Conference+TImeline

CECA Conference Timeline
October Conference Day: First “Call for Presenters” and sign-up table for recruiting next year’s presenters

Nov. - Jan: Research conference theme, gimmick, or other foundation elements for the conference.

February: Conference Theme and Title finalized. All conference costs reviewed and conference registration cost set.

April: Keynote selected & confirmed. Keynote description reviewed by conference chairs and revised/formatted for publication. April Newsletter to announce conference TITLE, THEME, and KEYNOTE.

April: Final date for submission of presenter abstracts and related information.

May: Presentations all selected. Notification letters prepared and mailed to presenters. Up to 5 presenter slots should probably be kept in reserve in order to avail ourselves of opportunities and to accomdate unforseen situations. However, some reliable presenters should also be put in “standby mode” to be available to fill such slots.

Final presenter abstracts & data base sent to conference chairs for final review. Essential info needed by chairs to include abstract, audience level, grade level, platform/hardware foucs, co-presenters, and special presentation requirements.

Key conference special features (i.e. conference partners, roundtables, tech stations, exhibitions, book-signings, hands-on labs, go-go dancers, etc.) confirmed by conference chairs for announcement in May newsletter.

May: Conference abstracts reduced, proofread by conference chairs, and sent to newsletter editor for publication in May newsletter. Other conference information reviewed by conference chairs for publication in May newsletter. May newsletter to be in the mail no later than May 20th.

August: Conferrence grid finalized and sent to conference chairs (Grid) information to include title, presenter, and subject/grade level).

Special conference sessions, roundtables, CECA Award tabels, hands-on labs, ticketed sessions, advocacy meetings, etc. finalized and sent to conference chairs.

Formal letters of invitation to State officials mailed

August: Finalized grid as reviewed by conference chairs posted on web site

Grid and presenter bios passed to presider chair for recruitment of presiders.

Pre-conference letters sent to presenters.

September: September newsletter with detailed conference information mailed.

October 1 (or first Wed): Key conference details and duties finalized: • Presiders finalized • Signage information collected for preparation of conference signs • Key conference features reviewed and finalized • Press coverage • tech party • registration needs (helpers, badges, technology, ?) • technology needs • student tech team & shirt sizes

October: Letters mailed to presiders

October (Last monday): Start all over again

Conference Committee The Conference Committee has the responsibility of ensuring that the annual technology conference is a success. Each member of the committee oversees a particular aspect of the conference. The duties include members in charge of presentations, hotel arrangements, vendors, conference technology and at least one overall organizer. With the Board’s approval, the conference committee determines the conference title, cost of the conference and any other aspects that might be included. Other areas that need to be coordinated through this committee include the presiders, the registration, the technology party, publicity, raffle prizes and presenter gifts, mailings, CEU records and evaluations.