
Set up conference offices.
GSA and Local Committee Chair
Conduct personnel instructional briefings for registration staff, volunteers, and others.
GSA and Local Committee Chair
Review each day’s requirements, and highlight following day’s requirements.
GSA and Local Committee Chair
Reemphasize communication lines and authority and responsibility levels to meeting staff, suppliers, meeting facility staff, and volunteers.
GSA and Local Committee Chair
Arrange daily invoice review with meeting facilities.
Local Committee and GSA
Confirm and monitor pickup of all rental equipment and supplies.
Local Committee and GSA
Arrange for return shipment of all materials.
Local Committee and GSA
Conduct post-conference wrap-up meeting with meeting facility departments and suppliers as needed.
Local Committee and GSA
Immediately After Meeting
Task:
Person Responsible:
Do financial reconciliation.
Local Committee Chair
1–2 Months After
Task:
Person Responsible:
Prepare list for thank-you letters; prepare, and mail letters.
Local Committee Chair
Collect and organize data for final meeting reports.
Local Committee Chair
Accounting will prepare a report of actual income and expenses.
GSA