*Parent:* MeetingGuide *Table of Contents* %TOC% ---++ Giving Notice Advance notice is critical for a successful meeting. Notify early, and notify often. (It is worth noting that, based on [[http://www.mail-archive.com/gnhlug-org@mail.gnhlug.org/msg02520.html][this discussion]], I do not think there is any consensus for the time table laid out below. (Note that I'm not saying the time table is not a good one, just that there is no consensus for it.) -- Main.BenScott - 05 Oct 2007) * Four weeks prior to a meeting: * Confirm the speaker can make it, perhaps using a ConfirmationFormLetter requesting two sentences describing the topic, a short bio of the speaker, directions to the meeting, offers of help, and your contact information. * Prepare the press release and announcement. * Attempt to line up speakers for Meeting Plus One and Meeting Plus Two * Three weeks prior to a meeting: * Nag the speaker again for the materials above. * Ship the press release to Organizational.MediaOutlets * Two weeks prior to the meeting: * Frantically try to get in touch with the speaker to confirm. * Consider lining up an alternative speaker and topic. * Calmly announce to the AnnounceList * One week prior to the meeting: * Pull out all the stops, find something to present * Gracefully announce the one week reminder to the AnnounceList * Confirm the space is available (each group has different sign-up requirements) * Confirm someone can provide a projector. * 48 - 24 hours prior to the meeting: * One last reminder to the AnnounceList ---++ Things To Bring * extension cords and power strips * extra cables * cell phone/pager * signs and banners * information about the speaker * information about other meetings you want to announce (GNHLUG Quarterly, for example) * MeetingDoorPrizes * Awards
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Topic revision: r5 - 2007-10-23 - TedRoche
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