Create and approve registration and housing forms. Create PDF and/or interactive forms for Web site. Prepare confirmation letterhead, envelopes, and fax cover sheet.
9 to 6 months out ?
Education committee updates members and exhibitors on key speakers and vendors signed up to date via Web site and newsletters. Prepare early-bird registration mailer. Prepare press releases and contact lists, complimentary trade show passes, and marketing materials for inclusion in exhibitor service kits. Send event logo to general service contractor for kit covers. Place event promotion ads in affiliated journals and association?s publications.
6 months out ?
Send out early-bird mailer. Include registration and housing forms for attendees and exhibitors. Develop preliminary program. Update Web site.
4 months out ?
Mail preliminary program, providing specific information on speakers, educational sessions, and the destination as well as registration and housing forms. Post registration and housing forms on Web site. Develop final program mailer. Send list of pre-registered attendees to exhibitors for their pre-event promotions.
3 months out ?
Send out final program mailer. Organize public relations efforts for venue and local attendance. Prepare/place ads in local publications if appropriate.
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