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Task
List |
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Contact SPAC Coordinator. |
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Appoint S-PAC Committee, and
Chairperson. Appoint someone to be in charge of advertising, catering,
space planning, ticket sales, and guest speaker
host. Appoint setup and cleanup committee. |
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Contact local section chair or
section student activities chair to let them know that you are planning an
SPAC. |
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Contact neighboring school IEEE
student branch to solicit interest in joint venture. |
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Check master EE class schedule for
scheduling conflicts, and other event
conflicts. Choose event date and time. (3-6 months ahead) |
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Choose topics and speakers.
Contact SPAC Coordinator for approval of speaker choices. (3-6 months ahead) |
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Invite speakers. Once they
accept their invitation, write to thank them, and offer any services you
can provide (i.e. transportation to and from the airport,
special audio/visual equipment, meal with SPAC
committee, etc.) (3-6 months ahead) |
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Choose event space. Reserve
audio/visual equipment and tables and chairs. (3-6 months ahead) |
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Research Food
Costs and (tentatively) choose catering company for the purpose of making a
reasonable budget. (3-6 months ahead for budgeting, 2 months
ahead for catering) |
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Create budget proposal.
Determine cost of ticket for student members. Include door prizes in
budget. (3-6 months ahead) |
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Find financial sponsors. Find
sponsors who might contribute door prizes. (3-6 months ahead). |
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Print tickets. Include door
prize numbers on tickets. (2 months ahead) |
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Contact school newspaper for
possibility of printing an article about the event. (2 months ahead) |
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Have posters printed and ready for
distributing. Make directional signs for posting on the day of the
event. (6 weeks ahead) |
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Advertise. (4-6 weeks ahead) |
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Put tickets on sale for
event. Distribute them with EE Office, IEEE Store, Computer Action Team.
Put up posters. (4 weeks ahead) |
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Post a message to the student
member e-mail list or to the network message system. (4 weeks, 2 weeks, and 1 week) |
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Make appearance in one core class
for each: freshman, sophomore, junior and senior. Arrange for
promotional announcement by willing professors in other
classes. (2-4 weeks ahead) |
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Confirm space arrangements. (4 weeks ahead) |
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E-mail speakers and confirm
whatever arrangements are made for picking them up and dropping them off at
the airport, audio visual equipment, meals other than at the SPAC, etc. Thank them again. Offer any other
service. (1 week ahead) |
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Purchase door prizes. (1 week ahead) |
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Finalize catering arrangements, and
space planning arrangements to more accurately reflect ticket
sales. (3 days ahead) |
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Make sure setup and cleanup
committee know when and where to meet. (3 days ahead) |
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Make raffle ticket box. |
| DAY
OF EVENT |
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Post directional
signs. |
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Make sure all attendees complete
and return the feedback forms before they leave the conference. |
| FOLLOW-UP |
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Write and thank the speakers.
(within 2 weeks) |
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Prepare and submit final
budget. (within 2 weeks) |
