Table of Contents
Advance notice is critical for a successful meeting. Notify early, and notify often.
(It is worth noting that, based on 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.) -- BenScott
- 05 Oct 2007)
- Four weeks prior to a meeting:
- Confirm the speaker can make it, perhaps using a form letter 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 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:
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)