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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.