important
deadlines

Here is where you can find all of the important deadlines for 2022.

january

  • Announce Committee Leadership

  • Update conference goals and objectives

  • Strategic Planning

  • Determine CEUs

  • Distribute/update timeline/tasks

  • Create Conference Theme

  • Discuss possible keynotes, program tracks, layout

2

february

  • Finalize workgroup deadlines (brochures, call, scholarships, awards, registration, etc.)

  • Discuss PCI

  • Review/finalize AHEC contract

  • Send out “Save the Date” email

  • Update sponsor/exhibitor list & brochure

  • Update call for presentations

  • Update PLWHA Scholarship Applications

3

march

  • Discuss “Special Event”

  • Send out call for presentations

  • Send out sponsor/exhibitor brochure

  • Send out PLWHA scholarship packets

  • Scholarships approved for students

  • Post student scholarship info to website

  • Update website – materials due to CC – 3/18/2022

4

april

  • Finalize keynotes

  • Confirm PCI (if applicable)

  • 17 Confirm all rooms with CMCC (pre-conf rooms)

5

may

  • Deadline for Call for Presentations

  • Review Presentation Proposals/Program

  • Finalize conference hotels/room blocks

6

june

  • Finalize Concurrent speakers

  • Send out speaker letters

  • Update registration brochure

  • Distribute Registration brochure

  • Deadline for PLWHA Scholarship applications

  • Finalize selection of conference bags

  • Send out student scholarship packets (also in aug)

  • Update Website – materials due to CC – 6/6/2022

7

july

  • Finalize speaker travel

  • Book VIP hotel rooms

8

august

  • Review PLWHA Scholarship recipients

  • Notify PLWHA Scholarship recipients

  • Decide upon Reg fees for committee

  • Update/Distribute Committee Reg Forms

  • Update registration numbers

  • Acquire AV bids

  • complete new member application form

  • Order conference bags

  • Share CEU info with AHEC, Pharmacy, CHES

9

september

  • Select/finalize menu options

  • Finalize AV contract

  • Update Program Brochure

  • Notify student scholarship recipients

  • Chairs evaluate members for free registration

  • Finalize conference volunteers

10

october

  • Conference – October 26 & 27

  • Post 2023-member application to website

  • Print Program Brochure

  • Update Website – materials due to CC  10/17/2022

11

november

  • Conference Debriefing/Celebration

  • Discuss E/S fee changes for 2023

  • Discuss reg fee changes for 2023

  • Select 2023 Committee/Set meeting schedule; send out invitations to 2023 Committee

  • send thank you’s to E/S and update fees

  • Discuss Conference Coordination Contract for 2023

12

december

  • Wrap-up Meeting

Website Due Dates

March Website Updates (due March 4):

Keynote speaker info

Call for presentations

Committee list

Logo

Exh/Sponsors brochure

PLWHA Scholarships packets – letters for providers and applicants

Student Scholarships

June Website Updates (due June 3):

Updated E/S brochure (June 2022 version)

Registration brochure with:

  • Hotels

  • PCI info

  • General conference schedule

Update planning membership list (May meeting)

Student reg forms?

** want to post program schedule between June and Oct**

October Website Updates (due Oct 11 – posted Oct 19): 

Take down 2022 stuff

Post new member application

Share dates for 2023 – “look for information here next spring”

Thank attendees

Load 2020 program doc