Chicago Regional Conference Timeline

Week & Date April 1, 2013 4/2 4/3 4/3 4/5 April 8, 2013 4/8 4/8 - 4/10 4/12 April 15,2013 4/15 4/15 4/16 4/16 4/17 4/18 April 22, 2013 4/22 4/22

Item

Action Item

Person Responsible

Sign Off Status

Venue Processes Venue Venue Invitations Venue Venue

Send venue vetting results Determine process for speaker outreach and discuss potential speaker ideas Send any additional venues for vetting to research Finalize venue schedule in Chicago Determine designer for the invitations Venue walk-throughs Notes on venue walkthrough shared

MOCs/Electe ds MOC/Elected Outreach Begins Keynote Send keynote speaker request Check in with communications about Panelists moderators/panelists Candidates Check in with Political about candidates Discuss and begin vetting for invitation Invitations template design Outreach Create outreach plan and organize data Finalize venue Final invitations to vet Create RSVP tracking document Begin Outreach Calls

Venue Invitations Fundraising/ 4/23 RSVP 4/25 RSVP April 29, 2013 Keynote 4/6 Speaker

Finalize keynote speaker

4/29 Invitations Chicago Donor Luncheon invitations drop May 6, 2013 5/6 Candidates Invites to candidates 5/7 Venue Determine layout and initial numbers May 13, 2013 5/13 Invitations Submit invitations for staff vet 5/13 Venue Sign contract with venue 5/14 Set/Staging Staging Design/Branding Braingstorm 5/15 Outreach Notice of Event to Key Groups May 20, 2013 5/20 Volunteers Volunteer outreach 5/20 Panelists Invites to panelists/moderators 5/20 Invitations Final art and data to marketing Submit first draft of email (1) for approval Set/Staging Presentation and Feedback from 5/22 Set/Staging Core Staff Layout and Content for Printed Programs 5/22 Programs Drafted 5/23 Email (1) Email (1) finalized 5/24 Florist Florist booked Photographe 5/24 r Photographer booked 5/24 Dcor Floral Design Chosen May 27, 2013 5/27 Out of Office Memorial Day -- out of office 5/29 Email (1) Initial email (1) sent 5/30 Programs Content/Layout for Program Finalized 5/31 Out of Office Moving Day -- out of office June 3, 2013 5/21 Email (1)

5/10/2013

Chicago Regional Conference Timeline

6/3 6/3 6/4 6/5 June 10, 2013 6/10 6/10 6/11 6/11 6/12 6/12 6/12 6/12 6/13 6/13 6/13 June 17, 2013

Programs Travel Email (2) Email (2)

1st Draft of Program from Designer Book flights and hotels for EL Staff Reminder Email (2) submitted for approval Reminder Email (2) finalized Changes to 1st Draft of Program back to Designer Continue majority council calls First Draft of talking points/Remarks Linens vetted w/ chairs Reminder email (2) sent Communications and Keynote begin conversations Staff (and Volunteer?) Plan drafted 2nd Draft of Program from Designer Headliners and Speakers Finalized Follow-up Presentation of Set/Staging Stage Graphics Approved

Programs Fundraising/ RSVP Remarks Dcor Email (2) Keynote Speaker Staff Plan Programs Speakers Set/Staging Set/Staging

6/17 6/17 6/17 6/18 6/18

Email (3) and (4) Panelists Venue Email (3) and (4) Keynote Speaker

Reminder email (3) and email to RSVP'd people (4)submitted for approval Panelists/moderators Finalized Touch base with venue w/ logistics (food etc.) Reminder email (3) and email to RSVP'd people (4) finalized

Touch base w/ keynote speaker Finalize briefings for keynote, panelists, and 6/18 Briefings moderators 6/18 Collateral Collateral mailed to Chicago Email (3) Send final reminder email (3) and email to 6/19 and (4) RSVPs (4) 6/19 Staff Plan Staff Plan finalized 6/19 Programs Programs finalized and printed Prepare event logistics (name tags, sign-in 6/19 RSVP sheets, etc.) Talking Points/Remarks finalized for all 6/20 Remarks participants 6/21 Set/Staging Stage Graphics Finalized 6/21 A/V AV Finalized June 24, 2013 6/24 Email (4b) Email (4b) sent to RSVP'd attendees 6/24 Seating Seating chart meeting 6/24 Travel Trip briefing 6/24 RSVP Finalize RSVP List RSVP/Cateri 6/24 ng Finalize catering headcount 6/25 Email Submit final text for thank you email (5) 6/26 - 6/27 Travel EL Staff begins arriving in Chicago 6/27 Event CHICAGO Donor Luncheon 6/28 Attendance Send attendee list to DC 5/29 Email (5) Finalize email (5) text 5/29 Mail Finalize thank you text 5/29 Email Input attendees list 6/1 Planning Debrief conference call 6/1 Email Send final email (5) 6/1 Mail Mail final thank yous to speaker and host

5/10/2013