EWRI

APPENDIX D - SAMPLE MILESTONES OF CONFERENCE PLANNING

A typical conference milestone schedule will be as follows:

Month	Function Accomplished
1	Conference draft proposal submitted to EWRI staff
1	Conference proposal submitted to EWRI GB for consideration.
1	Governing Board considers Conference Committee recommendation.
2	EWRI staff evaluate whether to use ASCE Conference Department to manage the event or use an outside meeting planner for the event management.
3	Proposals from hotels are requested for dates and rates for conference.
6	Staff selects dates and hotel for conference.
6	Prepare draft Call for Papers
7	Meeting No. 1 - In person Overall program outline, conference agenda and assignments. Discuss social activities, meal functions, technical tours, etc. Review Call for Papers/ASCE News Announcement Call for Papers. Determine committee contact list and potential exhibitors to Exhibits Coordinator. Establish schedule for future Steering Committee meetings.
7	Submit draft Call for Papers and Exhibitor Prospectus to EWRI for printing and mailing
8	Call for Papers and Exhibitor Prospectus mailed and distributed. ASCE executes agreement with conference hotel.
9	Meeting No. 2 - Conference Call Review Conference budget. Review sponsorship program. Distribute exhibitor prospectus and call for papers to attendees. Confirm luncheon keynote speaker and dinner entertainment selection.
10	Call for Papers abstract deadline.
11	Meeting No. 3 - In person Approve abstracts and preliminary outline of conference sessions. Prepare draft conference brochure and preliminary program. Review peer review procedures. Select technical and spouse programs. Confirm keynote speakers, luncheon and dinner speakers/entertainment. Review exhibitor participation. Review budget. Review sponsorship. Suggest target markets for preliminary program.
12	Author notification of acceptance of abstracts and author’s guidelines.
13	Finalize technical program sessions, entertainment, keynote speakers, tours, and seminars for preliminary program. Finalize sponsorship and co-sponsoring organizations to determine registration fee and target markets/mailing lists. Finalize budget review.
14	Paragraphs due to staff Liaison for inclusion ASCE News.
15	Draft papers deadline.
16	Submit ASCE News Announcement. to Publications Obtain rates and deadlines for advertisements and announcements to important publications. Place paid advertisement in publications (if budgeted).
17	Deadline for committee meeting space requests.
18	Final papers due from authors.
19	Mail registration and preliminary program.
20	ASCE proceedings editor receives camera-ready final papers/paper database for publishing. (This deadline is 12 weeks before the conference)
21	Staff does the following: Banquet menus finalized. Preparation/printing of all in-house final program or addenda. Review budget and obtain approvals as required. Final matching of reserved hotel space and program requirements. Provide final listing of exhibitors to ASCE.
22	All program information sent to ASCE for program production.
23	Produce final program. Decision due on number of proceedings to ship. Return deadlines to ASCE conference liaison for speakers a/v and biography forms. Decisions about extra a/v equipment, panel session, room setup.
24	Conference occurs.

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