important
deadlines
Here is where you can find all of the important deadlines for 2022.
1
january
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Announce Committee Leadership
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Update conference goals and objectives
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Strategic Planning
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Determine CEUs
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Distribute/update timeline/tasks
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Create Conference Theme
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Discuss possible keynotes, program tracks, layout
2
february
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Finalize workgroup deadlines (brochures, call, scholarships, awards, registration, etc.)
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Discuss PCI
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Review/finalize AHEC contract
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Send out “Save the Date” email
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Update sponsor/exhibitor list & brochure
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Update call for presentations
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Update PLWHA Scholarship Applications
3
march
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Discuss “Special Event”
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Send out call for presentations
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Send out sponsor/exhibitor brochure
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Send out PLWHA scholarship packets
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Scholarships approved for students
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Post student scholarship info to website
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Update website – materials due to CC – 3/18/2022
4
april
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Finalize keynotes
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Confirm PCI (if applicable)
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17 Confirm all rooms with CMCC (pre-conf rooms)
5
may
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Deadline for Call for Presentations
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Review Presentation Proposals/Program
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Finalize conference hotels/room blocks
6
june
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Finalize Concurrent speakers
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Send out speaker letters
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Update registration brochure
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Distribute Registration brochure
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Deadline for PLWHA Scholarship applications
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Finalize selection of conference bags
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Send out student scholarship packets (also in aug)
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Update Website – materials due to CC – 6/6/2022
7
july
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Finalize speaker travel
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Book VIP hotel rooms
8
august
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Review PLWHA Scholarship recipients
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Notify PLWHA Scholarship recipients
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Decide upon Reg fees for committee
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Update/Distribute Committee Reg Forms
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Update registration numbers
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Acquire AV bids
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complete new member application form
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Order conference bags
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Share CEU info with AHEC, Pharmacy, CHES
9
september
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Select/finalize menu options
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Finalize AV contract
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Update Program Brochure
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Notify student scholarship recipients
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Chairs evaluate members for free registration
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Finalize conference volunteers
10
october
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Conference – October 26 & 27
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Post 2023-member application to website
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Print Program Brochure
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Update Website – materials due to CC 10/17/2022
11
november
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Conference Debriefing/Celebration
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Discuss E/S fee changes for 2023
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Discuss reg fee changes for 2023
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Select 2023 Committee/Set meeting schedule; send out invitations to 2023 Committee
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send thank you’s to E/S and update fees
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Discuss Conference Coordination Contract for 2023
12
december
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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:
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Hotels
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PCI info
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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