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Water Distribution Conference Timeline & To-Do's
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Timeline:

January
- Finalize agenda for Water Distribution Conference
- Contact speakers: let them know their papers have been accepted, deadline for PPT, collect headshot and bios if needed
- Populate the YM event page with all of the agenda information
- Take down the abstracts submission link if there is one still live/active
- Reminder members to submit tank for the tank contest
- Solicit sponsors for the tank calendar
- Touch base with the printer to let them know when to expect the calendar
- Develop marketing materials for the conference and tank calendar contest

February
- Feb 1 deadline to order WATERCON booth giveaways
- Get ready for WATERCON booth materials and working the committee booth
- Deadline for tank photo submission should be around 02/15 to 03/01 - reminder members to submit/continue to solicit sponsors
- Reminder committee of WATERCON booth, who is bringing what, when the committee meeting is and send meeting RSVP

March
- Have materials ready for tank calendar voting including tickets on name badges, banners, photos printed and numbered, plastic sleeves
- Have committee members confirmed for working the booth
- Bring all booth materials down to Springfield including registration form for the conference, postcards promoting the event, any booth games/activities, give-aways etc.
- Send out an agenda and event RSVP for WATERCON committee meeting

April
- Talley tank calendar winners
- Contact tank calendar winners; invite them to conference; see if a rep will be attending
- Design/Layout calendar
- Send calendar for review to committee
- Send calendar to printer
- Pick-up calendar from printer
- Chair to draft and send ISAWWA a letter to tank winners, sponsors and speakers
- ISAWWA to make up stacks of 10-20 calendars with letter from Chair and award to winners
- Committee members to create PPT for tank presentation at the conference
- Collect speaker PPTs (30 days in advance)
- Review speaker PPTs (30 days in advance)
- Email attendees reminder email with links to handouts (days in advance)
- Contact venue - food orders, timeline of the day, AV including screen(s), projector
- Email vendors with set-up time, tear down time/rules, breaks when attendees will visit their booths, reminder to bring own extension cords if they need electricity and ductape for cords.
- Get the "bring list" together
- Let committee members know what time they need to arrive and job/duties
- Conference
- Create an attendee and vendor survey
- Send attendee email with hours posted and request to participate in the survey

May
- Post conference meeting - what did we like? What will we change next year? What did the attendee surveys say?
- Targeted topics for next year? Help committee to establish fresh topics and speakers
- Any new "rules" for the next year i.e. no speaker can speak 2 years ago
- Select date and venue for following year and book it; add it to the YM site calendar
- Committee to establish timeline for the next conference
- Promote the tank calendar and the winners - email the members and post on the YM site

June
- Continue to work on targeted topics
- Create a form on the YM site to submit abstracts
- Send out a call for papers
- Make sure the calendar are getting included in the July issue of Splash

July
- Review any papers that have been submitted
- Continue to target topics and have committee members personally contact people to ask them to consider submitting

August
- Review any papers that have been submitted
- Continue to target topics and have committee members personally contact people to ask them to consider submitting
- Let Sandi know the committee wants a booth at WATERCON for the next year

September

- Review any papers that have been submitted
- Continue to target topics and have committee members personally contact people to ask them to consider submitting

October
- Review any papers that have been submitted
- Last call for papers with end of the month deadline
- Continue to target topics and have committee members personally contact people to ask them to consider submitting
- Start to talk about WATERCON - who will be attending, collect ideas for giveaways or new booth activities

November
- Review any papers that have been submitted
- Continue to set agenda with the FINAL agenda to be 100% completed at December meeting (in-person)
- Continue to target topics and have committee members personally contact people to ask them to consider submitting
- Continue to talk about WATERCON - who will be attending, collect ideas for giveaways or new booth activities, shirt orders?
- Note that December meeting will be in person to set the agenda

December
- Have an in person meeting to set the agenda
- Decide on time slots, duration for the conference
- Come up with a marketing plan for the upcoming months and WATERCON
- Discuss WATERCON: let Laurie know what day and time you want to meet in person at WATERCON

Volunteer Jobs for the Distribution Conference
- Registration People (3-4)
- Exhibit personnel (1-2 people)
- Moderator - morning & afternoon
- Computer person - morning & afternoon
- Camera person - morning & afternoon
- Back-up computer
- Back-up projector
- Parking lot people (1-2)
- Calendar people - (1-2)

Items to bring to Conference:
- Name badges
- Check in sheets - divided by alphabet - at least 3
- Onsite registration forms
- Membership forms
- Tank calendars
- Agenda
- Giveaways (if applicable)
- Computer with PPT's on them
- Projector
- PPT clickers
- Mouse
- Mouse pad
- Thumb drive with PPT's backed up
- Extension cords
- Duct tape
- Camera
- Certificates
- Boxes to drop badges in
- Large envelops for name badges - label with times
- Sponsor banner
- Packing tape to hang banners
- Extra committee shirts
- Exhibitor signs on 8.5x11 pieces of paper for assignments
- Exhibitor master key with table assignments

- Exhibitor tear down instructions - print 1 for each table
- Moderator packet - include agenda and bios for speakers if available

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