Timetable

Guidelines for Hosting an Annual Meeting
“Timetable”

3 Years :	Approval for hosting from Site Selection Committee. Submit request and make presentation to Executive Committee
2 Years:	Approval from Executive Committee. Decide on conference site and headquarter motel/hotel. Pick committee members and delegate responsibilities. Develop budget, determine approximate costs and expected income. Check scheduling to avoid conflict with other key society meetings
1 Year	Present planned Annual Meeting information at previous year’s Annual Meeting. Start fund-raising at conclusion of previous PAA Annual Meeting to avoid conflict. Plan tours and transportation. Set up registration, event and tour fee structures. Identify program/meeting format. Have reserved Reception, Barbecue/Picnic and Banquet venues. Have reserved all meeting rooms etc. First write-up in October PAA Insider after summer meeting [sample attached]
8-9 Months	Submit Annual Meeting information and forms to PAA Insider. (January, Includes registration form, description of programs offered & prices, hotels & other local places to stay, etc.] [sample attached] Set up website and update as information becomes available. Remind sponsors. Set up account for fees and donations.
3-4 Months	Set up Session schedules with PAA Secretary. Enlist Session moderators. Arrange audiovisual and room operators. Have reserved all transportation and tours, and develop schedules. Order registration material for registration packet. Get sponsor payments. April PAA Insider (Meeting update and reminder to get hotel reservations made and meeting reservations in to take advantage of discounted rates) [sample attached]
2 Months	Post Annual Meeting schedule on website. Bind Annual Meeting Program with Abstract. Assign Annual Meeting duties. Take registration counts.
1 Month to 2 Weeks	Bind Banquet Program. Arrange childcare if necessary. Assemble Registration Packets. Take registration counts. Verify tours’ status. Make signs. July PAA Insider (final welcome to those attending and let know you’re ready for them to come and have a great time) [sample attached]
1 Week	Check audio-visual arrangements. Check poster arrangements. Check room arrangements.
Sunday	Set-up registration desk & GO.
1st day	Post agenda near entrance of each meeting room
October after meeting	PAA Insider…wrap up from meeting. Report of how many attended…members, accompanying persons, where they came from, highlights of meeting, whatever you want to share. [sample attached]