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SARE
Conference, October 19-21, 2004 Task Assignments
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Task
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Dates
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Who
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Track
registrations.
Periodically
pick up registrations coming into the SARE office.
Enter
into database (create file in ACCESS)
Make
the deposits from registrations. -
If
credit card payments need to be run through Lee, get that information to
her so she can make the deposits.
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May-Oct
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Barb
collates for Candice,
Picks
off info Dave wants
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Registration
and scholarship confirmation
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May-Oct
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Candice
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Check
registrations against the lists of speakers, moderators, poster presenters,
non-profit displays, committee members; track the overlap of one person
on two lists; check conf. registrations against hotel reservation list.
Develop Access database to track all this also scholarships awarded.
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Monthly
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Candice
Working
with Vern
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Contact area Chamber of Commerce for local packet
info and web site
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May 15
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Candice
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Finalize the 'exhibitors' (by group: farmer/grower,
research/ed, Non-profits), and give info to Candice
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June 15
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David
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Make scholarship (registration waiver) request decisions
and respond
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Ongoing
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Vern
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Provide Accent Travel with list of potential travelers
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Ongoing
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Barb
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Create and update electronic and hard copy registration/promotion
materials.
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Ongoing
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Helen
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Manage website, posting materials & notices.
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Ongoing
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Barb
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Send publicity materials, then brochures
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Ongoing
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Helen
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Send reminder letter or e-mail to speakers, moderators,
poster presenters.
Provide guidelines; include room assignment (or
finished brochure)
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Sept. 15
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Barb/Vern
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Respond to inquiries, requests, complaints, compliments
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Ongoing
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Vern
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Call bus companies to confirm reservation
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Aug 15
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Barb
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Local food coordination:
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June-Oct
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Vern & Nina
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Final menu selections and prices confirmed with
hotel
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Sept. 1
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Vern & Nina
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Write descriptions of farms for farm tours. Get
directions for bus drivers.
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Sept. 1
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Vern
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Final agenda to hotel with meeting room uses and
any special set up requests
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Sept. 1
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Vern
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Provide list of names to the hotel for direct billing
to SARE and a meal count.
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Oct. 1
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Vern w/ Candice/Barb
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Assemble conference registration packets; print
up speaker and exhibitor contact list, list of participants.
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Oct. 1
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Candice w/ input from all
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Print out final registration lists, for bus tours
and conference.
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Oct. 10
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Candice
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Make up registration badges
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Oct. 10
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Candice
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Days of conference: a/v coordination
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TBD paid help
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Days of conference: display coordination
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David
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Days of conference: set up and staff registration
table (also SARE table)
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Candice, Barb,
Lee, Helen
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Days of conference:ttrouble shooting & communication
with hotel
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Vern
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Compile all the reimbursement requests, and verify
accuracy (either
ask Vern or Barb if necessary) then get info to
Lee to process payment..
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Nov.1
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Candice
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Put together lists of names and contact information
to pay out stipends
(either pay them, or get info to Lee to process payment). |
Nov. 1
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Candice & Vern, then Lee
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Post Conference debriefing meeting
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Nov.
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All
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Evaluations compiled and conference report written
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Nov.
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Vern
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