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Meeting Organizer Handbook: Making It Happen
Putting a meeting together is just a matter of making a rough outline and gradually filling in the details. The final details are often decided on the spot during the meeting. Here is a timeline of decisions and actions which will lead to a well-organized meeting:
Timeline for Meeting Planning
| Lead time | Activity/Decision | Who is Responsible |
|---|---|---|
| 2 years | Select Site | Vice Chair |
| 1 year | Confirm site, local host, and dates | Committee |
| Select Brouwer Awardee | BASC and Committee | |
| Program Committee formed | DDA Committee | |
| 9 months | Make list of possible invited speakers | Program Committee |
| 8 months | Begin issuing invitations | Chair |
| 6 months | Issue First Meeting Announcement | Secretary |
| 4 months | Call for Abstracts and early Registration | Secretary |
| 2 months | Abstract and early Registration deadlines | |
| 6 weeks | Assemble meeting program and select session chairs | Program Committee |
| 4 weeks | Issue preliminary program | Secretary |
| 2 weeks | Late abstracts deadline | |
| 0 | Issue final program | Secretary |