Time+Line



Team Team || Term 4 2011, 1/2 day meeting Term 1 2012 || Team ||  || Consider catering options for delegates with special needs ||  ||   ||
 * ** When ** || ** What ** || ** Who ** || ** Comments / **
 * Complete ** ||
 * Before End of 2011 || ** Meet with the organisation team **
 * Make up the organisational teams **
 * Discuss possible venues and organise to visit venues early in 2012 ** || Evelyn
 * Before end T2 2012 || ** Make a decision on the venue **
 * Decide on theme for the conference **
 * Start to brainstorm promotional material to be ready for T3 Conference **
 * Start to brainstorm Key Notes and investigate costs etc. **
 * Make initial approaches to RD & DG? ** || Team
 * Before T3 Conf. 2012 || ** Prepare promotional book mark and flyer to hand out at conference **
 * Prepare promotion AV display **
 * Prepare a bookmark for the sponsors with contact details for 2013 conference. ** || Promo Team ||  ||
 * Before End of 2012 || ** Negotiate final pricing with venue and begin to get package options together **
 * Determine Keynotes and lock in dates **
 * Invite Regional Director / DG? etc **
 * Begin to brainstorm workshops and contact possible workshop presenters - send out save the dates! **
 * Draft up Registration form **
 * Finalise Entertainment ** || Team ||  ||
 * Before end of T1 || ** Link all Team leaders with the Westin / Staging Connections to facilitate ongoing negotiations ** || **Jason / Evelyn** ||  ||
 * || ** Finalise Package options - send out info to all DP's with Registration dates and info. **
 * Set up finances with home school in preperation for registration **
 * Send out early and pre registration newsletter to provide uptodate information and dates to delegates **
 * Prepare registration and organise for online registration to begin week 1 term 2 **
 * Finalise all dates for monies to be paid and changes to accommodation ect to be negotiated ** || **Team**
 * Admin & Registration** ||  ||
 * || ** Finalise Key Note Speakers **
 * Determine workshop areas and begin to contact possible presenters ** || **Key Notes / Workshop team** ||  ||
 * || ** Send out expressions of interest to sponsors **
 * liaise with Staging Connections re:additional costs for sponsorship booths? ** || **Sponsorship team**
 * Technology team** ||  ||
 * || ** Prepare an expression of interest to SWS schools regarding student entertainment **
 * Consider the Welcome to Country and possible presentation of the National Anthem by an Aboriginal Choir? ** || **Entertainment Team** ||  ||
 * || ** Decide on Wednesday Evening Function & Book **
 * Decide on Theme for Thursday Gala Dinner **
 * Touch base with Westin re catering ** || **Catering & Functions Team** ||  ||
 * || ** Have Fuji Xerox prepare a second wallet card for promotional / reminder purposes **
 * Develop a short promo video for Association PL Day ** || **Program & promotions team** ||  ||
 * || ** Discuss Registration & guest services with Administration / Registration Team and set up process for rooming and communicating with delegates. ** || **Guest Services** ||  ||
 * || ** Make a decision regarding a team shirt - Men & Women **
 * Liase with Fuji Xerox re; deadlines for all conference printing **
 * Follow up invite to DG and RD **
 * Follow up with Debbie Hockings re: Directors panel ** || **Chantelle / Jason**
 * Evelyn**
 * Evelyn**
 * Evelyn** ||  ||
 * Before End of Term 2 || Determine catering requirements and set all menues with the venue
 * Before wk 7 Term3 ||  ||   ||   ||
 * After Week 7 Term 3 ||  ||   ||   ||