September 7^th, 2001 Planning Session Agenda

Victoria Room of the Delta Edmonton Centre Suite Hotel. This is located at 10222 - 102 Street in Edmonton. 9:00am – 4:00 pm

• Discuss Conference "Core Team" roles and responsibilities
• Introduce Conference Core Team

• Confirm Conference date(s) - Tentatively Late May, early June, 2002
• Confirm Conference venue – Tentatively set for Edmonton Convention Centre
• Appoint Arrangements committee chair
• Discuss and confirm Conference draft budget (best guess)
• Review past conference revenues and expenses
• Discuss and confirm conference registration pricing
• Revise draft budget numbers (ongoing throughout the day)
• Discuss and confirm Conference Theme and Title (bring along ideas)
• Appoint Promotions committee chair
• Discuss the number and timing of mailouts and general advertising approach, website locations and links
• Discuss costs and overall budget for PR and promotions
• Discuss draft conference format (high level only)
• Opening ceremonies, Workshops, Speaker sessions, Breaks, Lunches, Meetings, Tradeshow, Social events, SIGs etc.
• Appoint Workshop committee chair
• Appoint Speaker committee chair

• Identify key dates for completion of major tasks (based on past experience)

• Discuss conference Trade Show (high level only)
• Appoint Tradeshow committee chair
• Discuss registration and cancellation policy
• Discuss format (eg. Industry "pods" vs free format)
• Discuss pricing of space and what the price covers (AV equip. and telecomm)
• Discuss conference Social Events
• Appoint Social Event committee chair
• Discuss costs and possible venues – sponsorships of social events etc.
• Discuss keynote speaker possibilities
• Appoint Keynote committee chair
• Discuss costs and travel for keynotes

• Discuss Sponsorship approach
• Appoint Sponsorship committee chair
• Levels of sponsorship, amounts etc.
• Discuss Registration
• Appoint Conference registration committee chair
• Discuss registration and cancellation policy
• Discuss mailing lists and database tracking etc.
• Conference proceedings and registration "packages"
• Discuss conference communication strategy
• Monthly status telephone conference calls for committee chairs
• Committee task list development (if needed)
• Website for materials and stuff
• Do we need to meet as a large group again for another session?

• Wrap up

• Distribution of Contact names and numbers, email addresses etc.

I realize that this is a "full" agenda, but the primary purpose of this meeting is to set the parameters for all the committee chairpersons and make the key decisions so that they have the guidelines with which to work.

Due to the time there may be some details left un-discussed. Committee chairs can recruit any number of volunteers from any agency and are free to create their own "task lists". The "Core Team" is available to assist any person on the teams to vet ideas and get budget approvals to proceed. The Core team is expected to meet (probably by telephone conference calls) as often as needed. Please do not hesitate to contact anyone at any time. This is meant to be as informal as possible.

NOTE: If I have forgotten anything, please let me know and I will revise and re-send the agenda.

Audrey Stamm

President, URISA Alberta Chapter