Convention Timeline
One Year before convention
January
- Inquired at Tourism Bureaus
- Start negotiations with tourism representative
February
- Received convention proposal from hotel
March
- Visited area hotels
April
- Chose hotel & started negotiating convention needs
May
- AEA–BOD approval to host convention
June
- Received contract from hotel
- Amended contract
July
- AEA signed contract
- Committee meeting, discussed convention, chose committee chairs
October
- Committee meeting
November
- Start contacting Speakers and Entertainment
December
- Entertainment contracts signed
- Start to issue invitations to AEA member e-mail lists on a regular schedule
Year of Convention:
January
- AEA mid-year meeting – give convention report
- Set-up bank account
February
- Committee Meeting
March
- Made food choices and looked at costs
- Invitations for convention registration and booth rentals sent
- Start sending donation letters (welcome bag items, silent auction items, prizes & cash donations)
April
- Committee meeting
- Confirm speakers
- Meet with Tourism reps
- Final food choices with updated prices
May
- Food contract signed
- Order convention items, i.e., canvas totes, mugs, etc.
- Re-contact speakers
June
- Confirm menus, room setups and supplies in writing with your event manager
- Monitor speakers’ presentation development
- Order signs and printed materials
- Mail attendees the agendas, suggested dress and other instructions
- Convention planning meeting
- Check with your speakers regarding the progress of their presentations, audiovisual and logistical arrangements
- Submit rooming list to hotel and confirm arrangements for amenities
- Submit advertisements to media
- Send speaker info; times, where to meet, etc
July
- Ship materials to arrive 24 hours before your arrival, and confirm arrival before leaving your office
- Confirm all audio/visual requirements and produce slides
- Take a complete master set of all handouts with you.
- (If your shipment of materials is lost or delayed, you can arrange to have your master set photocopied.)
- Confirm (72 hours in advance) your meal and beverage counts for the first day food functions
- Meet with entertainers
- Review details and walk through your meeting space with your property event manager
- Personally inspect shipped materials to be sure that all of your items have arrived and their condition
- Check the hotel function board and front desk for posted times and locations of your functions
- Annual AEA National Convention
ON MEETING DAYS
- Check function space one hour in advance
- Notify your event manager immediately of any changes in your plans or requirements
- Sign banquet checks each day and keep an ongoing record of your on-site expenses
CONCLUSION OF CONVENTION
- Meet with your event manager to review your sessions, charges and receipts.
- Pay all bills or make arrangements for payment
- Share with your event manager the names of personnel who have provided extraordinary service
- Send thank you notes to speakers.