(Print in landscape format)
(last updated ________)
Name of Workshop: ________________________________________
Date of Workshop: ____________________
Name of LOC Primary Contact: ______________________________ Funding Source and Amount:__________________
Will there be a Workshop Reception? ______
Will there be a Workshop Dinner? ______
The information below is for your reference
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ACTION ITEM |
TIME FRAME |
RESPONSIBILITY |
STATUS |
DATE COMPLETED |
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Get approval from local decision maker for the workshop and workshop budget |
At least 6 months before the workshop |
LOC Primary Contact |
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Discuss schedule/availability for workshop dates with meeting coordinator |
At least 6 months before the workshop |
LOC Primary Contact |
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Finalize the workshop dates, title, speakers, hotel needs, special events, registration fee and budget with meeting coordinator |
At least 6 months before the workshop |
LOC Primary Contact |
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Submit request to local graphics person for the workshop poster (announcement) |
At least 6 months before the workshop |
LOC Primary Contact |
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Reserve auditorium/conference rooms, reserve blocks of rooms at local hotels |
At least 6 months before the workshop |
Meeting coordinator
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Submit an event form with all workshop requirements for appropriate signatures |
At least 6 months before the workshop |
Meeting coordinator |
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Mail out announcement of workshop, post on World Wide Web, send announcement to PAMnet/Astrolib |
At least 6 months before the workshop |
LOC Primary Contact |
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Contact local accounting person to set up workshop account number for registration fees if applicable |
4 months before the workshop |
Meeting coordinator |
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Discuss the details for catering needs for the breaks, dinner and registration reception with meeting coordinator |
3 months before the workshop |
LOC Primary Contact |
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Meet with caterers to draw up contracts |
3 months before the workshop |
Meeting coordinator |
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Select chairpersons for each session of workshop |
2 - 3 months before the workshop |
LOC Primary Contact |
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Advise participants receiving financial assistance of budget amount awarded |
2 months before the workshop |
Friends of LISA treasurer |
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Process registration forms, compile list of workshop participants, compile guest list for hotels |
As received |
Meeting coordinator |
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Meet with facilities to discuss shuttle schedule to and from hotels, set ups in lobby area for registration, conference room for posters, housekeeping needs |
2 months before the workshop |
Meeting coordinator |
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Review participant list and budgets with meeting coordinator |
1 month before the workshop |
LOC Primary Contact |
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Mail out participant packages (if applicable) |
1 month before the workshop |
Meeting coordinator |
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Confirm all arrangements with caterers, hotels, facilities, auditorium/conference room reservations |
2 - 3 Weeks before the workshop |
Meeting coordinator |
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Arrange for audiovisual and microphone needs for auditorium |
2 weeks before the workshop |
Meeting coordinator |
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Give final count to caterers, final guest list to hotels |
7 - 10 days before the workshop |
Meeting coordinator |
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Prepare participant registration packages, participant name tags, information desk materials |
5 - 10 days before the workshop |
Meeting coordinator |
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Give participant list to receptionist |
3 days before the workshop |
Meeting coordinator |
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Meet with meeting coordinator for final review of all arrangements |
3 days before the workshop |
LOC Primary Contact |
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